Your employees may need to travel internationally to carry out business tasks or meet new or existing customers and suppliers. International business travel brings a whole new set of challenges and responsibilities for business travel managers.
What is international business travel?
International business travel is all the travel your employees do outside of their country of employment.
There are many ways in which your business may benefit from international corporate travel. Your business partners or customers may prefer to conduct business in person, and traveling abroad can generate new customers.
However familiar your employees may be with business travel, there are several factors of international corporate travel that you must consider and prepare for.
Five factors to keep in mind for overseas business travel
Compared with domestic travel, international corporate travel is a whole other ball game. We’ve put together a list of factors you have to consider when planning an overseas corporate trip for employees, from cultural differences to the voltage in hotel outlets.
1. Getting there
Book flights early. To secure the best price for international corporate travel, try to book it as early as possible. We recommend encouraging your travelers to pick their seats. Long-haul international flights can affect their health and well-being. Whether travelers prefer the window or aisle seat, preselecting it can ensure a better flight so they arrive rested and ready for work.
In terms of documentation, as a business travel booker, your role is to make sure travelers are prepared with passport, visa, and other documentation requirements during their trips.
2. Packing
For international flights, there tend to be strict baggage limits. Checking in and collecting checked baggage can add time to their trip. Lost luggage can also be a huge inconvenience for a short business trip. We recommend advising employees to pack essential items in a carry-on for unexpected situations during travel.
Also, there may be different voltage and power outlets in the country your travelers are headed to. Make sure employees are equipped with the necessary adaptors for their devices, especially work-related laptops, tablets, and phones.
Check that your travel policy covers international data bundles for the period your employees are abroad. This can help with navigation and communication, both work-related and personal, and mitigate risk during emergencies.
It may seem like a no-brainer, but have travelers check and pack for the weather.
Read more packing tips and discover how to best pack for business travel.
3. Time zones and jet lag
When traveling abroad, it can be hard for the body to adjust to the time difference. In turn, it can be challenging to get quality rest in order to be productive during corporate travel. For first-time travelers, the effects of jet lag are often underestimated.
While there are no set methods to reduce jet lag, we recommend advising employees to research ways that could be effective for them. Some business travelers use exercise to alleviate jet lag and help reset their circadian rhythm. Others ride the wave of jet lag and schedule meetings for their optimal time of day where possible.
4. Getting around
It can be a challenge to navigate a new city or country. On top of this, that country might speak another language. Advise travelers to download a city map offline before departing so they always have access, even without data or Wifi. Printing that map might be useful in case their devices run out of battery.
We also recommend advising travelers to research and download local navigation apps to help them get around. Be sure to have a well-communicated travel policy that details which types of transportation employees will be reimbursed for.
5. Cultural differences
Before departing, check for any cultural and political differences between your country and travel destination. It’s important to represent your company professionally and consider your responsibility as a global citizen. This means being respectful of the cultures and practices of people from around the world.
This might include considering your travelers’ day-to-day choices like leisure attire and how they carry themselves when they’re out and about. Advise them to be observant and flexible – if something is unclear, encourage them to ask questions and research local practices.
If your employees are traveling to a country that speaks a different language, it could be helpful to pick up a few local phrases. This could save travelers time in everyday interactions as well as help them respect the locals and navigate emergencies.
What risks are associated with business travel abroad?
It’s important for international business travelers to care for their health and well-being while on the road. Your travel policy and duty of care should be visible and clearly communicated to employees.
Your company’s travel expense policy should include coverage that may differ from domestic business travel:
- Flights – including delays and cancellations
- Accommodations – and associated costs (e.g. adaptors for chargers)
- Transportation – taxis, car rentals, public transit, etc.
- International data and calling costs – roaming
- Meals
International business travel insurance can help ease the stress and complications of traveling abroad. It can also save you substantial business costs. Read our guide to corporate travel insurance to learn what should be included in your travel insurance policy.
Three international business travel tips
- Research ahead of time – encourage your employees to do research before a trip abroad to decrease risk and ensure their own comfort during travel.
- Specify your policy – make sure your travel expense policy and travel insurance policy clearly state any differences in coverage for international versus domestic travel.
- Work with a local expert – where possible, work with an expert on the destination or foreign travel to ensure you consider all the necessary factors.
