Rome, San Francisco, Pretoria. In the course of organizing colloquia abroad for the Alexander von Humboldt Foundation, we have travelled quite a bit over the past two years. Having previously had to move some Humboldt Colloquia into virtual space due to coronavirus travel restrictions, we are all the more pleased that we have now been able to organize three very successful events on site. This required a high degree of intercultural sensitivity and flexible project management. We are happy to share our three most important learnings from these projects with you:

1. communication: needs relationship building

One thing quickly became clear to us: Good project management alone is not enough – the success of the event stands and falls with good communication with the local partners. Different expectations, working methods and communication styles can quickly become a challenge, and misunderstandings are often inevitable. It is therefore very helpful to use the “short route” via messenger services in addition to formal email communication. A quick query via WhatsApp, a short video call or even an appropriately used emoji can contribute a great deal to understanding in intercultural collaboration.

Our impression was that the German way of communicating in an international context is sometimes perceived as particularly factual and direct – in a way that can seem unfamiliar or very formal in other cultural contexts.
Conclusion: Building relationships pays off. If you take time for the other person, show genuine interest and also talk about private matters, you create trust. And this trust then acts as a lubricant for the collaboration – suddenly things go better, you understand each other and things move forward. If you have the time and resources, you should therefore plan a trip in advance if possible – the personal exchange can be decisive.

2. formalities: Proactively prepare accounting and logistics well

Not only the German way of communicating, but also some of the formal processes that are common in Germany can quickly become a challenge outside of Europe. For example, requesting quotations and invoicing if the local standards differ greatly from ours. Communicate proactively and at an early stage which formal standards an invoice must have, for example, so that your accounting department can work with it. Our tip: Create a factsheet with all (accounting) requirements and share this with your local partners in advance.

Customs regulations can also cause problems. It is therefore better to avoid shipping materials to non-European countries. There are alternatives: Branding via screens instead of roll-ups, an app instead of printed program booklets and doing without pens and notepads altogether – this is also more sustainable.

3. partners: involve them at an early stage and consider cultural contexts

Whether it’s meal times, understanding of sustainability or choice of music – cultural differences have a direct impact on events. The needs of the participants should be taken seriously. Involve local stakeholders in the planning at an early stage and take their expertise seriously. Planning and organizing together can also bring new perspectives and be fun.