Communication beyond language – TTEC on German work culture

How does German work culture differ from that of Poland?

Both German and Polish cultures value dedication but their approaches to the workplace have distinct differences:

• Structure and long-term planning vs. adaptability: German work culture thrives on meticulous planning, detailed processes, and a long-term outlook. When discussing strategies, expect German colleagues or clients to want a clear, well-researched plan outlining how proposed changes will lead to sustainable growth. They'll appreciate a structured approach to problem-solving. Polish work culture, while valuing organization, often shows more flexibility and readiness to adapt quickly to changing market conditions. They might be more open to agile testing of new ideas.

• Work-life balance and efficiency: Germany is known for its strong emphasis on work-life balance. This means that interactions with German colleagues or clients will focus on efficient, productive discussions during business hours. They expect you to make the most of their time, directly addressing challenges and opportunities. While work-life balance is also growing in Poland, you might find Polish counterparts more willing to engage in less formal conversations or respond outside typical hours. Germans are assertive when something infringes on their freedom in this regard.

• Directness and professionalism: German interactions often maintain a higher degree of professional formality, especially in initial stages. While building rapport is always important, with Germans, it's often built on competence, reliability, and delivering tangible value, rather than extensive casual conversation. Polish interactions, while professional, often incorporate more personal warmth and relationship-building from the outset.

• Openness to change: Germans are quite cautious with changes and not always open to them, especially if "the system works." This contrasts with a potentially greater openness to new approaches in Polish culture.

• Workplace friendships: Germans generally do not tend to make friends at work, maintaining a more distanced and formal professional relationship.

What values are particularly important in the German business environment?

• Professionalism: This is paramount in all interactions.

• Politeness and respect: Always expected and demonstrated through formal address and conduct.

• Being well-informed: Thorough research and data-driven insights are crucial before any decision is made, even a minor one.

• Patience and deliberate decision-making: Germans prefer a slow, methodical pace for decisions, valuing excellence and delivering results over quick fixes or mere words. They are not easily swayed by pressure or slight provocation.

• Excellence and delivering results: The focus is on tangible outcomes and high-quality work.
  

What does communication look like in German companies?

When communicating in a German professional setting:

• High formality, especially initially:

• Titles and surnames: Always use formal titles and surnames (e.g. "Herr Schmidt," "Frau Dr. Müller") unless explicitly invited to use first names. This demonstrates respect for their position and professionalism.

• "Sie" vs. "Du": If communicating in German, always use the formal "Sie" pronoun until permission is given for "Du." This is a crucial sign of respect.

• Structured communication: Emails and meeting requests should be clear, concise, and professional. State the purpose of the communication upfront.

• Directness and clarity:

• Straight to the point: Get directly to the core issue or solution. German colleagues and clients appreciate clarity and transparency.

• Fact-oriented: Base your recommendations on concrete data. "Our analysis shows a 15% increase in efficiency after implementing these process changes" will be more effective than general statements.

• Constructive feedback: Be prepared to give and receive direct feedback regarding performance or project progress. Frame your insights as solutions and opportunities for improvement.

What are the expectations regarding punctuality and work organization?

• Punctuality is non-negotiable:

• Timely meetings: For all scheduled calls or meetings, be ready a few minutes before the agreed-upon time. This signals professionalism and respect for their busy schedule.

• Deadlines are sacred: If you promise a report by a certain date or to implement changes by a specific time, adhere to that deadline rigidly. Missed deadlines without prior communication can severely damage trust.

• Proactive communication of delays: If an unforeseen circumstance prevents you from meeting a commitment, communicate it immediately and clearly, explaining the reason and providing a new realistic timeframe. Punctuality is very welcomed, although it is not as universally common as it used to be.

• Meticulous work organization:

• Preparedness: Always come prepared for discussions. Have all relevant data readily available, along with clear proposals, reports, and answers to potential questions.

• Structured discussions: Propose an agenda for your calls, especially for performance reviews.

• Follow-up: Promptly send a summary of discussion points and agreed-upon action items after calls. This reinforces reliability and ensures both parties are aligned on next steps. They generally appreciate good work organization.

What conflicts and misunderstandings could potentially occur during cooperation with a German colleague, superior, or client?

Given the cultural differences, several common conflicts and misunderstandings can arise:

• Perceived bluntness: The German direct communication style can be misinterpreted as impolite or lacking empathy by those from more indirect communication cultures (like Poland, which tends to be more diplomatic). A German colleague might say "I need this by Monday" instead of "Would you be able to get this to me by Monday, please?" This is not meant to be rude but rather efficient.

• Lack of "small talk" or personal connection: Germans tend to keep their professional and private lives separate. This can lead to a perception of being cold or aloof if colleagues don't engage in much small talk or don't readily socialize outside of work. For Poles, who often value building personal rapport, this can feel like a lack of warmth.

• Perceived micromanagement: German superiors might provide very precise and detailed instructions, which can be perceived as micromanagement by someone used to more autonomy. For Germans, this is often about ensuring quality and clarity, not a lack of trust.

• Over-reliance on rules and processes: A strong adherence to rules and established procedures might seem rigid or bureaucratic to those who prefer more flexibility or a "get things done" approach even if it means bending rules slightly. This can lead to frustration if a colleague tries to find shortcuts or bypass a process.

• Different approaches to problem-solving: Germans often prefer methodical, data-driven decision-making and thorough risk assessment. A colleague from a different culture might favor a more agile, iterative approach, which could lead to misunderstandings about the speed or depth of the required analysis.

• Work-life balance boundaries: Expecting immediate responses outside of working hours or sending work-related messages late in the evening can be seen as disrespectful of a German's personal time. The clear separation of work and personal life is highly valued.

• Humor and social cues: Humor can be quite different. Sarcasm or irony might not translate well, and Germans generally keep professional settings more serious. Misinterpreting social cues can also lead to awkward situations.

• Feeling pushed or pressured: If Germans feel pushed and pressed even slightly to do something, they tend to become rigid and resistant. This type of communication works counterproductively.

• Importance of equality and inclusion: Germans highly value diversity and inclusion. Politically incorrect comments will be met with disapproval.

• Overwhelming responsibilities: Since Germans are professional and achievement-driven, overwhelming them with responsibilities and tasks can be counterproductive. They may feel they cannot do it well, leading them to not do it at all.

Although it may be difficult to adapt to a different work culture at first, keeping some of these tips in mind can help you avoid cultural misunderstandings and strengthen your relationships with German colleagues or clients.

Ready to put your skills to practice? Check out the latest job opportunities at TTEC/with German: https://www.careersinpoland.com/employer/ttec/job-offers

Our Experts:

Grzegorz Niekrasow, EMEA Recruiter

Paulina Kubat, Senior Sales Team Lead

Bektas Aras, Sales Team Lead

Wiola Wróblewska, Sales Team Lead