Travel of any kind can bring both excitement and anxiety. But professional and leisure travel are different, and it’s important to follow business travel etiquette when representing your organization. Keep these tips in mind when preparing for your next business trip.
Do Your Research
In today’s global economy, it’s possible you’ll be asked to travel internationally for a meeting or a conference at some point in your career. Every country has its unique culture, and following proper business etiquette will enhance the impression you make. Take the time to research a particular country’ customs, such as business greetings, before boarding the plane.
Use the Local Language
While you do not need to be fluent in the language of the country you’re visiting, it is helpful to know some common phrases. Learn practical terms like hello, good morning, good night, please, thank you, and goodbye so you can speak to your colleagues in their native language.
Dress Appropriately
It’s important to know how to dress while traveling on business. Most conferences are business casual, while a client meeting may require a more buttoned-up look. Try to get a gauge on the activities you’ll be involved in — meetings, dinner, a cultural event — and pack accordingly. It’s important to note that some countries have varying expectations for men and women. If you’re going abroad, be sure to find out if the country you’re traveling to has strict rules for business attire (as well as street garb).
Mind Your Manners
You represent your organization even when you’re outside the conference room. Always be on time, whether for a meeting or a social engagement. When dining with business associates, be sure to maintain basic table manners. Keep your phone in your bag or your pocket and remain focused on the conversation. It’s best to skip the cocktail unless your host is imbibing or there already is an established relationship. If you do partake, limit your consumption.
Keep Business Cards on Hand
Be sure to pack your business cards. Invest in a card holder to keep them crisp and clean. Passing along your card is a helpful way to increase your network at a conference or easily provide your contact information to a potential client. When traveling abroad, be sure to be aware of the business card etiquette of the region you’re visiting. For example, in Asia you should exchange business cards using two hands as a sign of respect. In Dubai, you should present a card using two hands or your right hand — it is considered disrespectful to offer or receive anything using your left hand. Understand the ceremonial aspect of the business card exchange before arriving to your meeting lest you inadvertently cause an international incident.
Understanding foreign customs, such as greetings, common phrases, in addition to familiarizing yourself with the food and language, will help make the trip a more pleasant and successful experience overall.
ON TOPIC
Proper preparation is the key to most success stories. The same is true with business travel. By taking the time to do some early planning, you will set yourself up for a less stressful and more productive trip. Here are some tips to do just that.
Understand the Company Travel Policy
Once you know you will be taking a work trip, be sure to look over your company’s travel policy. You’ll quickly discover that there’s a lot involved in planning a trip, and the travel policy should answer most of your questions. For example, will you need to cover expenses with your own credit card? How do you get reimbursed? Do you have a meal budget? Are you responsible for booking your flights and hotel stays? Who approves your travel and itinerary? What happens if there’s an emergency while you’re traveling? If you have questions that aren’t answered in the policy, be sure to ask before you leave.
Gather Your Gadgets
Consider what devices you will need to efficiently work and stay connected with folks back home. You’ll want to bring a laptop and mobile phone — and don’t forget the chargers. Noise-canceling headphones, a tablet, and universal adapter are also helpful to have. It’s likely that you’ll do some work from your hotel room or from the office you’re visiting, so having the proper tools and accessories will allow you to be ready to work wherever you are.
Pack Smart
This is not the time to overpack. Review your itinerary and determine how many events — conferences, work dinners, lunches with colleagues, client meetings, and organized outings — you have scheduled. Prepare an appropriate outfit for each occasion. Tip: Mix and match in order to wear a staple piece more than once. Remember to iron before you pack — there’s nothing less professional than wrinkled clothes. Finally, make sure your travel bags meet airline guidelines. Overweight, oversized, and extra bag carry ons can incur more fees.
Taking the time to thoughtfully plan out your needs for the trip will lead to a calmer experience. Once you’re at your destination, you want to be focused on the task at hand, not scrambling to purchase or borrow something you left behind. Make the best impression by being prepared and professional during every aspect of your trip.
