Buyers seeking to contact Chinese manufacturers have a plethora of options available to them, including popular Business-to-Business (B2B) platforms like Alibaba, Amazon, DHgate, ECVV, Global Sources, and trade wheel. However, communicating effectively with suppliers can be challenging, especially if the buyer does not speak Chinese or is unable to visit China.
To overcome these obstacles, buyers can use various apps to contact Chinese manufacturers. One such app is WeChat, a popular messaging app that is widely used in China. In this article, we will explore how to use WeChat to contact Chinese suppliers, common issues that cause communication difficulties, and best practices for communicating effectively with Chinese manufacturers.
Key Takeaways
- WeChat is a useful app for contacting Chinese manufacturers, especially if the buyer does not speak Chinese or is unable to visit China.
- Common communication difficulties when contacting Chinese manufacturers can be overcome with the use of WeChat.
- Best practices for using WeChat to contact Chinese suppliers include verifying your account, being clear and concise in your messages, and building a relationship with the supplier.
How to Contact Chinese Manufacturers?
When it comes to communication with Chinese manufacturers, there are several options available. Each option has its own advantages and disadvantages. In this section, we will discuss the most common methods of communication and project management used by Chinese manufacturers.
WeChat is a popular social media platform in China that is often used for personal communication. While it may be tempting to use WeChat for business communication, it is not recommended. Messages sent via WeChat may not be saved and could be hard to find later on to check an important point. Additionally, WeChat is not secure and anything said there could be accessed by the government. Therefore, it is important to avoid using WeChat for business communication.
Email is a common method of communication used by Chinese manufacturers. It is a good option for business communication and is certainly better than WeChat. However, it can become messy over time. To avoid confusion, it is recommended to add structure to communication, such as giving a clear list of questions and requesting that each is answered in turn in the follow-up message. It is also important to note that email can be a slow way to communicate if a chain of emails takes everyone a day to receive each response.
Project Management Software
Project management software such as Trello, Asana, and Basecamp are commonly used by Western businesses. While Chinese suppliers may not use these software programs often, they can be useful for managing tasks. These software programs provide benefits such as being able to assign to-do’s and expected dates, and everything is stored in categories and can be searched fairly easily. Some importers schedule a weekly video meeting with key suppliers and they go through the to-do’s in the PM software and discuss progress and get feedback task by task. This really helps keep suppliers accountable and they know you will push them for answers.
DingTalk
DingTalk is a paid Chinese business app that is liked and easily adopted by Chinese staff as it is a familiar style. It allows instant messaging, but also to-do’s and assigned parties and dates straight to their phone. It is good for managing tasks and is far more secure than WeChat. DingTalk is not expensive and it is probably easier for Western customers to adopt this than to expect Chinese suppliers to use Western PM software.
Working Templates
Creating a master file hosted in the cloud that can be accessed by you and the supplier is another way to manage communication with Chinese manufacturers. This file should contain the information they need such as CMF info on drawings, user manual, etc., and also your expectations and what you do not like or want. During new product development and production, you may get samples with defects and photos of these can be added, and you can comment that you don’t like or accept this. By having a living document like this, nothing can be forgotten like in WeChat messages or emails, and it can be referred back to for current information. It’s possible to request feedback and written confirmations of your new changes. Inspection results and engineering change requests can also be added, and the supplier can refer to these in future productions. The facts of what happened are there for all to see later on if issues persist or there are problems with materials or components that were supposed to have been changed (so perhaps your supplier didn’t take the action needed and you need to make them accountable).
In conclusion, there are several methods available for communication and project management with Chinese manufacturers. Each option has its own advantages and disadvantages, but by choosing the right method for your business, you can ensure effective communication and successful production.
Common Contacting Chinese Manufactures Issues that Cause Communication Difficulties
When contacting Chinese manufacturers, there are several issues that can cause communication difficulties. This section will discuss two common issues that buyers may face when working with Chinese suppliers.
Formal Legally-Enforceable Agreements
One of the most important issues that buyers must consider when working with Chinese manufacturers is the need for formal legally-enforceable agreements. These agreements clearly outline how the buyer and supplier will work together, expectations, and who is responsible for what. In China, there are legal penalties for breaking the agreement, which makes it an effective way to ensure that both parties adhere to the terms of the agreement.
If a buyer does not work in a structured manner and forgets to get important points confirmed in writing, problems can occur. For example, a supplier may assume that since they did sourcing for free, the Bill of Materials (BOM) belongs to them and they will not share it. If the buyer does not have access to their BOM, they have little control over their project, and it becomes the supplier’s product. To avoid this issue, it is important to sign clear product development and/or manufacturing agreements before starting any work together. These agreements should cover the BOM, ownership of tooling, what happens if there are X% of defects in a batch, etc. Waiting until there is a problem to discuss agreements is too late, as the buyer will not have much leverage over the supplier.
The Need for Working Templates
Another issue that buyers may face when working with Chinese manufacturers is the need for working templates. Buyers may need to work with parties who have the expertise they need in order to create their deliverables in clear working templates. For example, Chinese business lawyers can help create legal agreements, an engineering firm can provide 2D drawings with CTQ measurements, and a supply chain management company can ensure that the BOM is well-arranged on a clear template. Test results can be added to the template by quality and reliability engineers.
It is important to work with experts who can provide clear and concise templates that are easy to understand. This will help to avoid miscommunication and ensure that everyone is on the same page. By working with experts and using clear templates, buyers can ensure that their projects are completed on time and to the desired specifications.
In conclusion, buyers must be aware of the common issues that can cause communication difficulties when working with Chinese manufacturers. By addressing these issues and working with experts, buyers can ensure that their projects are successful and that they are able to build strong and lasting relationships with their suppliers.
What is WeChat?
WeChat is a multi-purpose application developed by Tencent Holdings Limited, first released in China on January 21, 2011, as Weixin. In 2012, it was rebranded as WeChat for the international market. With over a billion active users monthly, it has become one of the leading and most-used apps in China.
Often referred to as China’s “app for all you need,” WeChat is considered a “super app” because it combines the functionality of several apps, such as Facebook, WhatsApp, Messenger, Uber, and Apple Pay.
WeChat is available on macOS, Android, iOS, and Windows operating systems, with the Android app being released in 2018. The app offers various messaging functions, including hide-to-talk voice messaging, text messaging, broadcast messaging, photo and video sharing, location sharing, and video conferencing.
One of the app’s unique features is its ability to facilitate communication between buyers and Chinese suppliers. Through WeChat, buyers can message suppliers with questions, monitor the production progress of their orders, make voice and video calls, share videos and photographs of products, and even send money to cover the cost of samples easily.
However, WeChat is not just a business tool. It also enables users to build relationships, connections, and networks with their suppliers beyond business, a concept known as Guanxi in Chinese culture.
Overall, WeChat’s versatility and functionality have made it an essential app for many Chinese users, and its popularity shows no signs of slowing down.
Who Uses WeChat to Contact Chinese Supplier?
WeChat has an active user base of 1.15 billion persons, which shows a 6.3% yearly growth. The platform is used by people of all ages, from kids to adults, including students and seniors. The elderly generation uses WeChat to video call and check up on their grandkids, while students consult their friends. Seniors also use the platform to address their juniors on several matters.
WeChat is linked with other apps on the WeChat ecosystem, which allows users to accomplish various tasks, including paying bills, requesting taxis or cabs, ordering lunch, and delivering the same. The platform also allows users to contact Chinese suppliers and access them 24/7 for orders, requests, or any other form of inquiries. With an average of 45 billion messages shared daily on WeChat, it is a widely used platform for communicating with Chinese suppliers.
Why Use WeChat to Contact Chinese Suppliers?
WeChat is a popular communication platform in China that offers a simple and convenient way to contact Chinese suppliers. There are several reasons why using WeChat to communicate with suppliers is advantageous.
Speed of Communication
One of the most significant advantages of using WeChat is its speed of communication. Compared to traditional methods such as phone or email, WeChat allows for prompt feedback and quick resolution of any issues or concerns. This is particularly useful in the fast-paced world of business, where time is of the essence.
Cultural Acceptance
In China, the smartphone is an essential tool in business communication, and it is socially acceptable to check one’s phone during a meal or meeting. This cultural acceptance means that suppliers can be reached at any time, making it easier to relay information or resolve any issues that may arise.
Easy to Use
WeChat is a user-friendly app that offers a simple interface. Once the settings are in order, users can easily contact Chinese suppliers, send pictures or videos to convey information, and receive step-by-step guidance if needed. This ease of use makes it an attractive option for businesses seeking to streamline their communication processes.
Continuous Communication
With WeChat, communication between suppliers and clients is continuous, even during weekends and holidays. This means that any issues or concerns can be addressed promptly, ensuring that business operations run smoothly.
Casual Tone
Unlike formal communication methods such as email or telephone, WeChat allows for a more casual tone of communication. This means that suppliers and clients can communicate in a more relaxed and informal manner, which can lead to a better working relationship.
Supplier Moments
WeChat’s Supplier Moments section allows clients to learn more about their suppliers on a personal level. This can include information about their hobbies, passions, or family life. This feature helps to build a stronger relationship between suppliers and clients, which can be beneficial in the long run.
Overall, using WeChat to contact Chinese suppliers is a convenient and effective way to communicate. Its speed, ease of use, and casual tone make it an attractive option for businesses seeking to streamline their communication processes and build stronger relationships with their suppliers.
How to Utilize WeChat for Contacting Chinese Suppliers
WeChat is a versatile messaging app that provides a plethora of features for communicating with Chinese suppliers. Here are some ways to use WeChat to contact Chinese suppliers:
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One-On-One Chat: This feature allows clients to send direct messages to the supplier, share pictures, and content such as PDFs.
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Group Chats: Similar to WhatsApp, WeChat allows users to form groups and add/invite members as they please. A group can comprise the supplier, client, freight forwarders, product inspectors, etc. If a client posts a query, it is easy to get input from different members and quickly arrive at a conclusive solution. It is a platform to discuss and present opinions.
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Sharing of Files: On WeChat, clients can share content in the form of documents, pictures, or videos with the supplier.
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Making Free Calls: WeChat offers free international calls, and the call quality is guaranteed when placed on the app to all other countries. There are no location restrictions on where to make the call from.
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Making Video Calls: The supplier can initiate a video call with the client and give them a tour of their factory’s different sections. It is also a great way to show the supplier some of the customized items that the client would need to order and show them the modifications or designs of the order.
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Sending Red Packets (Hong Bao): This feature allows users to send tokens of appreciation or gifts, which can be in the form of cash. It is a good idea to use this feature for gifts, such as at a wedding, rather than having guests give physical gifts and ending up with many similar items.
By utilizing these features on WeChat, clients can effectively communicate with Chinese suppliers and streamline the process of ordering products.
Where to Download WeChat
WeChat is available for download on various app stores, including Apple App Store, Google Play Store, and Windows Store. The app is compatible with both Android and iOS devices. Once downloaded, users can easily create an account by entering their name and telephone number.
After setting up the account on their mobile device, users can also sign in to their accounts on the desktop app. It is important to note that the desktop app is only available for Windows users. Overall, downloading and setting up WeChat is a quick and easy process that can be done in just a few simple steps.
How to Connect with Chinese Suppliers Effectively using WeChat
WeChat is an essential tool for connecting with Chinese suppliers. To get started, download the app and sign up for a WeChat ID. Once you have your ID, add your supplier as a friend. This will allow you to quickly and easily communicate with them, reducing the time spent waiting for responses on online B2B platforms.
One of the most significant advantages of using WeChat is its translation functionality. The app can translate messages from English to Chinese and vice versa, making it easy to overcome language barriers.
To build relationships with your suppliers, follow their moments and slides. This will help you to establish Guanxi, which is essential in Chinese business culture. By following your suppliers’ moments, you can enhance your networks and connections, which will ultimately lead to better business relationships.
In summary, WeChat is an excellent tool for communicating with Chinese suppliers. By following these best practices, you can build strong relationships and improve your business outcomes.
How to Complete WeChat Security Verification
WeChat, as a security verification protocol, may prompt users to complete a friend verification process. To complete this process, users must contact a friend who meets the following qualifications:
- A user from China for over six months or an international user who signed up on the app over the past month
- A user who has not filled the ‘Help Friend Register’ for others
- A user who has not been blocked over the past month
- A user in China who has activated WeChat Pay
Once a user has found a friend who meets these qualifications, they will be prompted to ask them to scan a QR code displayed on their screen, which expires within 10 minutes. After this step, the user will be directed to the sign-up page.
It’s important to note that only a friend who meets the above qualifications can assist with the QR scanning method for registration.
WeChat facilitates successful business communication between people of different linguistic groups. By following up and presenting a clear conversation, deals can be easily closed. Additionally, users can hire a China sourcing agent to help contact Chinese suppliers.