As business becomes increasingly global, the rise of Zoom, Microsoft Teams, and WhatsApp has brought clients closer than ever. However, there's still a demand to get out and meet contacts. For those facing that prospect, here are some great tips to help you survive your first business trip.
Have A Plan
Drawing up a plan means getting organised early. It will enable you to stay ahead of any issues, determine where and when work can be done, and, if time allows, get out and see local sights. Surprisingly, having a plan will help you get a good night's sleep, too, without the added stress of trying to cope on the go.
One of the biggest mistakes is planning a schedule too tightly. Airports can be unpredictable. Security queues, immigration, traffic, delayed trains and unfamiliar transport systems can eat into your timetable. Allow plenty of breathing space. Arriving early gives you time to find the venue, freshen up, check your presentation and have a coffee before the meeting begins.
Check Your Passport and Entry Requirements
Before booking anything, check your passport is valid for your destination. Some countries require a passport to be valid for several months beyond your planned departure date. Also investigate whether you need a visa, an electronic travel authorisation, or a business invitation. Entry requirements can also depend on your nationality and the purpose and duration of your visit. Don't leave these until the last minute as visa applications and travel authorisation can take longer than expected. Make digital copies of your travel documents and store them safely.
Be Realistic About Your Budget
The temptation on your first trip is to spend in all the wrong places! Fine dining, Ubers, top-quality accommodation, and the list goes on. There is no bottomless pit of money, and it probably isn't yours to splurge on. The watchword is balance: can public transport work cheaper than hiring a rental car, for instance?
Familiarise Yourself With The Location
If you’re travelling to a new country, reach out to business contacts to give you an inside edge on transportation, accommodation and assimilating quickly as a local. Read up on the location before you go can minimise any hassles you encounter, particularly in big cities and out-of-the-way conurbations where industrial partners might be. Research the airport, your hotel, the office or conference venue, and the best way to travel between them. Check out the weather, cultural customs and learn a few basic words in the local language to make a positive impression.
Flights And Accommodation: Select Carefully
Planning flights will be key to easing the stress of making the business trip a success. Business travellers will be overwhelmed by choice, but a few hours spent checking routes, times, airline codes and alliances can save time, money and sleep.
Choosing your accommodation is equally important. Several factors will weigh on your decision-making: where you need to be, staying on budget, whether you can get in and out quickly for flights, and whether your chosen location is the best one. Get that right, and the business trip should be an enjoyable one.
Stay Smart
Download travel, news and location-related apps to your smart device. You can then keep abreast of any flight delays and issues that could force business meetings to be rescheduled. Stay in touch with family or business colleagues to ensure they know you are safe and secure. Also pack sensibly and light so you can be off at a moment's notice and mobile in busy cities.
Prepare Your Technology
Before leaving, make sure your smart devices are fully charged and that you have the appropriate chargers and adapters for your destination. Download important presentations, documents and contact information so you can access them without an internet connection.
If you are travelling internationally, check how your mobile phone works abroad. Roaming charges can be expensive, so investigate your provider's international packages.
Understand the Money
Find out how payments work at your destination before you arrive. Cards are widely accepted, but always carry a small amount of local currency for taxis, small purchases or unexpected situations. Check whether your cards charge foreign transaction or withdrawal fees, and keep business expenses organized, save receipts and note what each expense relates to.
Learn the Business Etiquette
Before meeting overseas clients or colleagues, research local business etiquette. How people greet each other, exchange business cards, conduct negotiations and make decisions can differ considerably. Pay attention to how your hosts behave and follow their lead where appropriate. Being respectful and observant will generally take you a long way.
Have a Backup Plan
Always, expect something to go wrong. Delayed flights, cancelled business meetings, or lost luggage. Having alternatives means keeping important details somewhere other than on your phone and ensure someone at home or at your company knows your itinerary.
While your first business trip abroad can be exciting, it can also feel daunting. You are suddenly responsible for getting to another country, navigating unfamiliar surroundings and representing your company. Adopting the above tips will enable you to meet challenges with calm. And you may even enjoy the experience. But being prepared before you go is the secret.
Andy Probert is a British-born, Cyprus-based journalist who covers aviation, hotels, travel, and various topics for publications worldwide.
