Business trips can represent strategic opportunities for a company’s growth. When you choose to travel abroad for professional reasons, you can conduct market research and find new clients.
If you are already working with several English-speaking clients, an international business trip will help you better understand their expectations, build long-term relationships and tailor your offers accordingly.
Whatever the purpose of your international business trip, the Break Into English team is sharing 15 tips to help you plan it effectively.
Why do professionals plan business trips abroad?
The purpose of an international business trip depends on the growth plans of your company and on the potential of the international market. Most professionals organize business trips in order to:
- attend a trade show or other international events
- conduct market research and assess a country’s potential for their projects
- find new clients
- better understand the needs and expectations of their international customers, in order to adapt their offers accordingly
- meet potential suppliers and service providers
- start international partnerships
Whatever the objective of your business trip, you will likely need to communicate with potential clients or partners in English. That’s why it’s important to have a solid grasp of business English or to take an online course. If you need to develop your English vocabulary within your specific field, the certified teachers at Break Into English offer in-company online English classes. These can be one-on-one or group lessons, tailored to your team members who frequently travel to English-speaking countries for work. Depending on your needs and the stage of your projects, Break Into English can also provide advanced coaching in business English.
The 15 questions to ask yourself when planning business trips
To help you prepare for your business trip abroad, the Break Into English team has prepared a checklist of 15 questions. Go through them one by one and take them into account to make sure you don’t forget anything important.
Question #1 – Business trip abroad or video conference: which should you choose?
When you work with several suppliers, partners or international clients, it is important to stay in regular contact and to discuss your projects. If you need to send contracts, invoices or other technical documents, email communication and a video conference may be the most efficient option.
However, when it comes to discussing a specific topic and answering questions, it’s better to have an in-person meeting. This allows you to make the interaction more personal and create an environment that fosters collaboration.
If you want to speak directly at any time, you can suggest a phone call or a video conference. You can choose a platform such as Google Meet, Teams, Skype or Zoom. This will help you see your partners as if they were in the same office and even share your screen.
Depending on your budget, you may also consider planning a business trip to visit your clients in their countries. This is the best option if you aim to build strong, long-term relationships. However, this approach isn’t suitable for every company, especially those looking to reduce expenses.
Question #2 – How to calculate the budget of a business trip?
The budget for a business trip abroad depends on several factors, including:
- the destination country and the distance to be covered
- the means of transport that you are using
- your needs in terms of car rental
- the accommodation
- the various services you will use in your destination city
- the duration of the stay
- the number of professionals involved in the business trip
If you wish to reduce the budget for your business trip abroad, you can opt for the most cost-effective services. It is also possible to reduce the length of the stay or to travel individually.
Question #3 – What is the ideal duration for an international business trip?
The duration of a business trip abroad depends on several factors:
- the purpose of the trip: visiting potential partners, meeting clients, attending a trade show, speaking at an event, etc.
- the contacts that you need to meet: if there are many, plan for several days
- the cities you are targeting: if your contacts are not all in the same city
- travel time: if your destination is far, you may need to allocate a full day – or more – for the journey
- adjusting to the time difference: when your destination is in a different time zone, it may be necessary to plan a few hours of rest upon arrival
Depending on your destination, a stay of 3 to 5 days is often suitable. It allows you to organize meetings, build connections and ensure effective follow-up. A shorter trip may compromise the quality of interactions, while a longer stay can become less productive and lead to additional costs.
Question #4 – How many cities are you planning to visit?
When planning a business trip, it is essential to determine how many cities you intend to visit. This decision depends on several factors, especially the people you need to meet in person. Your contacts may work in organizations located in different cities, so it’s important to consider their cities when preparing your international business trip.
If your budget is limited, prioritize cities where you have several contacts to meet. This will help you reduce travel costs between cities and shorten the duration of your stay. In some cases, you might decide to visit only one city, allowing you to focus on your key partners and optimize the organization of your trip.
Question #5 – When is the best time to book a hotel?
The best time to book accommodation and travel depends on various factors, including your destination, seasonal demand and how flexible your dates are.
In general, it’s advisable to book your flight between 1 and 3 months in advance for short trips, and up to 6 months ahead for long-haul destinations. This gives you a better chance of getting the best fares, provided your trip can be planned in advance.
As for accommodation, many hotels offer last-minute discounts outside of peak periods. However, if you’re traveling for a major event or during the high season, it’s recommended to organize your trip in advance in order to have a wider range of options and benefit from more competitive rates. Booking midweek can also help you find better deals, as prices often fluctuate based on demand.
Question #6 – Have you thought about transport in your destination city ?
Whether it’s about getting to the hotel you’ve booked, attending your business meetings or getting around the city between meetings, you may need to choose between public transportation and car rental. Taking these decisions in advance will save you valuable time. If you are looking forward to traveling with colleagues and partners, you may rather consider renting a car.
Using apps can also help you avoid many inconveniences, especially in case of unexpected events. Careful planning will ensure smooth and stress-free travel, allowing you to focus on your business objectives.
Question #7 – How to manage jet lag during a business trip abroad?
When your destination country is far away, you will need to take the time difference into account. To manage this effectively during a business trip, you may need to anticipate and to adopt some good practices.
Before your departure, try to gradually adjust your sleep schedule to the time of your destination. When arriving in the new country, expose yourself to natural light in the morning to help your body adjust more quickly. Stay hydrated regularly and limit your caffeine intake, especially in the late afternoon.
Depending on your daily schedule, take short naps, no longer than 20 minutes. These habits will help you reduce fatigue without disturbing your nighttime sleep.
Plan your meetings and important activities considering your adjustment period so you can be fully operational from the first days.
Question #8 – Do you have all the documents that you need?
Before you depart for your business trip, make sure that you have all the necessary documents to avoid any administrative issues. Check the validity of your passport and, if needed, obtain a visa appropriate for your destination.
Don’t forget the essential documents for your business trip, including:
- Flight tickets
- Hotel booking confirmations
- Invitation letters, if applicable
- Technical documents and contracts if you plan to sign them during your visits
It is also recommended to keep digital copies of these documents on a secure cloud, so you can easily access them in case of loss or theft. A thorough preparation will allow you to travel with peace of mind and fully focus on your business meetings.
To avoid issues with payments abroad, make sure your credit card works in your destination country. If you have any doubts, plan for alternative payment methods.
Question #9 – Do you have a list of good addresses?
When preparing for a business trip abroad, most professionals tend to focus on accommodation and transportation. However, depending on your trip, there are other factors you should consider.
If you need to meet with clients and prospects, most of them will be able to host you at their offices. However, this is not always the case. To ensure your visits run smoothly, you may need to book an office or even a meeting room. This is why you should confirm the address for each meeting during your business trip. Doing so will allow you to assess your room rental needs and adjust your budget if necessary. You might even want to create a list of available rooms in the targeted area, compare services and rates, and make your bookings in advance.
When you have meetings scheduled for late morning, you may want to have lunch with your client or partner. To avoid budget overruns, review your business trip agenda and search for restaurants nearby. This will give you several good addresses to choose from each day, allowing you to book at the right time and to avoid any unexpected issues.
Question #10 – Have you considered your business trip packing list?
When packing your luggage, plan your outfits and all the items you’ll need in advance. You may also think about checking the weather and choosing the most appropriate clothes.
When preparing your business trip packing list, don’t forget your computer, your phone, your headphones and your chargers. You may also want to bring an external charger and a plug adapter depending on your destination.
Packing your suitcase in advance will help you determine what type of luggage you need. Whenever possible, opt for a cabin bag. It’s the best solution for traveling light and avoiding the loss of your luggage during layovers.
Question #11 – Have you prepared a professional kit?
Depending on your schedule and the people you will meet during your business trip, prepare the necessary documentation to present your company and your project. For example, you might want to bring business cards, flyers, brochures and catalogs. Make sure that you have all the key documents for your meetings, in both paper and digital formats.
Question #12 – Have you prepared a schedule for each day of your international trip?
Planning a schedule for each day of your business trip is essential to save time and achieve the goals that you have set.
By planning your appointments, travel times and rest periods, you can avoid unforeseen events and become more efficient. Make sure to include flexible time slots, which will allow you to manage delays or to extend strategic discussions.
A well-structured agenda will not only help you stay productive but also allow you to fully take advantage of networking opportunities. By leaving gaps between appointments, you will feel more at ease and also have time to explore your destination city.
Question #13 – Have you planned a follow-up for your business trip?
Once your journey abroad is completed, it is recommended to ensure a thorough follow-up in order to maximize the results of your trip.
Have you taken the time to assess the impact of your meetings and the agreements that you have made? A detailed report, a meeting with your teams and a follow-up of the next steps will help you optimize the opportunities.
Remember to maintain the professional relationships you’ve established by sending thank-you emails. A good follow-up turns a business trip into a true growth lever for your company.
Question #14 – Who organizes your business trip abroad?
The organization of your business trip abroad can be handled by different parties, depending on the size of your company and your needs. If you work for a large company, the travel department or an administrative assistant may take care of booking flights, accommodation and logistics.
Medium-sized businesses often rely on travel agencies that ensure seamless management. This is the ideal choice to optimize the budget of your international business trip.
If you work in a small company, you can organize the business travel yourself. It is also possible to use an online platform that offers tailor-made solutions for professionals. Effective planning will help you avoid unexpected issues and optimize your stay.
Question #15 – Do you need a translator or do you prefer taking an English course?
When traveling for business, the language barrier can quickly become an obstacle to negotiations and communication with your partners. If you need to discuss complex technical or legal topics, hiring a professional translator can be an effective solution to avoid any misinterpretation.
However, if your interactions are more general and recurring, investing in an online English course can prove to be a more cost-effective and beneficial choice in the long run. Online training with a native-speaking teacher will allow you to quickly acquire new skills tailored to your field. This way, you can get more autonomy during your business trips.
Still unsure about which online English course to choose? Book a trial class to see if this option is right for you:
