well-planned itinerary enables you to make the best possible use of time abroad. Business travel is expensive and your time is valuable, but an overloaded schedule can be counterproductive, as you would only rush from meeting to meeting. If possible, at least one extra rest day before meetings should be planned in order to compensate for jet lag. It is also helpful to get familiar with the new environment.
Check whether you can incorporate a useful trade show or exhibition into your itinerary, as you can make additional contacts.
The schedule should be kept flexible for both unexpected problems (such as transportation delays) and unexpected opportunities. For instance, accepting an unexpected lunch invitation should not make it necessary to miss the next scheduled meeting.
It is advisable to let your work colleagues know about your business trip and itinerary; do not treat it as a secret. They might already have useful contacts to people you are going to meet, or they can give you some good hints about traveling in a certain area because they had their own business trip. Perhaps they have a good map and can give you additional important information.
When you have scheduled appointments, you should fill in your itinerary with all necessary information: company, contact names, position, address and phone details. You should also add further useful information like a short company profile, web site, and the travel directions.
It is advisable to have transportation and hotel reservations arranged by travel agents, as they work professionally and quickly. They can obtain the best travel rates, know which countries require visas, advice on hotel locations and rates, and provide other valuable services.
5.2 Proper documentation
Before traveling overseas, the following documents are needed:
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Passport: The passport is the most important document you have to carry with you when traveling outside your native country, as it is the proof of citizenship. If you have a current passport, you have to make sure that it remains valid for the entire duration of the trip. Some countries require a validity period of up to one year after travel to the country.
Visas: Many countries require visas. It is necessary to apply in time. It can be obtained from the embassy or consulate of the country you wish to visit. You should check visa requirements each time you travel to a country because regulations change periodically. Be aware that some governments may restrict your travel from one country to another. For example a passport containing an Israeli visa may prevent visits to certain other countries in the Middle East.
Customs: You should get to know the regulations that apply to each country that will be visited in advance, as they vary widely from country to country. Allowances for cigarettes, currency, alcohol, and certain other items have to be considered. If you plan to take product samples, you may be required to pay import duties. You should also know the items that are illegal to bring back into your country, and in case you travel with valuable items (such as foreign jewelry, watches, or a laptop), keep in mind that customs might question you upon return. You have to be able to show that it was bought in your home country, so you should carry purchasing documentation.
Copies: Photocopy all travel tickets and other essential documents such as passport, driver’s license, credit cards, and health insurance cards. Keep the copies in a separate place.
5.3 Further recommendations
Health care: Plan appropriately for prescription drugs, health insurance, vaccinations, diet, etc. Requirements for certain vaccinations differ by country. A travel agent, airline, or doctor can advise you on the various requirements.
Money: Consider the use of credit cards, traveler’s checks, currency exchange rates, and tipping standards. Carry a variety of money types including local currency, e.g. for taxis.
Due to differences in electrical currents an adapter may be needed to demonstrate company products and to use personal electrical appliances.
Consider seasonal weather conditions and take suitable clothing. Make a list of everything you pack, just in case your suitcase is lost.
You should leave phone / fax numbers and an itinerary at home so that you can be contacted in case of emergency.
All travel arrangements should be reconfirmed to be sure that there are no misunderstandings.
6 Preparation for the first meeting
People make a decision within about 30 seconds when meeting someone new. This first impression is made only once but is remembered for a long time. For this reason it is important to be particularly prepared for the first meeting.
Prepare as much as you can before the meeting and go in with self-confidence. In addition to generally educating yourself about the country and culture, have a very good knowledge of the business partner you are visiting. Browsing through the company website, speaking with colleagues and others who have similar experiences, are all good ways to educate yourself. Try to identify key values of the partner and note where you share values. Find out exactly who you will be meeting and what position he/she holds. You should also know about the needs of your business partners and what they are hoping to accomplish. Be prepared for possible questions and be able to discuss examples of previous similar solutions to certain problems. Having a prepared list of questions you wish to be answered will also make the meeting more effective.
Business cards are a good way to remember and be remembered. In fact, these cards are an essential part of business in many cultures, and not having one to present will make the meeting very awkward.
Tips on actual behavior in the meeting in regards to non-verbal language, dress code, cultural customs, etc. will be covered in detail in a later chapter.
7 Setting up a branch abroad
7.1 Representatives
Before you actively do business abroad, it would be wise to find a representative who is a native of the country. In some countries, it may even be required by law to have a representative. The representative will act as a cultural go-between, not only useful for translation but for helping to smooth the way through the maze of local rules and regulations, formal and non-formal. Representatives help you with introductions, market strategies, advertising and marketing activities, and other issues such as financing, permits, or import regulations.
Since the representative will often be working without supervision, he/she must be trustworthy. This may be a difficult position to fill, as qualified and trustworthy persons in any field are difficult to find. Checking local references is important but references from expats would be the most reliable. When writing the contract, make sure that both sides know where the responsibilities lie. When it comes down to finalizing contracts, it will help you to additionally hire a local accountant or a lawyer.
7.2 Establishing an office
After you have signed contracts and are ready to start working with your customers, it will be necessary to establish an office in that country. This will be work to be done with your representative or another specialized agent, if necessary, for your negotiations concerning space, offices, staffing, training, etc.
No matter where you go, it will not be easy to find good office space and business service. If you set up an office in industrialized
