Are you Interested in Generating Some Extra Cash?


BUSINESS TRAVEL ABROAD

Business travel abroad can locate and cultivate new customers and improve relationships and communication with current foreign representatives and associates. As in domestic business, there is nothing like a face-to-face meeting with a client or customer.

The following suggestions can help U.S. companies prepare for a trip. By keeping in mind that even little things (such as forgetting to check foreign holiday schedules or neglecting to arrange for translator services) can cost time, opportunity, and money, a firm can get maximum value from its time spent abroad.

PLANNING THE ITINERARY

A well-planned itinerary enables a traveler to make the best possible use of time abroad. Although travel time is expensive, care must be taken not to overload the schedule. Two or three definite appointments, confirmed well in advance and spaced comfortably throughout one day, are more productive and enjoyable than a crowded agenda that forces the business person to rush from one meeting to the next before business is really concluded. If possible, an extra rest day to deal with jet lag should be planned before scheduled business appointments. The following travel tips should be kept in mind:

  1. The travel plans should reflect what the company hopes to accomplish. The traveler should give some thought to the trip's goals and their relative priorities.
  2. The traveler should accomplish as much as possible before the trip begins by obtaining names of possible contacts, arranging appointments, checking transportation schedules, and so on. The most important meetings should be confirmed before the traveler leaves the United States.
  3. As a general rule, the business person should keep the schedule flexible enough to allow for both unexpected problems (such as transportation delays) and unexpected opportunities. For instance, accepting an unscheduled luncheon invitation from a prospective client should not make it necessary to miss the next scheduled meeting.
  4. The traveler should check the normal work days and business hours in the countries to be visited. In many Middle Eastern regions, for instance, the work week typically runs from Saturday to Thursday. In many countries, lunch hours of two to four hours are customary.
  5. Along the same lines, take foreign holidays into account. The U.S. Department of Commerce's Business America magazine annually publishes a list of holidays observed in countries around the world. Information from this useful schedule, entitled "World Commercial Holidays," can be obtained by contacting the local Commerce district office. The potential U.S. traveler should also contact the district office to learn what travel advisories the U.S. Department of State has issued for countries to be visited. Each district office maintains a file of current travel advisory cables, which alert travelers to potentially dangerous in-country situations. The Department of State also has a telephone number for recorded travel advisories: 202-647-5225.
  6. The U.S. business person should be aware that travel from one country to another may be restricted. For example, a passport containing an Israeli visa may disallow the traveler from entering certain countries in the Middle East.

OTHER PREPARATIONS

Travel agents can frequently arrange for transportation and hotel reservations quickly and efficiently. They can also help plan the itinerary, obtain the best travel rates, explain which countries require visas, advise on hotel rates and locations, and provide other valuable services. Since travel agents' fees are paid by the hotels, airlines, and other carriers, this assistance and expertise may cost nothing.

The U.S. traveler should obtain the necessary travel documents two to three months before departure, especially if visas are needed. A travel agent can help make the arrangements. A valid U.S. passport is required for all travel outside the United States and Canada. If traveling on an old passport, the U.S. citizen should make sure that it remains valid for the entire duration of the trip.

Passports may be obtained through certain local post offices and U.S. district courts. Application may be made in person or, in some cases, by mail. A separate passport is needed for each family member who will be traveling. The applicant must provide (1) proof of citizenship, (2) proof of identity, (3) two identical passport photos, (4) a completed application form, and (5) the appropriate fees. The cost is $35 per passport ($20 for travelers under 18) plus a $7 execution fee for first-time passports or travelers applying in person. The usual processing time for a passport (including time in the mail) is three weeks, but travelers should apply as early as possible, particularly if time is needed to obtain visas, international drivers licenses, or other documents. Additional information is available from the nearest local passport office or by calling the Office of Passport Services in Washington, D.C. (202-647-0518).

Visas, which are required by many countries, cannot be obtained through the Office of Passport Services. They are provided for a small fee by the foreign country's embassy or consulate in the United States. To obtain a visa, the traveler must have a current U.S. passport. In addition, many countries require a recent photo. The traveler should allow several weeks to obtain visas, especially if traveling to Eastern Europe or developing nations (embassies and consulates in the United States are listed in appendix IV). Some countries that do not require visas for tourist travel do require them for business travel. Visa requirements may change from time to time.

Requirements for vaccinations differ from country to country. A travel agent or airline can advise the traveler on various requirements. In some cases, vaccinations against typhus, typhoid, and other diseases are advisable even though they are not required.

BUSINESS PREPARATIONS FOR INTERNATIONAL TRAVEL

Before leaving the United States, the traveler should prepare to deal with language differences by learning whether individuals to be met are comfortable speaking English. If not, plans should be made for an interpreter. Business language is generally more technical than the conversational speech with which many travelers are familiar; mistakes can be costly.

In some countries, exchanging business cards at any first meeting is considered a basic part of good business manners. As a matter of courtesy, it is best to carry business cards printed both in English and in the language of the country being visited. Some international airlines arrange this service.

The following travel checklist covers a number of considerations that apply equally to business travelers and vacationers. A travel agent or various travel publications can help take these considerations into account:

  1. Seasonal weather conditions in the countries being visited.
  2. Health care (e.g., what to eat abroad, special medical problems, and prescription drugs).
  3. Electrical current (a transformer or plug adapter may be needed to use electrical appliances).
  4. Money (e.g., exchanging currency and using credit cards and travelers' checks).
  5. Transportation and communication abroad.
  6. Cultural differences.
  7. Tipping (who is tipped and how much is appropriate).
  8. U.S. Customs regulations on what can be brought home.

ASSISTANCE FROM U.S. EMBASSIES AND CONSULATES

Economic and commercial officers in U.S. embassies and consulates abroad can provide assistance to U.S. exporters, both through in-depth briefings and by arranging introductions to appropriate firms, individuals, or foreign government officials. Because of the value and low cost of these services, it is recommended that the exporter visit the U.S. embassy soon after arriving in a foreign country.

When planning a trip, business travelers can discuss their needs and the services available at particular embassies with the staff of the local Commerce district office. It is also advisable to write directly to the U.S. embassy or consulate in the countries to be visited at least two weeks before leaving the United States and to address any communication to the commercial section. The U.S. business traveler should identify his or her business affiliation and complete address and indicate the objective of the trip and the type of assistance required from the post. Also, a description of the firm and the extent of its international experience would be helpful to the post. Addresses of U.S. embassies and consulates are provided in Key Officers of Foreign Service Posts, a publication available from the Superintendent of Documents, U.S. Government Printing Office, Washington, DC 20402-9371; telephone 202-783-3238. The cost for this publication is $5 for one year, and it is issued three times per year.

A program of special value to U.S. business travelers is the Department of Commerce's Gold Key Service, which is custom tailored to U.S. firms visiting overseas markets. This service combines several forms of Commerce assistance, including agent and distributor location, one-on-one business counseling, prescheduled appointments with key contacts, and U.S. embassy assistance with interpreters and translators, clerical support, office services, and so on. The service is not available in all markets and may be known under a different name in some countries (e.g., RepFind in Mexico). Further information and assistance are available from any Commerce district office.

CARNETS

Foreign customs regulations vary widely from place to place, and the traveler is wise to learn in advance the regulations that apply to each country to be visited. If allowances for cigarettes, liquor, currency, and certain other items are not taken into account, they can be imdollared at national borders. Business travelers who plan to carry product samples with them should be alert to import duties they may be required to pay. In some countries, duties and extensive customs procedures on sample products may be avoided by obtaining an ATA (Admission Temporoire) Carnet.

The ATA Carnet is a standardized international customs document used to obtain duty-free temporary admission of certain goods into the countries that are signatories to the ATA Convention. Under the ATA Convention, commercial and professional travelers may take commercial samples; tools of the trade; advertising material; and cinematographic, audiovisual, medical, scientific, or other professional equipment into member countries temporarily without paying customs duties and taxes or posting a bond at the border of each country to be visited.

The following countries currently participate in the ATA Carnet system: Australia, Austria, Belgium, Bulgaria, Canada (certain professional equipment is not accepted), Cyprus, Czechoslovakia, Denmark, Finland, France, Gibraltar, Greece, Hong Kong, Hungary, Iceland, India (commercial samples only), Iran, Ireland, Israel, Italy, Ivory Coast, Japan, Luxembourg, Mauritius, Netherlands, New Zealand, Norway, Poland, Portugal, Romania, Senegal, Singapore, Sri Lanka (certain professional equipment not accepted), South Africa, South Korea, Spain, Sweden, Switzerland, Turkey, United Kingdom, United States, Germany, and Yugoslavia.

Since other countries are continuously added to the ATA Carnet system, the traveler should contact the U.S. Council for International Business if the country to be visited is not included in this list. Applications for carnets should be made to the same organization. A fee is charged, depending on the value of the goods to be covered. A bond, letter of credit, or bank guaranty of 40 percent of the value of the goods is also required to cover duties and taxes that would be due if goods imported into a foreign country by carnet were not reexported and the duties were not paid by the carnet holder. The carnets generally are valid for 12 months. Contact U.S. Council for International Business, 1212 Avenue of the Americas, New York, NY 10036; telephone 212-354-4480. Council offices are also located in Boston; Timonium, Md.; Miami; Schaumburg, Ill.; Houston; Los Angeles; and San Francisco. Further information on the ATA Carnet system can be found in Carnet: Move Goods Duty-free Through Customs, an informative free brochure published by the council.

CULTURAL FACTORS

Business executives who hope to profit from their travel should learn about the history, culture, and customs of the countries to be visited. Flexibility and cultural adaptation should be the guiding principles for traveling abroad on business. Business manners and methods, religious customs, dietary practices, humor, and acceptable dress vary widely from country to country. For example, consider the following:

  1. Never touch the head of a Thai or pass an object over it; the head is considered sacred in Thailand.
  2. Avoid using triangular shapes in Hong Kong, Korea, and Taiwan; the triangle is considered a negative shape.
  3. The number 7 is considered bad luck in Kenya and good luck in Czechoslovakia, and it has magical connotations in Benin. The number 10 is bad luck in Korea, and 4 means death in Japan.
  4. Red is a positive color in Denmark, but it represents witchcraft and death in many African countries.
  5. A nod means no in Bulgaria, and shaking the head from side to side means yes.
  6. The "okay" sign commonly used in the United States (thumb and index finger forming a circle and the other fingers raised) means zero in France, is a symbol for money in Japan, and carries a vulgar connotation in Brazil.
  7. The use of a palm-up hand and moving index finger signals "come here" in the United States and in some other countries, but it is considered vulgar in others.
  8. In Ethiopia, repeatedly opening and closing the palm-down hand means "come here."

Understanding and heeding cultural variables such as these is critical to success in international business travel and in international business itself. Lack of familiarity with the business practices, social customs, and etiquette of a country can weaken a company's position in the market, prevent it from accomplishing its objectives, and ultimately lead to failure.

Some of the cultural distinctions that U.S. firms most often face include differences in business styles, attitudes toward development of business relationships, attitudes toward punctuality, negotiating styles, gift-giving customs, greetings, significance of gestures, meanings of colors and numbers, and customs regarding titles.

American firms must pay close attention to different styles of doing business and the degree of importance placed on developing business relationships. In some countries, business people have a very direct style, while in others they are much more subtle in style and value the personal relationship more than most Americans do in business. For example, in the Middle East, engaging in small talk before engaging in business is standard practice.

Attitudes toward punctuality vary greatly from one culture to another and, if misunderstood, can cause confusion and misunderstanding. Romanians, Japanese, and Germans are very punctual, whereas people in many of the Latin countries have a more relaxed attitude toward time. The Japanese consider it rude to be late for a business meeting, but acceptable, even fashionable, to be late for a social occasion. In Guatemala, on the other hand, one might arrive anytime from 10 minutes early to 45 minutes late for a luncheon appointment.

When cultural lines are being crossed, something as simple as a greeting can be misunderstood. Traditional greetings may be a handshake, a hug, a nose rub, a kiss, placing the hands in praying position, or various other gestures. Lack of awareness concerning the country's accepted form of greeting can lead to awkward encounters.

People around the world use body movements and gestures to convey specific messages. Sometimes the same gestures have very different meanings, however. Misunderstanding over gestures is a common occurrence in cross-cultural communication, and misinterpretation along these lines can lead to business complications and social embarrassment.

Proper use of names and titles is often a source of confusion in international business relations. In many countries (including the United Kingdom, France, and Denmark) it is appropriate to use titles until use of first names is suggested. First names are seldom used when doing business in Germany. Visiting business people should use the surname preceded by the title. Titles such as "Herr Direktor" are sometimes used to indicate prestige, status, and rank. Thais, on the other hand, address one other by first names and reserve last names for very formal occasions and written communications. In Belgium it is important to address French-speaking business contacts as "Monsieur" or "Madame," while Dutch-speaking contacts should be addressed as "Mr." or "Mrs." To confuse the two is a great insult.

Customs concerning gift giving are extremely important to understand. In some cultures gifts are expected and failure to present them is considered an insult, whereas in other countries offering a gift is considered offensive. Business executives also need to know when to present gifts _ on the initial visit or afterwards; where to present gifts _ in public or private; what type of gift to present; what color it should be; and how many to present.

Gift giving is an important part of doing business in Japan, where gifts are usually exchanged at the first meeting. In sharp contrast, gifts are rarely exchanged in Germany and are usually not appropriate. Gift giving is not a normal custom in Belgium or the United Kingdom either, although in both countries, flowers are a suitable gift when invited to someone's home.

Customs concerning the exchange of business cards vary, too. Although this point seems of minor importance, observing a country's customs for card giving is a key part of business protocol. In Japan, for example, the Western practice of accepting a business card and pocketing it immediately is considered rude. The proper approach is to carefully look at the card after accepting it, observe the title and organization, acknowledge with a nod that the information has been digested, and perhaps make a relevant comment or ask a polite question.

Negotiating _ a complex process even between parties from the same nation _ is even more complicated in international transactions because of the added chance of misunderstandings stemming from cultural differences. It is essential to understand the importance of rank in the other country; to know who the decision makers are; to be familiar with the business style of the foreign company; and to understand the nature of agreements in the country, the significance of gestures, and negotiating etiquette.

It is important to acquire, through reading or training, a basic knowledge of the business culture, management attitudes, business methods, and consumer habits of the country being visited. This does not mean that the traveler must go native when conducting business abroad. It does mean that the traveler should be sensitive to the customs and business procedures of the country being visited.