Tips for Foreign Business Travel

Preparing for international travel is unlike planning a business trip within one's own country. While you're usually fussing over details such as your flight itinerary, what to pack and scheduling meetings for a typical business trip, international travel may also require research for immersion into a culture with proper etiquette and protocols associated with the host country. With the recent political disorder in countries like Libya and natural disasters in Japan, travel overseas also requires certain safeguards to protect yourself during a time of crisis, says Jason Kaufman, senior manager, service innovation, MacNair Travel Management/American Express, in Alexandria, Virginia.

There are some basic guidelines such as preparing proper documents two or three months before your departure, especially if visas and updated passports are needed (for instance an old photo may not cut it). Some countries may not require visas for tourists but may require them for business travelers. Of course, depending on the country you are visiting, you will want to consult a physician about necessary vaccinations.

For US Travelers, a great resource is the US Department of State, says Kaufman, especially if something goes wrong in a foreign country and you need a quick evacuation. The State Department provides country specific information and issues travel warnings for long-term conditions that make a country dangerous or unstable as well as travel alerts that apply to temporary problems.

"In general, you want to make sure that you have the ability to get in touch with someone who can assist you 24 hours a day, seven days a week, 365 days a year," says Kaufman. This may be your travel management company. "In a crisis situation you want to have as much information as possible to make an informed decision."

When the earthquake occurred in Japan, travelers couldn't get back into their rooms to access pertinent documents, says Donna Thomas, owner of New Zealand Travel, in Langhorne, Pennsylvania. "The big lesson learned: When you go to dinner or a meeting, take your passport, don't leave it back in your hotel room. Carry contact information for your embassy with you at all times. Keep a fully charged cell phone on you," she explains. 

Besides personal safety, you also will want to prepare for your foreign business encounters. After all, you want to get maximum value for the time that is spent abroad. This means you have to be open to different values, behaviors and ways of doing business. Lack of familiarity with the business practices and social customs of another country can weaken your position or prevent you from accomplishing your goals. 

Without a doubt there is nothing like a face-to-face meeting with a client or customer. But even the most minor mistakes can cost you time, money and opportunity. Here are seven tips to help you make the necessary adjustments for a business trip abroad.

1. Prepare a well-planned itinerary. 

A well thought out itinerary should reflect what your company hopes to accomplish. Think about your goals and relative priorities. For instance, you will want to have two or three appointments confirmed well in advance and spaced comfortably throughout the day. This will be more productive and enjoyable than a crowded agenda that forces you to rush from one meeting to the next. Your schedule should be flexible enough to allow for unexpected problems such as transportation delays and/or opportunities such as an unplanned luncheon invitation. 

Kaufman suggests leaving a copy of your itinerary with trusted colleagues, family members or close friends so that they know where you are supposed to be at all times. Also provide a family member or spouse with copies of your passport, medical insurance card, and other pertinent information. In addition, leave an emergency contact list with your travel planner. 

2. Seek information on the culture. 

Invest some time in learning about the history, culture and customs of the countries to be visited, says Thomas. Attend cross-cultural seminars or training. Read books about that country. Brush up on the differences in negotiating styles, attitudes towards punctuality, gift-giving customs, and the proper use of names and titles (understand the importance of rank and know who the decision makers are when conducting business). 

Take the Japanese, for instance, who consider it rude to be late for a business meeting but acceptable for a social occasion. In Latin countries, being late for a business meeting is more tolerable. In the Middle East it is commonplace to engage in small talk before conducting business. The French and the British have different views about discussing business during meals, Thomas says. "Do you talk about business during dinner or do you wait until after you have eaten your meal? The slightest things can really offend people," she says. 

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3. Learn protocol and etiquette practices. 

Study the general protocol and etiquette of the country or countries you're visiting. Understanding in advance how to greet your counterparts and manage appointments will be most helpful. Check normal work days and business hours. In the Middle East, for example, the workweek is Saturday to Thursday. It is not uncommon in many countries for lunch to last two to four hours. Also take into account foreign holidays. Business manners, religious customs, dietary practices, humor and acceptable dress vary widely from country to country. 

Misunderstandings over gestures and body language can cause you more than embarrassment but can lead to business complications, says Thomas. For instance, the okay sign (thumb and index fingers forming a circle with the other fingers pointing upward) is commonly used in the US. But it means zero in France and Thomas says it is a vulgar gesture in Brazil and the Philippines (like giving the middle finger is here in the States). She recommends finding a local person from the host country whom you can openly talk to and learn about customs. Or a good travel planner will know the ins and outs of the country. 

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