EWA Travel Tips for the Business Traveler

 

JET LAG REMEDY (excerpted from WSJ)  

Every time he lands after a long flight, professional golfer Gary Player walks 18 holes, even if he's not teeing off. Love of the game? No, "it's the light," says the 64-year-old Mr. Player who has flown some 12 million miles during his career. "I'm a great believer in sunlight to combat the time change."

Light, when used correctly, holds the greatest potential for helping travelers adjust to a new time zone, says Philip Scarpa, medical officer for the Kennedy Space Center. In fact, NASA occasionally quarantines astronauts prior to launch and douses them with light to help prepare their body clocks for space travel. It's "like fuel," adds Charles Czeisler, co-director of Harvard Medical School's Division of Sleep Medicine. "It shifts you to a later or earlier hour."

When headed east on an overnight flight, seek sun or artificial-light in the mid to late morning at your destination, but wait until late afternoon and early evening when headed west. 

 

GLOBAL VILLAGE ETIQUETTE

Whether you're doing business abroad, vacationing in a distant land or simply welcoming guests from another culture, with a little research and preparation, accompanied with some sensitivity skills training, you can make a lasting and favorable impression instead of a disastrous one. You never get another chance to make a first impression! In fact, wipe out the word "foreign" or "foreigner" from your vocabulary because in the dictionary it means "alien" or "not belonging". Better to refer to others as "visitors or guests." Ten suggested protocol rules on social interaction to keep in mind:

1. Be patient when building trust in establishing relationships. Other countries take much longer than Americans and observe a greater formality than we do. You wouldn't want to ask someone from Great Britain their occupation on first meeting.

2. It is courteous to ALWAYS stand when you are introduced to another human being - no matter the culture.

3. Before receiving or meeting an honored guest from abroad, prepare by. Researching such data such as their population, ethnic and religious composition, official languages, geography, especially the capital and major cities, their government structure, national leaders and political parties. Not only will you appear informed but your guest will be complimented because you took the time to learn something about him/her.

4. Conversation should avoid all sensitive subjects including religion and politics, (Example WWII with Japan). The pride that one has in one's culture and tradition are safe topics.

5. Slow down your speech and don't raise your voice because you think they cannot understand you. Have you noticed how people just talk louder to be understood? Volume doesn't usually increase comprehension. People with foreign accents are not necessarily hard of hearing.

6. Even though most people around the world speak English, it's often difficult to understand us, especially if we use slang, buzz words, idioms, jargon, and lingo. One of my assistants would often tell the Italian Consulate, "Sherri's on another line but she'll give you a "buzz back". She never realized that the Italians might think I wanted to take them out for cocktails on the town... It's smart to eliminate phrases like "It's raining cats and dogs" or someone who eats them in their country may just run to the window to watch the miracle!

7. If interpreters are used, they should meet with the person they are interpreting for in advance to learn their language patterns, any special terminology and especially numbers which could change the whole dimension of things. Remember, interpreters are not translators, so the terms should not be confused. There is an entire protocol regarding the use of interpreters - where they stand, sit, etc.

8. Non-verbal interaction cues are extremely important. "Yes" or an affirmative nod often means "yes I hear you" in Asian cultures, not "yes I agree". By looking at the interaction through American eyes, you might think you just closed the deal of the century. You must understand that by avoiding the word "no", some Asians believe they can avoid creating any disharmony and harmony is a cherished value in this culture.

9. Never slap someone's back, the "good old Joe" American routine. Touching and rules of social distance etiquette vary in other cultures.

10. Protocol is the lubricant that allows two or more moving parts to come together without friction.

REDUCING AIR-TRAVEL COSTS

Take advantage of seasonal sales. 

Purchase two excursion tickets on separate airlines versus one full fare coach ticket. If you buy one ticket from Mega Air and the other from Maxi Air, you have stayed completely within each airline's rules. Never purchase back to back tickets on the same airline. 

Use upgrades to travel at less than full fare. Many major airlines offer special deals for upgraded travel. EWA, frequently, offers upgrades for a small service charge. 

Round-the-World Fares Alternatively, you can string together a few trips and take advantage of round-the-world fares. Stick to routing that doesn't involve backtracking and your per-mile travel cost can drop dramatically. For example, combine trips to London and Tokyo into one round-the-world fare. Two separate first class round-trips from Los Angeles would total about $8,500 for business class. The round-the-world fare is less than $4,000.

Senior Fares Working into your 60s has its advantages. You can use senior fares (for people 62 and older) on business trips. Continental's Freedom Passports give seniors a year of first-class travel for $3,499. A companion of any age can purchase at the same price.

Flying close to a holiday and want the cheapest fare? Try flying on the holiday itself!

Purchasing Miles for Upgrades. Corporations can buy miles on airlines' mileage programs and assign them to traveling employees to use for upgrades.

 

AIR TRAVEL TIPS

If your flight gets cancelled, instead of running with the crowd to the airport counter, try calling your travel agent or the airline to get a new reservation. Others:

• If you have carry-on bags, think about getting a seat assignment toward the back of the plane. You board first and have easier time stowing your bags.
• To avoid being delayed at the airport, call the airline before leaving to be sure the flight is scheduled to leave on time. 
• If your flight is delayed you may be entitled to a refund, even on a nonrefundable ticket!
• If you'd like a better seat on your flight be sure to ask at check-in. Bulk-head and exit-row seats are usually last to be assigned and may be available.
• Extra time in-between flights? Often you can use the executive lounge of an airline for a one -time use fee, usually around $25.
• Need to alleviate ear pressure when flying? Place a hot cloth in cup and hold it over your ear. Try it, it works!

 

HOTEL TIPS   Follow these tips to cut your annual hotel budget: 

• Make use of EWA corporate hotel rates.
• If you're calling on a major corporation, ask if you can book at their discount, often as much as 50 percent.
• Some hotels offer 50 percent second-room discounts for business associates traveling together. Sometimes you can get them for the asking; other times use ongoing promotions, such as Inter-Continental's Business Options.
• Did you know…making a local or international call through hotels' in-room telephone service is really expensive. For cheaper rates, use a long distance calling card!
• Are you continually traveling to the same destination? For cheaper rates, check out corporate housing on extended stays of more then a week. You can go home for the weekends and still keep the lower rates!
• A true bargain hunter's work is never done. When you check in to a hotel, ask if there is a rate lower than previously quoted.
• When you check out, go over your bill carefully (as many as 40 percent contain errors). Don't lose the benefit of a bargain rate through billing errors.

 

AIRPORT TIPS 

Travelers are advised by the airlines to check in one hour prior to departure for domestic flights and two hours for international flights and to show a government issued, photo ID.

To avoid the check-in counter, go online to obtain your boarding pass. 

If you're at the airport and a major delay or cancellation was just announced, or if you miss a connecting flight, don't wait on the already snaking line of disgruntled passengers to get your problem solved. Just get to the nearest phone and call EWA or your airline's toll-free number. Chances are you'll find a new seat on a new flight faster than you would if you waited on line for airport personnel to help you.

Increasingly, thieves worldwide are targeting tourists. Even in the most peacefully appearing countries, even the most seasoned travelers are advised to take extra security precautions: avoid wearing expensive jewelry and watches, keep your passport locked in a safe (copy a duplicate to carry), keep track of your luggage, make certain to keep all valuables and medicines in a carry-on bag and always check out the local safety precautions.

 

AT THE CAR RENTAL COUNTER

1) WANT THE BEST CAR? It's simple: ASK for the car with the lowest number of miles. The counter agent has mileage information for each car on his or her computer screen.

2) You don't have to accept the car that the agent or the computer chooses for you. This is especially true for weekly or longer rentals. Check out your car before you drive it off the lot. If you are dissatisfied, ask for another one. If you don't like the smell of smoke, request a non-smoking car.

3) ASSERT YOUR RIGHTS: According to industry convention, car rental agencies cannot downgrade you if they do not have a car of the size you reserved. They must upgrade you at no additional cost, and if they don't have any larger cars, they should send you to a competitor and pay any difference in the rate applied.

4) Most car rental companies have more mid-sized or large cars than small ones. By reserving a compact car at a cheap rate, the chances are that when you arrive and a compact is not available, you'll be upgraded to a larger car, free of charge.

5) Don't fall for the agent's hard sell on their different "refueling options." (Most preposterous: "pre-purchase a tank of gas and bring the car back empty!" Driving around a strange city on a low tank of gas? No, thanks.) Be safe and save money by allotting enough time to stop and fill up the car yourself before returning it.

6. Before purchasing the insurance when renting a car, check out if your company, credit card, or personal insurance covers you.

 

WELL-DRESSED FLYER   

The three essentials to be considered when dressing for airline travel: 1. Our bodies always expand in the in-flight low air pressure. 2. We're subjected to a range of temperatures during flights and travel between different climates. 3. There's an outside chance we may need to be dressed for an emergency. Due to the high-altitude environment, our bodies expand after takeoff. Wear loafers, tennis shoes or dress shoes that are a half-size too big, with cushion inserts. Then, at cruise altitude, take out the inserts for another perfect fit. You'll want to keep your shoes on when you walk around the aircraft as the floors are often wet (condensation, leaky carts, spills). Tight shoes can cause serious injury to the delicate veins in your feet. This can lead to swelling and, in the worst cases, blood clots. 12 out of every 60 deaths in the air are due to pulmonary embolisms resulting from blood clots. Cozy shoes also enable easier movement during emergencies. If you wear high heels, for example, you will be required to leave them before jumping on an escape slide (they can puncture it).

Think Layers. The air travel experience requires that you endure a wide range of temperatures. Airports and airplanes have hot and cold zones, stuffy and drafty areas. Often, there's a substantial contrast in climate between the land that you depart and the place where you arrive. Layered clothing can be your saving grace. A couple of critical clothing tips for extraordinary circumstances: Don't hurt your chances of survival in the event of a cabin fire. While polyester, acetate and nylon clothing will ignite, natural fibers (cotton, wool, silk, hemp, linen) merely smolder, giving you more time to respond and a better chance of survival.

 The best way to increase  in-flight comfort is to fly business or first class. If you are assigned a seat in coach,  volunteer to sit in one of the emergency-exit rows. These rows have more leg room than a regular row and often have fewer seats. This row is also a safe haven for those who prefer a kid-free flight experience, as children are not allowed to occupy exit rows. (Another good way to avoid small children is to avoid bulkhead rows, which are often occupied by families.) Be aware, however, that seats in emergency-exit rows sometimes do not recline.

If you're choosing between several flights, inquire as to how full each flight is and then select the least crowded. Once you arrive at your gate, ask the agent to place you next to an empty seat if one is available. If the flight is not full, the agent can often accommodate this request.

A wide variety of special meals, often, are available.You can indicate your meal preference at the time you make your reservation with EWA Travel.

Dehydration--which can cause sore throats, muscle aches, and dry eyes--is a concern when flying. Be sure to have a plentiful supply of bottled water and moisturizer for dry skin. It also helps to abstain from alcohol and caffeinated drinks, which promote dehydration.

Low cabin pressure can cause your feet and lower legs to swell. If you slip your shoes off during the flight, you'll find it easier to put them back on after the cabin doors are opened upon landing, when pressure equalizes once again. To minimize swelling, periodically rotate your feet at the ankles, elevate your feet if possible, and walk about the cabin. This will also help keep your muscles and joints from getting stiff before that important meeting.

To minimize the effects of jet lag, sleep experts recommend resetting your watch to the local time of your destination as soon as you board the aircraft and observing that time strictly. To help adjust to new sleep times, some travelers take melatonin, a drug that is now distributed in health-food stores in the United States. While some travelers have had success with melatonin, be aware that it has also been linked to certain health risks. Consult your doctor before deciding to take melatonin or other sleep aids when traveling.

 

PACKING TIPS

• Keep clothing wrinkle free by "rolling" articles in dry-cleaning bags when packing.
• Get your tape measures…carry-on bags should be no more then approximately 22x9x14in.
• Place any breakable items, like perfume or cologne, in plastic baggies prior to packing. This way, if they break your clothes are spared the mess!

 

CHILDREN AND BUSINESS TRIPS 

More business travelers are avoiding airport good-byes and taking their children on business trips. Last year, one or more children accompanied parents on 12 percent of all business trips, up 5 percent from 1995, according to the Travel Industry Association of America. Reasons for the emergence of this trend:
* Airline fares and hotels are significantly cheaper when a Saturday night stay is involved.
* Hotels and airports have responded to the surge in children's travel with a variety of programs and facilities catering to families.
* A healthy economy is making it possible for families to afford the extra air fares, side trips, day care and other expenses involved in taking children along on business trips.

"There's a resurgence of the family. Business people, when they travel, don't want to miss out on family life," says Deb Cornick, publisher of Have Children Will Travel, a quarterly newsletter. "In households with only one parent, taking the children along on business is often a better option than leaving them home", she says.

Some companies are accelerating the trend by picking up expenses for family members on business trips. "They're doing this to attract employees; it's an added perk. Planning is the key to successful business travel with kids", Cornick says. In addition to helping kids cope with the anxiety of leaving home, parents can identify resources to keep their children safely occupied and happy while they're doing business.

Corporate polices on spousal travel have become steadily less restrictive since the late 1980s, says Peter Packer of Runzheimer International, a travel industry consultant. More than half (53 percent) of all U.S. companies in 1996 permitted employees to bring along their husbands or wives on business travel (the companies don't, however, pick up the extra tab). That's up from 31 percent in 1988, according to Packer.

"Many hotels have expanded their capacity for nanny-ism," Shellenberger says. At the big chains, promotions keyed to brand names popular with kids are common, as are free meals and other discounts. Kids' programs are especially common in resorts, Cornick says, but as children's travel becomes more prevalent, they are being incorporated into hotels in most large cities. Of particular importance to business travelers, many hotels provide on-site day care or referrals to local baby-sitters and day-care centers.

"One thing with drop-in care at hotels, the staff may not be licensed day-care providers," cautions Barb Hamilton of the National Resource Center for Health and Safety in Child Care. She suggests that parents call Child Care Aware, a nationwide referral center that can put them in touch with local resources. Their number is (800) 424-2246. Many of the services specialize in long-term child care, Hamilton said, but some will accommodate drop-ins for a day or two. One advantage of children's programs at hotels is that they provide kids with the chance to interact with other kids, Cornick says. The best programs divide children into smaller groups according to age and engage in various activities. For older kids, these can involve tours of nearby cultural or historic sites. "They do a lot more than just planting the child in front of a video screen," Cornick says. Many kids look forward to splash time in the hotel pool, and some hotels provide lifeguards.

While hotels respond to the increase in family travel, it's the airline industry that has the biggest role in spurring such demand, according to Shellenberger. "There's almost no choice for a small-business man but to go on a weekend," he said. "A midweek fare for travel coast-to-coast costs $2,000. If you go with a Saturday night stay, two can travel for $1,000, leaving $1000 to pay for the fun things." Affordable and easy doesn't mean it's always a good idea to include children in business travel, Cornick says. "Some trips don't lend themselves to taking a child along. If you're going to be too busy to interact with the child, it's better going alone."

Perhaps the most daunting task in planning to take children along on a business trip is finding reliable day care. Ruth Neal of the National Resource Center for Health and Safety in Child Care recommends that parents identify au-pair organizations in their destination city to arrange for a babysitter to come to the hotel. Another option is to contact Child Care Aware, a nationwide referral service that can put parents in touch with trustworthy local child-care providers anywhere in the United States. Their number is (800) 424-2246.

 

LONDON 

For an unforgettable dining experience go to Mezzo in Soho. The decor is like Batman's Gotham City (futuristic along with '20s overtones) with a staff outfitted in military uniforms. Expensive but worth every shilling. In fact, London is the world's most expensive city for the business traveler with hotel rates surpassing even Tokyo, Madrid and Moscow.

COPENHAGEN 

You can bicycle around the city for free. At various places around the city you simply put a 20Dkr coin (about $4) in the lock to release the bike. When you finish with it at another free bike point, you retrieve your coin.

MEXICO  

In Mexico, business is personal. It's not only what you know, but also whom you know and how well you know them. The greater the distance between you and a business person's heart and mind, the more difficult it is to achieve your goals. It's much more important to be a friend of the family than a baron of business.

Christopher Payne, resident manager of the Presidente Inter-Continental Cozumel, says there's no such thing as a "strictly business" relationship. "If it would be strictly business, in my personal opinion, it would be bound for failure." The "family-ization" process begins when you say hello. Introductions in Mexico are never taken casually. When you are introduced to a group, greet each person separately and individually and do the same when you depart.

Generally speaking, people tend to be demonstrative. Men shake hands in greeting, but after just a few meetings, you may be given the slap on the back or hug of a compadre (a pal or buddy). Women often pat each other on the forearm or shoulder.

Offers You Can't Refuse: The family is king, and it is a high honor (and good business) to be accepted as an honorary member. One major faux pas a visiting business person can make is to refuse an invitation to meet a business associate's family. A business deal may have been agreed upon verbally and then an invitation made "to take lunch or dinner." If the visitor begs off, the refusal is met graciously, even understanding you but the atmosphere has subtly changed. In the days to come, the visitor discovers it's difficult to get a final confirmation on the verbal agreement. Delay follows delay and, ultimately, the deal may fall through completely. No one seems to know why, but "the timing just isn't right."

Getting in Synch: Much has been said about Mexicans and their sense (or rather, their lack of sense) of time. It's true, in ordinary dealings, punctuality isn't always a priority in Mexico. But when executives are dealing with their northern neighbors, meetings go like clockwork and agreements can move swiftly. If in the course of your business dealings you encounter a "manana" attitude, it is more likely due to a lack of interest in your proposal than a different concept of time. There is a cultural reluctance to say "no" directly. Putting you off until "tomorrow" is the more polite course of action.

RUSSIA

As international specialists, we frequently travel overseas to become more knowledgeable of key destinations where our clients often travel or to discover new destinations to feature. Our latest trip was to Moscow and St. Petersburg. We just missed Moscow's 850th birthday celebration. In preparation for the event, the whole city is getting a facelift. Most of the building facades are being restored along with a number of showplace art, religious and commercial projects. The Christ the Savior Cathedral is being rebuilt at a staggering $300 million price tag. The 'kitschy' Peter the Great statue costs another $20 million. No more mammoth swimming pool just outside of the Kremlin. Now, it's Manezh Square, an underground shopping mall. The nearby GUM, once Russia's showplace department store, now is little different from a US mall with specialty stores such as Nike and Levis. The Marriott Grand Hotel Moscow just opened on Tverskaya Street and offers a wealth of amenities to the business traveler.

If Moscow is the urbane hub Russia, St. Petersburg is its soul. The Hermitage, alone, is worth the visit. One evening in St. Petersburg we had a business "meeting" at a local pub/billiards spot which began at 1:00 AM. Our talks continued into the wee hour of 5:00 AM, when we became stranded on one of St. Petersburg's islands due to all the city's bridges being drawn for ships to pass.

The "New Russians of Moscow" are the privileged class who often live in new US-style complexes sprouting around Moscow. Many are involved with corporate "security". This is the almost universal practice where they obtain monthly "security" payments from most businesses. Russia is the only country we know where every business tries to downplay its success. The most lucrative businesses are usually hidden in run-down buildings and have the barest minimum of furniture and computer equipment. No wonder! Each month, the local New Russian comes by to get his "security" payment and to check the books. As one of my Russian friends told me, "it's just like paying rent". Tourists needn't fear these proceedings. New Russians know that there is an easier way to "earn" their living.

Expect to pay high prices when dining out. When you "charge it" in Russia, double-check the receipt before you sign it. Also, check your statements carefully as one common trick is to change the charged total after you've signed the real receipt.

Plans are underway for a new $280 million expansion at the Pulkovo Airport Complex in St. Petersburg, plus, a three-star hotel. When traveling within Russia, take the train. It's more convenient, less expensive and safer than flying. The overnight Moscow to St. Petersburg service offers the choice of either two or four-berth cabins.

Russia is a very diverse nation with each region maintaining its own traditions, customs and even languages. More than 100 dialects are spoken in these subcultures, an important point to remember when you seek to bond with your Russian contact. It pays to learn as much as possible about that person's particular community before delving into business discussions. The Internet is a good source of info. Also, Russians are very curious about Americans so be prepared to answer many questions on life and business in America.

 

BUSINESS CARDS

Take your time. It's impossible to convey respect if you fling your card at someone. Remember that the left hand is considered unclean in the Islamic world. Even in many non-Islamic areas of Africa and Asia, the tradition has evolved of using the right hand in preference over the left. In some parts of Asia (notably Japan), presenting a card with two hands conveys respect. When using both hands, hold your card by the two upper corners. When you receive a business card, immediately take time to read it. This is a good time to repeat the person's name, especially if it is in a language you're not familiar with. While you may write on your own card, never write on someone else's business card. Ideally, you should store your business cards in a small case. If you don't have a card case with you, put your cards in a front or side pocket. It's only polite to have your card translated into the local language. One side of the card should be in your language, the opposite side in the local language. Bring plenty of cards. In some countries, you will need two for each one-to-one visit, since the secretary will keep one card.

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