A Strategic Advantage
Using International Logistics
for Competitive Advantage
• Communication Challenges
• International English
• Special English
• Metric System
• Cultural Sensitivity
• Specific Advice
Communication Challenges
One of the most difficult aspects of international business is communicating
effectively and accurately.
An additional challenge for the international logistics manager is that most
communications with foreign counterparts are conducted in an impersonal
fashion: e-mail, fax, and letters.
Most international communications take place in English, the native
language of only about 5 percent of the world’s population.
English has become “everybody’s second language” because it is a relatively
easy language to learn.
Difficulty of Languages
Languages easiest to learn (closest to English)
Roman alphabet, similar grammar, Spanish, French, Dutch, Italian,
similar syntax Portuguese, Norwegian, Swedish,
German
Languages difficult to learn
Roman alphabet, different grammar, Indonesian, Turkish, Icelandic, Czech,
different syntax Hungarian, Vietnamese, Polish, Slovak,
Finnish
Languages very difficult to learn
Different alphabet, different grammar, Hebrew, Russian, Greek, Hindi, Thai
very different syntax
Languages extremely difficult to learn
Complex alphabet, multiple alphabets Chinese (Cantonese and Mandarin),
or no alphabet, very different grammar, Japanese, Korean, Arabic
very different syntax
Communication Challenges
Communicating effectively means making sure that the person for whom the
message is intended has no doubt about the meaning of the message:
• The vocabulary is clear and unambiguous: native English speakers should
use International English and Special English.
• The units used should be metric.
• The message should be culturally sensitive.
International English
Native English speakers should strive to make the meaning of the
communication absolutely clear to the non-native speaker:
“Business and technical documents intended for those who read English as
their second language, must be unusually simple, unambiguous, and literal.
Ideally, they should be edited for ease of translation.”
Edmond Weiss
It is best to use a technique called International English (developed by Ed
Weiss) to achieve good communication in written documents.
International English—First Rule
Always assume that the person for whom English is a second language is
relying on a dictionary for some words.
A person trying to understand a new word should not have to determine which of
many definitions is the correct one:
“Our company’s sales took off 25 percent last year” can be easily misunderstood,
since to “take off” is first defined as to “remove [one’s clothes]” in many
dictionaries. For many non-native English speakers, it is understood as “sales
declined 25 percent.”
A better sentence is “Sales increased 25 percent.” There is no possible
misunderstanding.
International English—Second Rule
Always proofread carefully and avoid all grammatical and spelling errors.
A sentence where there are misspellings and grammatical errors will be much
more difficult for a non-native English speaker to understand.
“Our company would like to except your offer” is a sentence with which a
native speaker will have no issue, but a non-native speaker will not understand
it. Was the offer accepted, or was it rejected for being exceptionally bad (or too
high priced, or some other issue)?
International English—Third Rule
Always make sure that quantitative information (dates, currencies, etc.)
can be understood without doubt.
U.S. customary dates are written as MM/DD/YY, while Europeans prefer
DD/MM/YY and the Chinese prefer YY/MM/DD.
A contract date of 12/11/18 will be understood as December 11, 2018 by an
American, 12 November 2018 by a Dutch, and 18 November 2012 by a
Chinese reader.
Always write dates as 11 December 2018. That way, no confusion can
possibly take place.
International English—Fourth Rule
Always use simple and short sentences.
Although short and simple sentences may appear too simplistic to native
readers, they are generally better understood by non-native readers.
Compare this first sentence with: “Short and simple sentences may appear too
simplistic to native readers. Short sentences are better understood by non-
native readers.”
Even though the two shorter sentences would not earn a good grade in an
English composition class, there is no way they can be misunderstood.
International English—Fifth Rule
Never use idioms that are sport- or military-related, as they are rarely, if
ever, understood properly.
Here is a sentence from the British newspaper The Guardian, reporting on a
cricket test (game):
“He had enough nous to admit he had "bowled too many four balls" after
taking 5-42 in the second innings at Old Trafford, which suggests he will
be able to keep his feet on the ground.”
It is as easily understandable to a non-native English speaker as this
sentence from the New York Times reporting on a baseball game is:
[He] struck out the only batter he faced, bailing the [team] out of a bases-
loaded jam in the top of the seventh. ”
Special English
Special English is a reduced-vocabulary English developed by the Voice of
America, the U.S. government-sponsored news organization that broadcasts
worldwide.
“The goal was to communicate by radio in clear and simple English with
people whose native language was not English.”
Voice of America’s website
The rules of Special English should be used when communicating with non-
native speakers, whether in person or by telephone.
Special English—First Rule
Sentences should be short and contain only one idea.
It is easier for a non-native listener to hear small and short sentences, since there
is less information to remember before the entire meaning of the sentence is
understood.
This recommendation, which was very important in written communication, is
critical for in-person and telephone conversations.
Special English—Second Rule
The vocabulary should be limited to correct and accurate terms.
Although lots of native speakers pay careful attention and eliminate
sentence fragments such as “like” and “you know what I mean” in their
speech, others are less careful.
Eliminating all such “fillers” and all local idiomatic or cultural references
(references to sport figures or television characters, even in “small talk”)
allows non-native listeners to understand the meaning of the
communication.
Special English—Third Rule
The speed at which the sentences are spoken should be slower.
It is always much easier for a non-native speaker to understand people
who speak slowly than people who speak fast.
It is also much easier to understand someone who articulates and
enunciates clearly rather than someone who only pronounces part of
the words: “laboratory” rather than “labo’tory,” “license plate” rather
than “licen’ plate,” or “picture” rather than “pitcher.”
Special English—Fourth Rule
Repeating a sentence does not mean repeating it louder, but
repeating it with different vocabulary.
If a non-native English speaker asks a native speaker to repeat a
sentence, the native speaker should not repeat the sentence louder, as if
the person had difficulty hearing. Instead, the native speaker should
repeat the sentence using slightly different vocabulary.
The reason the non-native speaker is asking to hear the sentence again
is because the person did not understand the vocabulary used, or could
not determine the sentence structure, and needs to hear it again.
Metric System
The metric system has been adopted worldwide, and is the measurement
system officially followed by almost all countries.
Since information is better processed when it is familiar, U.S. exporters should
utilize the metric system in their communication, as very few foreigners
understand the U.S. system of measurement.
It is advisable to use metric and standard measurements on the packaging
used in transportation, so that the dimensions and weight are clear to all
people involved in the handling of the goods.
Metric System
A simple translation of measurements will convey the meaning
correctly, but not always clearly.
It is better to use measurements that are conventional in the country of
the importer.
• A 55-gallon drum can become a 208.2-liter drum, but the importer
is used to 200-liter drums.
• A shipment of oil, expressed in barrels (42 gallons each), can
become a shipment expressed in liters, but the importer is used
to buying oil by the metric tonne.
• A vehicle, sold in the U.S., has its gas mileage expressed in miles
per gallon, but the importer wants it expressed in liters per 100
kilometers (30 mpg ≈ 7.8 l/100 km).
Cultural Sensitivity
It is always advisable to make sure all communications and interactions
are made in a culturally-sensitive way. However, learning a culture is
extremely time consuming, so a few pointers help.
• Forms of Address
Whether people address each other formally or informally, whether
they use formal titles or not, it is difficult to offend someone by
being too formal, so it is best to err on the side of formality.
• Work Culture
Whether there is a large divide between work and private life, or
none, it is best to assume they are separate until ample evidence
proves otherwise.
Cultural Sensitivity
• Speed at which People Operate in the Work Place
Some cultures prefer enquiries to be answered very quickly, to reflect
interest. Others favor a delay to demonstrate careful and considerate
answers. It is always advisable to mimic the response time received from
the importer.
• Work Day
The way people typically organize their work day (the time at which they
arrive at work, the time at which they leave, the length of their lunch
break) determines when it is appropriate to make contact, particularly
by phone. This information is readily available from various sources.
Specific Advice
Managers involved in international logistics can use several other strategies to
allow their companies to gain a competitive advantage in the market place:
• The term of payment best suited for the importer
• The best choice of currency
• The correct Incoterms® rule
• The best possible document preparation
• The best packaging decision
• A solid warehousing and distribution center network
Terms of Payment
An exporter intent on increasing its sales should choose to display that
it is confident in the ability of the importer to pay for the goods by
using an open account term of payment. (being sure the importer has
ability to pay!)
If it is unsure about the ability of the importer to pay, it should
consider purchasing a credit insurance policy.
More secure methods of payment may be tempting, but they increase
the probability of not getting the sale, because the importer does not
like to be considered a poor risk. (decreasing sale!)
An exporter can be confident it will get paid if it uses the proper term
of payment.
Currency of Payment
An exporter intent on increasing its sales abroad should offer all of its
quotes in the importer's currency and determine the most appropriate
hedging strategy (risk coverage) for that particular transaction.
Using the importer’s currency makes it easier for the importer to compare
multiple quotes, especially for an importer with little international trade
experience.
It is always possible to quote in the exporter’s currency if the importer
prefers that alternative.
A simple hedging strategy can eliminate an exporter’s currency fluctuation
risk; a sophisticated option hedging strategy can help the exporter benefit
from currency fluctuations.
Incoterms® Rule
An exporter should offer to provide the importer with the most customer-
friendly Incoterms® rule quote (either DAP or DDP), and, if necessary, use the
services of a competent freight forwarder to deliver this level of service.
Should the importer want to shoulder more responsibilities, it is always
possible for the exporter to reduce its involvement and ship under a DPU or
an FCA Incoterms® rule.
Ideally, the exporter should quote multiple Incoterms® rules, letting the
importer choose the number of responsibilities it wants to shoulder.
Document Preparation
Accurate and timely document preparation and delivery are an essential part
of international logistics and of the smooth transfer of goods from an
exporter to an importer.
An exporter intent on increasing its sales should be thorough and
meticulous (accurate) in the way it prepares the documents that it provides
to the importer.
This should be reflected in the first contact, the pro-forma invoice, and be
communicated to the importer by emphasizing the experience of the
company at providing accurate and thorough documents.
Excellent software programs exist to help exporters provide thorough and
accurate international documentation.
Packaging
Good handling of the packaging requirements by the exporter will also
help considerably in the smooth transfer of goods from the exporter to the
importer.
Goods that arrive in good shape, crates and boxes that are easy to
dismantle, shipments that are clearly marked for appropriate handling,
packaging materials that can be readily reused or recycled, all give a
positive image of the exporter.
Good packaging practices are more expensive than not-so-good ones.
However, there are substantial savings with reductions in damaged goods,
as well as misplaced and mishandled shipments.
Warehousing
Appropriately designed and located warehouses and distribution centers
reduce lead times and allow a company to provide faster delivery to its
customers.
Warehouses can also provide value-added services to customers.
Warehouses are an integral part of the international supply chain and they
can provide a company with a marketing advantage over its customers.
Inventory Management
Good inventory management practices allow companies to deliver goods to
their customers when the goods are needed. The items are in inventory and
available for sale.
Good inventory management practices also lower costs, which allows a
company to be more profitable or allows a company to sell at a lower price.
Good inventory management practices allow companies to inform their
customers of the status of an order.
In all cases, good inventory management practices translate into a
competitive advantage.
Quality Controls
Manufacturing processes for which capability studies have been
conducted can provide customers with evidence that suppliers can
produce parts within the customers’ specifications.
Monitoring production through statistical process controls
provide customers with confidence that products are consistent
and can be used in production as soon as received.
