AL.com Commentary
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Frequent business travelers have established routines. They know how and what to pack, how much cash versus credit cards to have on hand, hotel preferences and so on. But even the seasoned traveler can make a few missteps when it comes to certain behaviors on the road. Travel etiquette is an important competence to have and should not to be taken for granted when considering the overall success of a trip.
Remember that wherever you are during a business trip is considered a business setting and therefore requires professional conduct at all times. You are still representing your company, not just yourself. While traveling with the boss or colleagues offers bonding time, be careful not to get too comfortable or familiar. You may encounter a cold shoulder back in the office or find yourself left out on the next trip or worse. Take these tips with you for a better trip.
Before you leave. Start by preparing others for your absence. Update your outgoing voicemail and activate your out-of-office email response to let others know you are unavailable and when they can expect to hear from you. It is also helpful to provide options such as other forms of communication (if you want to be reached) and other points of contact within your office. If you are working on a shared project, be sure others know how and where to find your files (digital and physical), a trail on the latest communications and any other pertinent information.
While en route. It is very tempting to handle other business while traveling. Pulling out your laptop to send a few emails is fine, however, be considerate of your traveling neighbors when making phone calls. Keep your voice low and calls to a minimum. Don't turn your seat in waiting areas (or the plane) into your office, taking up more space. Be selective about the calls you make and business information you access on your computer screen, which is visible to others nearby. Remember that confidentiality is still a factor. Respect lines, be courteous to those providing any form of travel assistance and save the alcohol for later. Colleagues traveling with you will certainly notice these things.
Follow social cues. Take cues from your host in all areas – dress, conversation, greetings and other behaviors. Always wait to be directed to a seat. Follow meeting protocols. And no matter your habits in the office, avoid the temptation to pull out your phone to answer calls or check emails in the presence of your host, even if not in a meeting at the time. If you absolutely must take a call, excuse yourself and be brief. Take handwritten notes in meetings; someone may find your laptop clicking annoying and distracting. Of course, ask permission first before recording any meeting proceedings (in support of your notes).
Table manners are a critical business skill not to be minimized. You will more than likely join business associates for a meal, and your manners could make all the difference in how you are perceived. They can make or break a deal. Pace yourself with your host and follow his or her lead when it comes to ordering food and when to talk business. Don't overindulge in alcohol (at any point on your trip). Though it seems like a nice gesture, don't offer to pay for the meal; just say thank you to your host.
Do your homework before traveling overseas. As in any other instance, the first impression weighs heavily on how a relationship will develop. It is important to get the meet and greet right. Don't take Western culture for granted. It is wise to learn a few basics (at least) in social cues and business protocol specific to the country you are traveling to. This becomes important with seating arrangements, for example. Know the norms of punctuality as they sometimes vary. In some countries, 10 minutes early is late and in others to be on time is too early and is equally offensive. Kiss, Bow or Shake Hands by Terri Morrison is a great book to add to your library.
There is much to be said about travel etiquette, however, the most critical things to remember in general is to be organized, punctual, patient and courteous to all. Avoid being high maintenance (i.e. luggage, meals, hotels, special requests) in any form. Be sure to maintain a professional demeanor, which includes following business and social customs in host countries. Lastly, avoid bringing personal affairs into view or hearing no matter the relationship you may have with clients, colleagues or your boss.