International Business Travel and Security Tips
What does it mean to pre-board? Do you get on before you get on?
—the late George Carlin, comedian
Twenty years from now you will be more disappointed by the things you didn’t do than by the ones you did do. So throw off the bowlines, sail away from the safe harbor. Catch the trade winds in your sails. Explore. Dream. Discover.
—Mark Twain, American author and humorist
As a fearless exporter, you must be prepared to boldly go where you have never gone before! At the beginning of your export venture, and to help save money, you might use e-mail, Skype, or Google+ for conversations with your international customers. But at some point, a face-to-face meeting with them is absolutely essential to cement a quality business relationship. The practical aspects of international business travel can make or break your trip. Use this chapter as a checklist of the details you’ll want to attend to in order to have a safe, comfortable, and productive journey.
Sweating the Details Comes with the Global Territory
Before we get to the checklist, I want to share the following experience with you. This story proves the importance of having an open mind (it gets back to that global mindset I talked about in Chapter 1), remaining flexible, and being adaptable as you navigate through an uncharted export marketplace.
The first time I had to travel from my hotel in Tokyo to a customer’s office a few miles away, I got a little more of an adventure than I bargained for. Clutching the phone in my four-by-four–foot hotel room, I listened as my customer gave me directions for getting from my hotel to his office via Japan’s intricate subway system. I didn’t have the heart to tell him I couldn’t follow his rapid-fire Japanese English to save my life. Besides, my customer seemed to have such a flattering confidence
in my ability to conduct myself like an old pro that I was unwilling to give him cause to change his opinion, and so I didn’t ask him to repeat himself. In this situation, a normal person would have just jumped in a cab, given the driver the address, and felt assured of getting there cool, collected, and on time. But when I travel, I always keep two central objectives firmly in mind: (a) growing as a person and (b) saving money, and not necessarily in that order. So I decided to take a chance on the subway. I figured the worst thing that could happen was that I might go a bit astray and have to flag down a cab after all. So I closed the conversation by saying brightly, “I understand, no problem! I’ll see you at 3 p.m.!”
Then, I flew straight down to the concierge’s desk, showed her my customer’s address, and asked her to tell me in English how to get there via the subway system. She carefully mapped out the directions and patiently reviewed them with me, and once I thought I understood what she was explaining, I asked her to write it all down again in Japanese. That way, if I got lost and had to ask someone for help, I could just show him the piece of paper.
Well, it worked. I arrived at my customer’s subway stop just in time—only to find that I was by no means done sweating the details. It was a hot and humid day. I got up to the street level, already rather worn and rumpled from the trip, and instantly felt beads of sweat begin to crawl down my neck. Before long, I could feel thick strands of my hair sticking to my damp face. Just exactly the sort of first impression every businessperson wants to make! I looked around for my customer, and lo and behold, there he was standing next to his sporty little motor scooter that had enough room, just barely, for another person. He greeted me with a firm handshake and a broad smile, gestured to his bike and asked, “Do you mind?”
“Of course not!” I said, smiling just as broadly, and hopped on, skirt, pumps, and all. What else was there to do?
Welcome to the world of international business travel. If there’s one thing you can expect, it’s the unexpected. The more prepared you are for the predictable demands, stresses, and pitfalls of travel beyond your borders, the more grounded and confident you’ll feel when the unexpected happens.
The trip I just described took place in the 1990s when traveling felt far safer. Since September 11, 2001, however, our world of domestic and international travel has changed. Terrorism and other criminal activities are a fact of life in our interconnected world. To combat threats, one must become knowledgeable of what’s going on in the world, have a heightened awareness of her surroundings, and develop a personal-security competence sufficient to dissuade potential assailants. Crime can affect anyone, almost anywhere. The prevention starts with creating protective strategies to ensure that your international travel is safe, comfortable, and productive.
Scouting Out the Territory Before You Leave
An excellent way to start planning your overseas trip is to surf the Internet, preferably well in advance of your departure date. The Internet is an incredibly useful tool for finding out everything from the weather to the local currency exchange rate in the country you are about to visit. Two particularly handy sites you’ll want to check out are:
Note When you are unsure of the real safety level of traveling to a foreign country, it helps enormously to contact officials who are on the ground in a country. Reach out to the US Commercial Service for information. A case in point: Recently, when a colleague of mine was debating whether to travel to Egypt, I e-mailed the commercial consular at the Foreign Commercial Service in Egypt for her and inquired about the safety conditions in the country. She responded within five hours with a helpful report. My colleague and I then compared the consular’s report with the information on the Travel.State.Gov and the British Foreign & Commonwealth Office sites. Based on our careful examination of all the different alerts and updates, my colleague was able to make an intelligent decision as to whether she could travel safely to Egypt.
For help you can’t get online, cover the following checklist with the appropriate agencies:
Tip Get e-mails and telephone numbers of key officers at embassies, consulates, and foreign service posts located in the country you plan to visit in case you have any type of emergency, including a medical one. Should you suddenly get sick where you can’t leave your bed, nothing is more comforting then knowing help is just a phone call or e-mail away.
I wish someone would have intervened and set me straight when I planned my first business trip overseas. Because I was going so far from home, my natural impulse was to bring everything I could possibly imagine needing, so naturally I ended up with much, much more stuff than I could possibly use. This excess baggage burdened me both physically and mentally throughout the trip. I remember literally dragging my overstuffed garment bag, hard overnight case, and cumbersome attaché case (yes, we had attaché cases back then), dreading the thought of the next hotel move—the third within a week—when I would have to pack up and haul everything all over again. I came close to ditching possessionsthat proved useless, except I knew I’d need them when I got home. I vowed not to make the same mistake again.
Tip Many airports not only conduct the full body scan before you head to your airline gate but also can request to open your carry-on luggage to discuss suspicious items. Pack light. Pack neatly.
The next section contains some essentials for a one-week business trip, including wardrobe, accessories, and documents. Needed items will naturally vary according to the type of trip you are making and the activities to which you’ve committed yourself. If it seems highly unlikely that you’ll be partaking in any given activity, for example, athletic recreation or formal evening outings, don’t bother to pack garments appropriatefor that activity “just in case.” And don’t make the opposite mistake of omitting essential items, such as business attire, on the presumption that you’ll be able to buy whatever you need when you arrive. You are on a business trip, not a shopping spree—and you might find that you don’t have time. Equip yourself so you arrive ready to conduct business.
Note For creative and high-tech people, some of these packing considerations may not apply. Crisp and neat business casual, for example, is popular in the United States but not necessarily in other parts of the world. Wherever you plan to travel, do your research in advance, dress the part, and pack accordingly. The point is to be who you are and dress with style and authority.
One-Week Packing Checklist
Here are my suggestions on what you should pack for a weeklong business trip:
Making Your Hotel Work for You
Good accommodations are worth shopping around for. You want your stay to be comfortable as well as efficient from a business standpoint. Here are some things to consider when choosing a hotel:
Every time I’m due to board a plane going overseas, I grab just about every magazine at the newsstand so I’ll be occupied for as much of the trip as possible. When you’re traveling internationally, it can be a lo-o-o-o-ng flight, and boredom can be the least of your worries. By setting up a few preliminary requirements, you can guarantee yourself a certain level of comfort and minimize your travel fatigue:
Note The search for fares was based on a direct online booking through United Airlines with a thirty-day advance plan, a one-week stay, and a nonstop flight.
The primary difference between first-class and business-class seating are the types of seats and the service. First class offers more space; privacy; typically a larger, longer seat; and additional crew per passenger. Economy class, on the other hand, offers standard seating that reclines slightly, a fold-down table, an in-flight movie; a complimentary audio headset; snacks; complimentary nonalcoholic beverages; and in-flight, duty-free shopping. Business class provides special privileges like a nifty ticket holder; bag tags; priority baggage check-in and boarding; entrance to the airline’s club; special extra-large seats (some being lie-flat seats) in a separate cabin; electronic headsets; meal service consisting of several courses of gourmet food; brand-name complimentary beverages; and a case of practical amenities containing mouthwash, lip balm, moisturizing lotion, socks, and facial tissues.
First-class service offers all the same privileges as business class and then some, including: highest boarding priority, a complete seven-course meal that can be better than the fare at most four-star restaurants accompanied by the finest in brand name beverages, personalized service during the flight, sleeper seats that can be adjusted horizontally, and concierge service at the airport for personal business assistance. First class is the way to go when you have an ample budget. So, if you can afford it, book it. Once you do, you will find it’s the most luxurious and pleasurable way to travel long distances. Second best is business class—not as expensive as first class but nearly as comfortable. All airlines have restrictions on economy and discount fares, so be sure to inquire.
Tip To really tune out what’s going on during your plane journey, use earplugs and eye masks for sleeping. Just remember that when you put them on, you’ll miss any important announcements or suspicious behavior.
Most international travelers know that they should have enough of their own currency on hand to get from their home to their final destination and back again plus enough extra to pay for a meal should there be a serious flight delay. In addition, check with your travel agent and bank as to where you can get the best rates of exchange on the currency you’ll be using upon arrival. Convert enough money to last you a few days. Keep these usual expenses in mind when figuring out the amount of cash you will need to make it to your hotel:
There are many ways to pay for goods and services while traveling overseas: in cash; using the local currency; or by credit cards, traveler’s checks, and debit cards. Before you leave home, call your credit card financial institution to ask if your credit cards are widely accepted in your country of destination and to let them know you will be traveling abroad so they won’t think a charge is suspicious behavior and freeze your card. That’s a surprise you don’t need. At the same time, ask for the locations of international ATMs. Unless the machines are a part of your card’s network, you can’t use them!
And don’t forget to activate the global featureson your cell phone before you depart on your international trip! Roaming without an additional charge is not a default feature and can lead to extra costs. Also, if you are on a tight budget, never make phone calls to your home or office from your hotel room. Having the hotel operator connect you while you stretch out on your bed is the height of comfort and convenience, but it’s an expense the thrifty exporter will want to avoid. Instead, sign up with an international discount telephone service and use public telephones. It’s less efficient, but it can save you a bundle—the call that costs US$10 from a pay phone can run you as much as US$50 from your room! Keep that in mind.
Tip Many international hotels offer complimentary Wi-Fi service. Inquire. In lieu of a phone call, you can e-mail people at your home office from your laptop to let them know you arrived safe and sound or report on other important matters. Skype or Apple’s FaceTime can be alternative ways to contact people using your laptop.
Security Tips
International travel should be an enjoyable and enriching experience, but don’t leave your street smarts at home! As a tourist, you are a prime target for crime. Criminals and con artists of all kinds know that you are likely to be carrying significant quantities of money and valuables and that you are likely to be naive, bewildered, and distracted. Don’t be a victim. Here are some major precautions you should take when traveling, sightseeing, or conducting business overseas:
Tip Some savvy international business travelers carry a fake wallet along with their real wallet. The fake wallet serves as the detour for robbers. Load it with $30 or $40 (consisting of singles, a five, and a twenty), photos of strangers or someone else’s baby, and expired credit cards. If an assailant targets you, don’t resist. Turn over the fake wallet. This will avoid a situation going from bad to worse.
Tip Two fantastic pamphlets, Managing Travel Risks (http://www.chubb.com/businesses/csi/chubb2205.pdf) and Managing Terrorism Risks (http://www.chubb.com/businesses/csi/chubb2206.pdf), produced by the Chubb Group of Insurance Companies should be read by everyone who plans to travel to minimize a wide array of risks.
Accidents and illness can happen anywhere and may be more likely to happen while traveling internationally. Whether you sprain an ankle, experience the sudden onset of a toothache, or suffer a bad case of Montezuma’s revenge (better known as traveler’s diarrhea), you want to know you can get adequate medical care fast.
In traveling, what constitutes a serious health risk? The most important determinant of a health risk is your destination. “All travelers should familiarize themselves with conditions at their destination that could affect their health (high altitude or pollution, types of medical facilities, required immunizations, availability of required pharmaceuticals, etc.),” advises the US Department of State.3 High-risk destinations include developing countries in Latin America, Africa, the Middle East, and Asia. Additional risk factors include known risks such as a recent outbreak of influenza (check the World Health Organization’s Web site for any recent outbreaks of infectious diseases abroad: http://www.who.int/en/) or something as simple as thinking it was perfectly safe to drink hotel tap water in a developing country, for example.
What should you do if you are struck with an unexpected illness and need help? Contact your hotel concierge, the local American Embassy (http://www.usembassy.gov/), or provided you are already a member, a company such as International SOS (https://www.internationalsos.com/en/) or the Ackerman Group through the Chubb Corporation (http://www.ackermangroup.com/index.php). Before you go, however, you might want to consider getting a health insurance policy (check the US Department of State’s Medical Insurance providers at http://travel.state.gov/travel/cis_pa_tw/cis/cis_1470.html) designed specifically to cover international travel.
International SOS is an international healthcare, medical assistance, and security services company, which provides solutions that help people wherever they live or travel, 24/7. Once a member, you can contact ISOS’s nearest assistance center regarding any emergency you encounter while traveling (http://internationalsos.com/en/emergencies.htm) by selecting the country you are in and simply clicking “Go.” ISOS also offers a variety of membership plans—comprehensive, medical, security, project, or simply a membership that covers your next trip. Fees vary, so be sure to inquire. Members get pretravel information and advice, a fast response, emergency help, evacuation capabilities, and more. Optional medical and travel insurance is also available. According to ISOS, “Whether you are concerned about finding a qualified doctor, obtaining accurate security advice, or getting travel assistance for lost documents or airline tickets, ISOS can help in these and other worrisome situations.”4
The Ackerman Group is best known for a broad range of security and investigative-related issues—with the emphasis always being on prevention. It works in conjunction with the insurance giant Chubb Group of Insurance Companies to produce its kidnap/ransom policy geared more toward publicly traded companies. Chubb says, “Extortion, crime, and political instability are facts of life that corporate leaders must deal with when transacting business in an increasingly global, and unfortunately, hostile environment.”5
While traveling, above all, trust your instincts, be alert at all times, keep moving toward your destination, and don’t let yourself be deterred from going about your business.
What Women Want While Traveling for Business
Today, women make up nearly half of all business travelers—and that number will surely increase thanks to the number of women in the workforce and starting businesses. Up until now, I made a point not to distinguish between businessmen and businesswomen in regard to international travel because they are similar. But there are subtle differences.
I have a message for the travel industry, and hotels in particular. Women, more than men, want safe, super-clean rooms with high-end toiletries and hair dryers and complete access to what they may need along their journey: a curling iron, a swimsuit, razors, a yoga mat, inexpensive nickel-free earrings (pierced or clips), socks, hose, Vaseline, hairspray, and Q-tips, for example. All of these items need to be available to women either on loan or for purchase. In addition, women like lighter fare when it comes to food, particularly when arriving late at night. Hotels that provide a holistic, good-for-you approach to food will win more women for their facility. And women want tech amenities that work, and when they don’t work they want 24/7 support. These are the perks that women want when they travel for business.
What women in particular need to watch out for while traveling internationally is walking around alone after dark in foreign countries where they are unfamiliar with the area, particularly in developing countries. Don’t take a chance. If an area is questionable, hire a driver assigned by your hotel concierge to take you to where you want to go. If it’s late and you are hungry, order room service or order food recommended by the hotel to be delivered to your room.
Tip Stay away from rooms that are on the ground floor. You don’t want to make it easy for someone to break in. Rather, choose a hotel room that is several floors up but not so high up that should you need to jump (in the case of a fire, for example), you won’t survive.
Summary
Perhaps the most important things you can take with you on your international travels are patience and a sense of humor. Operations that are relatively simple at home, like catching a bus across town, can seem overwhelming, complicated, and uncertain when you’re off your native turf. You feel like you will never get to your destination; you’re never sure if you’re on the right bus; and you don’t know if the bus is going in the right direction. When you ask people for help, they either don’t speak your language or tell you things exactly backward. But if you keep your head up and persist, you’ll get everywhere you need to go and accomplish what you came for. And afterward, you’ll probably feel that the journey was far more valuable than most other things you’ve done in life thus far.
At some point, international business travel is essential to cement a quality business relationship—and the practical aspects of international business travel can make or break the success of your trip. To ensure you have a safe trip, do your homework before you leave home and keep a heightened awareness throughout your trip.
Between one-quarter and one-third of the world’s businesses are owned by women—they are a new breed of globetrotters and a key driver of competitiveness. That’s what I am going to discuss in the next chapter.
1 “About TSA,” accessed November 6, 2013, http://www.tsa.gov/about-tsa
2 “TSA Pre√ FAQs,” Transportation Security Administration, last modified October 25, 2013, http://www.tsa.gov/tsa-precheck/tsa-precheck-faqs.
3 “Health Issues,” Travel.State.Gov, accessed November 6, 2013, http://travel.state.gov/travel/tips/health/health_4971.html.
4 “Get a Quote: Worldwide Reach, Human Touch,” International SOS, accessed November 6, 2013, http://buymembership.internationalsos.com/.
5 “Executive Protection Portfolio Kidnap/Ransom & Extortion Insurance,” Chubb Group of Insurance Companies, accessed November 6, 2013, http://www.chubb.com/businesses/csi/chubb3359.html.
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