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8 Things you should know about international business travel

26 Sept 2024 · 6 MIN READ

International business travel can offer many benefits for both large and small companies.
Organisations can expand and strengthen their network abroad, win new international clients, forge partnerships, or sow the seeds for future referrals. Additionally, businesses with overseas customers can reap the benefits of connecting in person instead of via video call.
Foreign business travel outside the UK can also give employees a better understanding of global business perspectives. Business travellers might also gain insights into worldwide trends related to their industry, seize chances for professional growth, and learn new approaches or be inspired by different cultures.
But, organising business travel overseas can be challenging. From last-minute flight delays to rapidly changing travel restrictions, there are many pitfalls to navigate. 
To ensure an international business trip is as successful as possible, there are multiple things that travellers and travel managers can do to prepare.
Planning a business trip or managing the travel program for your organisation?
Here are our top tips to help take the stress out of your foreign business travel!

1. Study up on travel requirements and restrictions

Travel rules and regulations can catch you off guard no matter how much travel experience you have. 
Check what documentation is needed to enter any countries, including stopovers, ahead of time. It's important to do this even if it's a country you've organised travel to before, as requirements can change. You will also need to find out how many months you have left on your passport and if you need visas.
Some countries in the European Union are introducing the need for certain visa-exempt travellers to apply for an ETIAS to enter. These requirements are expected to come into force in 2024/5, so travellers to Europe must keep abreast of the incoming changes.
Finally, there is one more set of rules you need to research! Check that your corporate travel policy is up-to-date so employees know how to approve business trip arrangements and submit their travel expenses.

2. It pays to book in advance

It pays to research and book travel as early as you can. Firming up your plans ASAP can give business travellers access to early-bird pricing, saving money on accommodation, airfares, public transportation, and car rentals. You'll also have more options available, so you can choose the best providers for your itinerary.
A travel management solution, such as Perk , can help organise your entire trip and offer negotiated rates through our travel industry connections. Our user-friendly booking tool also allows travel managers to preset parameters for powerful automated approval workflows, allowing team leaders to focus on more critical tasks.
As well as saving time and keeping travel spending on track, Perk's mobile app offers you 24/7 customer support so issues like flight cancellations can be resolved quickly.
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3. Take out travel insurance for business travel overseas

Travel insurance for global business travel can cover you against various issues on the road. Covering theft and unexpected healthcare emergencies, insurance can also compensate for cancelled flights and accommodation.
Not only can this help save your company from additional travel expenses, but taking out insurance can also eliminate some of the anxiety associated with travelling abroad and streamline organising alternative arrangements. 
Policy inclusions do differ, so take your time to find one that meets your travel needs.

4. Staying safe can be stress-free

If the travel risk to a country you or your employees are visiting increases, you might have to change or cancel your business trip. Another benefit of using a TMC like Perk is receiving real-time safety updates for your travel arrangements. Alert levels can be raised due to potential threats to travellers’ safety, such as health concerns, acts of terrorism, or natural disasters.
Rather than constantly checking websites, handy notifications can be sent directly to your travellers and management teams.
As well as ensuring you meet your duty of care to your employees and giving everyone peace of mind, this feature can also provide notifications on any changing entry requirements for your travel plans.

5. Pack appropriately

If you've ever visited Berlin or Oslo in summer, you'll know it can feel daunting to pack for varying weather conditions! Although the climate is unlikely to become more predictable anytime soon, there are other things you can be certain of in advance. Find out the voltage and type of plug outlet in destination countries and ensure you have enough adapters for all your gadgets!
Confirming whether company credit cards will work overseas and if your bank offers reasonable exchange rates is also critical. Another option is to take a prepaid travel card, as some offer low/no fees and competitive rates.
Remember that although you're probably used to paying by card in London or other parts of the UK, some countries are still cash-based. So, see if you need to get notes and coins from a currency converter before the trip.

6. Research cultural considerations and etiquette

Learning the cultural norms of your host country is key to ensuring you're aware of any sensitivities. This is even more important in corporate settings, so check what protocols to follow for respectful greetings, business meetings, and dining out.
For anyone travelling to a country that speaks a different language, learning a few basic phrases can also be very useful.

7. Prioritise health and well-being

We have all been struck by the effects of jet lag after a long-haul flight. It can be hard to jump into meetings when you're feeling tired, but there are some things you can do to feel more energised.
Adjusting your sleep schedule to match your destination's time zone, staying hydrated, and taking in natural light can help. There are optimal times of day to do this, depending on the journey, and apps can calculate this for you .

8. Plan for productivity

Business travellers can hit the ground running by organising a mobile plan with international minutes and data ahead of time or buying a local sim card at the airport.
In case of patchy reception, download maps offline to navigate without relying on Wi-Fi. If you're travelling without a car rental, be ready to go by installing ride-sharing and local public transport apps before departure.
No one wants to hit an important meeting straight from an international flight. If the schedule allows, give yourself or your employees time to freshen up after arrival. They are more likely to impress once they are rested.
There are a lot of moving parts in organising international travel. Luckily, there are specialised tools that can help you simplify the whole process, from creating a travel policy to managing bookings.

Streamline foreign business travel with Perk

Managing international travel bookings to ensure travel policy compliance is easy with Perk. You create your own rules and automate approvals on your own terms. 
No need to phone a travel agent to look for international hotels and flights that align with your policy! It’s all on autopilot. 
However, if you need guidance, it will take you a few seconds to get in touch with us. Our customer support team has a target response time of 15 seconds!
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