Traveling for business can open many doors to developing new working relationships and growing your network.

Of course, this can sometimes be achieved through virtual meetings and webinars, but in-person business meetings can take it a step further. They allow you to create strong connections and build trust.

However, these trips can be a challenge at times.

There are pitfalls you need to think about before even finalizing these meetings. No matter where you are traveling to, you need to complete three key steps to ensure the business meeting is a successful one.

Prepare Thoroughly Before You Depart

A successful trip requires preparation.

This means you should begin with lots of research. It is essential to learn about your client's country, encompassing both cultural norms and business customs.

Having a better understanding of how people greet each other, what is considered polite or rude, and the basic do's and don'ts can help you avoid awkward situations.

Some countries require special business visas or have specific rules for entry, so you should check your passport and visa requirements ahead of time. Travel insurance can also be a valuable purchase; if you already have it, then make sure it is up to date and covers international business trips.

It is vital to plan your accommodation in advance, especially if you are staying for more than a few days. In some cases, your business trip to meet clients might last for a month or longer, particularly if you have other tasks to carry out. If you are meeting clients in a city like Toronto, then you could use Toronto month to month rentals instead of a hotel. This is a good, flexible option for longer business stays, and it comes with all the needed amenities.

If you are bringing documents or presentation materials when meeting clients, digital and physical backups are a must. These resources should include your schedule and meeting agenda, ensuring you know who you are meeting and when. You might be in a different time zone, so good preparations can help you avoid delays or jet lag.

Make a Strong First Impression Abroad

Many people understand that first impressions matter, especially when you are meeting a client for the first time in a different country. You must dress appropriately in accordance with local business culture. In some areas, formal wear is necessary, while business casual is more common in other places. Thankfully, your research should help with this.

How you behave will have an impact, too. Be observant, polite, and respectful. Pay attention to how others act and follow their lead when it comes to greetings and small talk. Speaking clearly and slowly is advised, particularly if English is not your client’s first language, which can show consideration and help avoid confusion.

Arriving a few minutes before your meeting time can show professionalism and respect for the client’s time. You can continue making a good impression by listening carefully, staying engaged, and taking notes during all meetings. This shows you are interested in their business and culture, which will go a very long way in building trust and a good working relationship.

Follow Up to Strengthen the Relationship

Your work doesn't end when the meeting is over. A thoughtful follow-up can help maintain momentum and demonstrate to your client that you genuinely value this relationship. Sending a thank-you email within 24 to 48 hours after the meeting is a must. This should include a recap of key points from the meeting, sharing any material you promised, and confirming next steps. 

If appropriate, you can even connect on LinkedIn or another platform. You can stay in touch with the client regularly to help build a lasting connection. The client will understand that you are serious about working together and not just passing through.

To conclude, if you have to travel to meet your clients internationally, then you should ensure you are prepared. Using the tips outlined in this post can help guarantee a successful meeting and hopefully, a successful business relationship.