In today’s interconnected world, it’s likely that a number of your most pivotal business meetings will happen abroad. While losing the comfort of home turf can be daunting, mastering meetings overseas is crucial for building trust, driving business, and fostering transformative, long-term partnerships.
But impressing clients during meetings abroad involves more than putting on a stellar presentation. Success hinges on understanding cultural nuances, preparing meticulously, and a lot more besides.
The golden rule? Preparation. Let’s dive into 10 actionable tips to ensure your next overseas meeting is a resounding success:
1. Time your arrival strategically
Arriving a day or two before your meeting serves multiple purposes. Not only does it allow you to get the lay of the land, but it also gives your body a chance to adapt to time zone differences.
Doing so will make hitting the other nine points in this list much easier. From practising your presentation to researching local customs, arriving early gives you time to ensure you’re at your best when it matters most.
2. Do your (cultural) homework
Countless business deals have been won — or lost — based on understanding (or ignoring) cultural nuances. From greetings and titles to dining etiquette and sensitive topics to steer clear of, understanding your client’s culture is critical if you want to impress during meetings abroad.
Spend time researching the intricacies of your client’s culture — one of the best ways you can do this is by speaking to colleagues who have knowledge of said culture, or better yet, talking to friends/associates who are part of it themselves. Gaining a deeper understanding will demonstrate respect, and there aren’t many better ways to quickly build rapport with a client.
3. Prepare, prepare, prepare
Thorough preparation is non-negotiable when it comes to the actual execution of your meeting. Beyond understanding your client’s industry and business, tailor your meeting to address their specific needs and challenges — bonus points if you can identify problems that the client themselves haven’t yet anticipated.
Additionally, review your materials multiple times and rehearse thoroughly to ensure accuracy of information, and smooth delivery.
4. Don’t overlook the power of first impressions
First impressions matter. Humans are prone to making snap judgements that are often misplaced or incorrect — as such, a sloppy or inappropriate outfit choice can have real consequences.
The definition of professional attire varies across countries and cultures, but it remains largely the same in major global hotspots. Suit, tie, smart shoes for men, suit jacket, trousers, or a smart skirt for women and heels, for example. But this can vary slightly per country, and it’s important to do your research to ensure your dress is appropriate, and unlikely to cause offence — or a bad first impression.
5. Leverage technology (and do at least one practice run-through)
Clients of all shapes and sizes expect polished, engaging, and informative presentations. Whether you’re using dynamic slides or delivering key data succinctly, leverage the vast array of technology available to you to deliver a presentation that meets the occasion.
Test your devices ahead of time to avoid/mitigate technical issues, and run through your presentation at least once to check it goes smoothly. If a tech hiccup does arise, stay composed; how you handle unforeseen challenges can leave a lasting impression, as we’ll cover in point 9.
6. Don’t be late
While cultural norms and social expectations can differ, there’s one thing that must be observed, regardless of where you are and who you are meeting: punctuality. We covered the importance of first impressions earlier, and arriving promptly is a key part of making a positive one.
To ensure you’re not late, devote some time to planning ahead. Plot out the route from your accommodation to the meeting location, and if you have the time, we’d advise doing a trial run. It’s always good practice to give yourself more time than you need (30 mins to an hour) to account for unforeseen delays.
7. Practice humility
While it’s important to highlight your company’s qualities and the strength of your proposal, displaying the right level of humility, curiosity and deference is also key. Show genuine curiosity about your client’s needs and don’t always presume you have the answer for everything.
Practising humility is a surefire way to impress clients during business meetings abroad, but it’s also a solid rule to follow in everyday life.
8. But be confident when it matters
Striking the appropriate balance between humility and confidence is its own tightrope walk. Knowing when to be assertive and when to be humble is a skill that comes with time, but as a general rule, don’t be afraid to display confidence when discussing your company’s offerings.
You want the value you bring to the table to be as clear as possible, and the best way you can get clients to believe in your proposal is by making it clear you believe in it too.
9. Learn to roll with the punches
While we truly hope that all of your upcoming business meetings go off without a hitch, it’s best to prepare for the eventuality that at some point, something might go wrong.
Whether it’s a flubbed word or phrase, a technical hiccup that momentarily derails a presentation or something else entirely, it’s crucial that you’re able to maintain composure at all times. Mistakes happen, errors occur, and while rigorous preparation reduces the rate of both, it won’t ever rule them out entirely.
Maintaining composure when things go awry will keep the meeting on track, demonstrate your composure, and ultimately validate the trust your client has placed in you and your company.
10. Follow up promptly
Make sure to capitalise on your excellent meeting with a proactive, assured follow-up email. Not only is this courteous, serving as a way to round off the meeting, it also reinforces your professionalism and commitment.
Send a thank you email soon after the meeting, recapping key points, and confirming the next steps. A strong follow-up can solidify the relationship you’ve worked hard to build.
Bonus tip: rely on a trusted travel partner
While we stand by every one of the tips we’ve outlined above, each one is only relevant if you make it to the country you’re visiting, and find a hotel that meets your needs. But managing logistics can be daunting when travelling abroad; it’s a headache that can divert attention and cause trip-altering stress.
A trusted travel management partner like ACE can handle flights, accommodation, and ground transportation, freeing you to focus entirely on your meeting.
Impressing during business meetings abroad: it’s about more than the presentation
Excelling during overseas business meetings involves implementing a number of strategies. Whether it’s understanding cultural nuances, prepping for your presentation, or striking the right balance between confidence and humility, getting it right isn’t easy.
But if you want to take your business to the next level, it’s worth it. For help getting the boring (and utterly crucial) logistics right, chat to our team today.