Intercultural Communication: Clarify a Date, Time and Request

Separate an observation from an assumption

Queen’s University’s intercultural-communication guidance emphasizes observation, reflection and clarification while cautioning against stereotyping. In a workplace exchange, that means asking what a particular person intends rather than applying a national communication profile to them.

Fictional message from Alex: “Could you review the workshop outline by 04/05 at 10? If that is difficult, perhaps we can revisit it.” Taylor reads this as a firm deadline to rewrite the entire outline. The message does not establish the date convention, time zone or meaning of “review.”

Ask a concise clarification question

Confirm the decision without explaining it through identity

The ambiguity concerns a written date convention and an incomplete time reference. It does not prove that Alex is careless, indirect or representative of a group. Taylor’s first reading is also an interpretation, not a fact about the request.

A revised shared note can say: “Outline sequence comments due 4 May at 10:00 UTC; Alex owns the revision.” If colleagues need local times, check the actual date-specific conversion using their current location and daylight-saving rules. This exercise uses UTC so it does not invent a conversion for an unknown location.

Ask about preferences at the individual level

Suppose Taylor is unsure whether Alex’s “perhaps we can revisit it” invites a different deadline. A useful question is: “Is that deadline fixed for the workshop decision, or should I propose another time if needed?” Alex can then explain the actual constraint. “People from your culture prefer indirect requests” would substitute a stereotype for that information.

Likewise, ask whether written comments or a short discussion would help the task. Do not infer someone’s language ability, willingness to disagree or preferred channel from their name, accent or country. A preference can change with the task, relationship and available time.

Use a reflection record after the exchange

Transfer the habit to a new ambiguity

Try replacing “review” with “sign off.” Ask who can approve, what approval covers and whether comments count as authorization. The goal is to recover the missing task facts while respecting the person, not to remove all differences in style.

For a final rehearsal, have a partner supply an unfamiliar phrase and explain what you would ask before acting. Check whether the question addresses an observable uncertainty or introduces a claim about a group. Keep the former; replace the latter with a direct question about this task.