Five Essential Tips for Business Travellers Preparing for International Trips

The internet and modern communications have been a huge benefit for Kiwi businesses needing to grow relationships and sales overseas. However there will always be the need for meetings in person, attending conferences or events, in-market research, and other types of face to face contact. Living on an island at the bottom of the Pacific means at times you simply have to hop on a plane.

Travelling abroad for business can be an exciting and rewarding experience, but it also comes with unique challenges. Whether you're a seasoned global road warrior or heading overseas for the first time, careful preparation is key to ensuring a smooth and successful trip that makes the most of your time and budget. From visa regulations to financial security, there are several critical factors to consider. Below are five of our top tips for business travellers, along with the risks and costs of ignoring them.

1. Plan and Organise Your Travel Documents in Advance

Ensuring all necessary travel documents are in order before departure can prevent costly delays and disruptions. A study by the International Air Transport Association (IATA) found that 30% of international travellers experience some form of delay due to documentation issues, such as expired passports or incorrect visa details. In 2023 IATA estimated that flight delays have a negative impact of $30 billion annually. 

Benefits of Planning:

• Avoids missed flights, rebooking fees, and last-minute stress.
• Ensures compliance with foreign entry requirements, preventing denied entry at borders.
• Allows more time to focus on business objectives instead of bureaucratic headaches.

Having documented checklists and procedures within your business for international work trips means that you avoid problems such as:

• Being denied boarding or entry upon arrival.
• Additional costs for emergency passport renewals or visa processing.
• Delayed business meetings, damaging professional reputation and opportunities.

2. Research Local Customs and Business Etiquette

Understanding cultural norms can make or break international business negotiations. According to a Harvard Business Review study, 70% of failed international business deals are attributed to cultural misunderstandings  rather than financial disagreements. Whilst there is a wealth of information, videos, podcasts and more online to help a business traveller upskill on local cultural practices, there is nothing better than actually connecting with people living in your target country, whether via a mentor, Government export agency of consulate, or networking group.

Being well prepared for the business practices of the country you are visiting, ranging from greetings on arrival to table-manners when socialising, will lay the foundations for mutual respect and success.

Benefits of Understanding Local Customs:

• Builds stronger relationships and trust with foreign colleagues.
• Enhances communication and demonstrates professionalism.
• Prevents unintentional offense that could derail negotiations.

Demonstrating cultural awareness and respect helps avoid negative impacts such as:

• Miscommunication leading to lost deals.
• Damage to personal and company reputation.
• Unintentional breaches of protocol that could lead to legal or social repercussions.

3. Stay Connected and Secure Your Digital Data

Cybersecurity threats are a growing concern for business travellers. The 2024 Travelers Risk Index cited cyber threats as the top concern of business travellers with a record 62% of participants saying they worry some or a great deal about cyber risks. Being hacked or compromised can be devastating and yet it often occurs due to very simple accidents of using unsecured Wi-Fi or leaving a device in a plane, restaurant, hotel or taxi.

Developing a digital and data security plan for any staff travelling overseas can involve a mix of procedures and protocols along with software and hardware solutions.

Benefits of Cyber Security:

• Protects sensitive company data from cyber theft.
• Ensures seamless communication with colleagues and clients.
• Prevents costly data breaches and reputational damage.

Investing in appropriate software, staff training and procedures help prevent avoidable risks including:

• Exposure to cyberattacks, leading to financial loss or leaked corporate secrets.
• Loss of access to important data if devices are compromised.
• Difficulty maintaining communication with headquarters due to unreliable internet access.

4. Manage Health, Safety, and Insurance Needs

Unexpected health issues or accidents can be costly and disruptive, affecting employees and harming business opportunities. The World Health Organization (WHO) has reported that 40% of travellers experience a health-related issue abroad, ranging from minor illnesses to serious emergencies. Business travellers are often on a tighter timeframe or more rigorous itinerary and have less time to manage and recover from a health or safety issue. Comprehensive business travel insurance is essential.

Benefits of Comprehensive Health And Safety Travel Insurance:

• Access to proper medical care in case of illness or injury.
• Protection from financial losses due to medical emergencies.
• Peace of mind knowing you’re covered in unexpected situations.

As a business traveller looking for adequate insurance, a few of the questions you need to ask include:

• Is your policy flexible enough that you can cancel your trip if needed?
• Does your policy have a 24hr emergency support phone number accessible from anywhere?
• Does your policy cover you for lost or stolen money?

If you are using your credit card travel insurance be sure to ask what the policy activation requirements are up-front, so that you are not caught out.

5. Plan for Currency Exchange and Financial Security

Financial mishaps can turn a business trip into a logistical nightmare. According to the Global Business Travel Association (GBTA), 25% of business travellers encounter financial difficulties abroad, such as credit card fraud or unexpected currency exchange issues. This is a huge amount of disruption which in some cases can be mitigated with effective planning and processes so minimise negative effects.

Benefits of Financial Security:

• Ensures smooth transactions and access to funds.
• Prevents excessive fees from poor exchange rates and ATM charges.
• Reduces the risk of financial fraud or card theft.

Not having the knowledge of what could go wrong, and a plan in place to deal with it quickly and effectively, can open your business and staff up to financial risks and unwanted stress including:

• Credit or debit card blocks due to suspected fraud.
• Unfavourable exchange rates leading to unnecessary expenses.
• Difficulty making payments, leading to logistical challenges.

Successful business travel depends on preparation and attention to detail. By following these five key tips you can enhance productivity and avoid common pitfalls. Above all else, effective preparation can reduce the stress that goes with any unplanned issue, and that is magnified when you or your team are in a foreign country.

Business travel is an investment, and careful planning ensures you get the best possible return. As the saying goes, "Failing to prepare is preparing to fail." By taking proactive measures, you can focus on what truly matters—achieving your business goals and building meaningful international connections. We are trusted by many business travellers with their individual business travel insurance requirements, so get in touch if you'd like to discuss more.

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