4.2 Prior scheduling
Appointments need to be scheduled before traveling to the country. It is not advisable to try to get an appointment after you have already arrived in the country. Even if the right people are available, which is unlikely, they prefer appointments. Once you have sent your introduction letter, you can ask for an appointment in another letter. Try to follow up this letter and get in touch with a secretary to remind her of the letter and to ask for an appointment.
4.3 Meeting the right person
When asking for an appointment, you have to know whom you would like to meet. Too often, a visit is wasted because the counterpart does not have enough responsibility to make decisions. In general, compare the contact company with your own one. Get to know the hierarchy of the company and choose the highest manager possible. However, beware that there is a problem with going too high. The problem of going too high is that the highest managers have the power to make an early rejection, which cannot be changed later.
Many countries are very status-conscious even for first appointments, which means that all participants of a meeting should have the same status. It would be an offense to send someone beneath the counterpart’s position, as that would mean that the meeting is not very important.
In some countries, especially in Asia, an intermediary may be necessary for a successful contact. One possibility is to hire a contact from your industry to introduce you. The contact adds credibility and security to the first meeting and the right contact may even be all that you need for a positive outcome.
5 Travel preparation
A successful business trip requires months of planning. Start planning your trip at least one month in advance. It is never too early to reserve flights and hotels. The reservations can always be changed. Otherwise you might be in a situation where you have arranged all your meetings abroad and then cannot get a flight. As you plan your business trip, you have to consider the following:
5.1 Planning the itinerary
Travel plans should reflect goals and priorities. What does your company want you to achieve with that trip or project?
Pay attention to local holidays and work hours. For example, in some countries, Fridays are non-working days, and everything may close down during “siesta” time. Not having this information could mean time wasted by planning poorly.
Try to plan meetings with several business partners to make the trip more cost efficient. Arrange two or three meetings a day and try to vary them, for example one breakfast meeting, one meeting in the office etc.
Before you start planning various meetings, look at a good map of the area and check how much time will be needed to get from one point to the other in order to plan your meetings efficiently. The meetings should be arranged in a way that does not keep you “zigzagging” around the country. You should also find out if good public transport facilities are available and check transportation schedules. If possible, you can arrange transport in advance.
A 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.