Mar 28, 2011

7 Tips for Foreign Business Travel

4. Learn the native tongue.

Business associates will appreciate any sincere attempt. Study the language or hire a translator, especially if the persons you are meeting with do not speak English or are uncomfortable speaking it. You can learn a foreign language on the go using Praxis Mobile Language Learning Networks, which provides podcasts for Chinese, Spanish, French and Italian. You can listen to and interact with language lessons with an MP3 player, iPod, mobile phone, computer for internet access, television, and CD. Colleges or universities in your area may offer traditional classroom instruction or immersion programs. Other options are audio language lessons and software programs such as those available from Rosetta Stone. Seek out someone who knows the language that can help you learn it by holding conversations.

There may even be subtle differences in the same language, cautions Thomas. "Certain words in English that we use freely could have different meanings outside the US." She cites a situation between American and British businessmen. "During the meeting the Americans said, 'lets table' this, hoping to end the discussion, but the Brits kept on talking. The Americans took this as utter disregard and stormed out, not knowing that in England the expression 'let's table it' means to put it on the table for discussion."

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5. Check travel advisories.

Governments issue advisories about safety concerns that may affect travel to a particular country or region. Travel advisories are released for various reasons, including terrorism, natural disasters, political unrest, wars, health emergencies, and outbreaks of violent crimes against tourists. Check to see if the advisory applies to the entire country or certain areas. "Know your geography," says Thomas. An incident in Okinawa may not impact someone traveling to Hiroshima. "Make your decision to travel with informed knowledge," she adds.

Have a backup plan in case something does go wrong. Find out whether your home country has an embassy or consulate in the place you are visiting. Make sure it is fully staffed and functioning. If the worst happens, you don't want to be stranded in a foreign country without an embassy to help with emergency evacuation or get in contact with your family and friends back home. Be aware of what the embassy can or cannot do. For example, if you are injured the State Department can help you get back home but the cost of medical care comes out of your pocket.

6. Protect yourself.

Kaufman recommends getting travel insurance. "With Road Warrior you can get a yearlong policy as opposed to a trip-by-trip basis. Insurance companies are there to help you out in a crisis such as medical evacuations," he says. Following the earthquake and Tsunami, one-way airfare out of Japan cost $5,000. So, "travel insurance will help mitigate any financial loss you might incur."

Keep in mind that different destinations pose different risks; incorporate that into your strategy for choosing business travel insurance. Do your research. Travel insurance may not cover you in all countries and in all circumstances. Most policies do not cover acts of war, riots or civil disorder. Find out what exclusions apply.

Check with your health plan carrier to see if you need to get another policy to cover medical costs for an injury or sudden illness abroad, says Thomas. What if you need to be airlifted by helicopter and taken to the hospital, are you still covered? Look into the large travel insurance companies such as Travel Guard.

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7. Plan to stay connected.

A plug or adapter may be needed to charge notebooks, cell phones, and PDAs while overseas. Also, contact your cell phone provider before you leave to find out about international options for business trips, says Kaufman. You may be able to get a temporary plan while you are visiting another country. To make an international call from your cell phone, your carrier network must be compatible with that country. Your phone also must be technically capable of making international calls.

Other options are to use Skype on your laptop or a Skype iPhone app to make international calls. You also can rent a cell phone in airport malls around the world from companies such as TripTel or online from sites such as Cellularabroad.com.

If you are traveling to a foreign destination for more than a week or two, consider buying a local phone, suggests Kaufman. You can use that phone for making calls within the host country and it may prove to be less expensive. "Some business travelers also use local SIM cards because it makes communications by mobile phones a lot easier."

Just make sure that you have texting capability. Kaufman says text communication is a lot more reliable than voice communication because it requires less bandwidth. So, during the earthquake in Japan, phone calls weren't going through but people were able to send text messages to their loved ones.