Six Tips to Make an International Business Trip Successful

March 4, 2014 Customers, How To, International Business, Marketing, The Manager's Resource Handbook

Preparing to Work In a Different Culture

In today’s business environment, working with international partners, customers, or suppliers is inevitable. Sometimes an international project will be brief and short-lived; in other instances your working relationship can last several years as you accrue thousands of frequent flier miles. Perhaps you will even end up on an expat assignment for a couple of years. Regardless of which situation applies to you, when traveling abroad for business it is important to understand that adjusting your style and approach to working within the other culture can be the difference between a successful deal, and going home empty handed. And fortunately, all it takes is a little preparation. Here are six simple tips to prepare you for a cross-cultural assignment, before jumping on that flight.

1. You’re on Their Turf

Like the Wizard of Oz, at all times remember you’re not in Kansas anymore. When you are working overseas, you’re on someone else’s turf and need to be respectful of that. Several years ago my team traveled to Sweden for a meeting with a customer. No matter how many times we corrected one particular colleague, he repeatedly referred to the price of meals and souvenirs in ‘dollars’ in front our Swedish hosts. Our hosts were kind enough to not comment on the slip ups, but certainly noticed. When traveling to a different country on business, be sure to learn a few basic things about the place where you’re going so you don’t make unnecessary (and embarrassing) mistakes. The dollar may be an international currency, but you still need Krona to buy something in Stockholm.

Basic Things To Know Before You Go:
Language Spoken
Country Capital
Type of Currency
Typical Working Hours and Working Days
Views on Alcohol Consumption
Current Events (to Avoid Sensitive Topics)

2. Recognize Your Pace

Be mindful of the fact that different countries work at different paces. In the U.S., for example, the most cordial of meetings start by asking how the weather is in the other party’s location, which is immediately followed by diving into the business at hand. However, meetings in Belgium will start with handshakes around the room and coffee before any business is spoken. When in China, you may go to four meetings before you even get to the topic you came to discuss.

Tips to Help Manage Meeting Pace When Working Abroad:
Given that a business trip is often limited in duration, here are a few tips to help you manage the pace of discussion and ensure your trip is not wasted:
Provide a List of Visitors and Titles in Advance
Send an Agenda or List of Topics Ahead of Time
Ask the Other Party to Add any Topics of Interest
Prepare Content Before You Go To Ensure Time is Not Wasted
Review Agenda When Meeting Begins
Delay ‘Unrelated’ Topics For End, or For A Separate Visit

Regardless of the pace and style of your home country, it’s important to be prepared for working in the environment and at the pace of the other party. If you’re unsure, it’s always best to follow the pace of the host party, especially if you have no prior experience working there. In some countries, by coming across too aggressively may actually be offensive and disrespectful to the other party.

3. Know and Avoid Social Taboos

When traveling to another country on business, learn what’s important to the locals. A topic that may be acceptable to you may be completely offensive to someone else. Sources of sensitivity are likely very different than what you’re accustomed to.

Bringing up a news story you heard about Pakistan while you’re at a meeting in India will surely sour the relationship. When in China, asking a customer what they think about the one child policy over a friendly lunch will make your hosts uncomfortable. And sharing your impression of the Nazi concentration camp you visited over the weekend to your German supplier may impact what you’re trying to accomplish.

“Part of making a good impression overseas is not making the other party feel inferior.”

Every country has its social taboos and cultural sensitivities. Before you go, spend time learning the hot buttons for your destination country and avoid pressing them. If you do not have time to prepare, here is a general rule: don’t talk about anything you see in the news.

4.Grazie? Or Merci? Which Is It?

It’s a long trip. Spend time on your flight to your destination to learn a few words. “Hello” and “Thank You,” are two great suggestions. Use them often once you arrive. While many cross-cultural meetings are often held in English, learning a few words in the native tongue will show your counterparts that you respect them and their culture. Particularly if you are working through a translator, a last “Thank you” or “Goodbye” in the native language will mean a lot to your hosts. Similarly, be sure to speak slowly, and allow the other party sufficient time to understand what you’re saying. Expect to repeat yourself.

After a long day of meetings in Romania recently, I uttered a simple “mulțumesc” (thank you) on my way out and saw my host’s eyes light up. The follow-on meetings later that week were tremendously improved and open. A single effort can go a really long way. It can also help break some of the initial discomfort upon first sitting down at the conference room table.

Bonus Tip:
When at a meal or in some other casual setting, ask you local hosts to teach you a few simple words. This informal and often friendly exchange is a great way to make for more direct and open communication when the conversation returns to business. Here are some simple examples:
“What was that word you kept saying in the meeting ….Mei-Yo?”
“How would I ask for a bottle of water?”
“What do the words on that sign say?”
“How do you say ‘excuse me’?”
“How do you say ‘I’m full’ in your language?”

5. Have Some Humility

Less is always more. A Chinese colleague invited my team over for dinner. While his wife was in the kitchen and we sat on the couch sipping tea, we couldn’t help but notice the large flat screen TV in front of us. As a means of making conversation while we waited, one member of our group asked how many channels they received on their television. The Chinese colleague proudly said “quite a lot, maybe 40.” I cringed hoping he would not return the question back to us. Thankfully, he didn’t.

Remember that some of the possessions and privileges you enjoy at home may not be equal to what your hosts in many parts of the world experience. This applies not only to possessions and general living standards, but also to wages, pay, and even civil rights. Also recall that successful business often comes down to relationships and respect. Boasting about your 90 inch flat screen and 1,000 satellite channels may not make the other party feel especially good if they don’t have anything close to that. Part of making a good impression overseas is not making the other party feel inferior.

6. Learn Gestures and Styles

Every country has unique gestures and behaviors that signify something. For example, for your business meeting in Beijing, laughter from your Chinese counterpart can signify discomfort or embarrassment. You may think your Chinese client is not taking matters seriously, but this is not the case.

If you’re in the U.K., your supplier may not raise their voice, but may be quite direct with words. Don’t be fooled by the pleasant accent; they mean business.

When in Japan, it is customary for the lowest ranking individual of the Japanese delegation to ask all questions so more senior members can save face. No matter how silly the question is, show respect; you may in fact be answering the question of the CEO two seats over.

Final Takeaway for A Successful International Business Trip

Doing business abroad is common in today’s world economy. Further, the opportunity to participate in such a setting is very enjoyable and rewarding when things go well. But, it’s important to sufficiently prepare for working in another culture in order to set yourself up for a productive trip. Even if you will only be there for a few days, a little bit of effort can go a very long way.