Why Business Travel
Business travel has always been considered an essential part of the business plan. Despite the fact that technology bridges communication, face-to-face meetings open new opportunities and serve more value to the organization, its clients and prospects, as well as the employees who represent the company.
Business trips as an incentive may be one of the best rewards an employee could ever have. Not only to be more motivated and be able to envision high hopes for the organization, but also to be exposed to the actual cultures of the partners and clients. Even if the travel means working away from the office, this could also help build confidence in employees, get out of their comfort zone, and welcome new experiences.
Tokyo Team
Rachelle and Maron, from the Recruitment Team that handles most of the accounts based in Japan, and me from the Processing and Dispatch Team, in charge of most of the POEA-related applications, teamed up to fly to Tokyo. There were a lot of emotions that went on during the preparations. We felt excited and jumpy at the same time about what might happen since the three of us were first timers in Tokyo. We planned our presentation to the clients, and did our homework.
Our Japanese Partner, Clients, and Prospects
Our Japanese partner, Persol Global Workforce (PGW) which endorsed over 40 clients thus far, had presented their new business plans and their post-arrival assistance to the dispatched workers of EDI Staffbuilders and raised some recommendations to improve the current processes.
We were able to get the chance to have face-to-face meetings with our key clients in Japan – Warabeya Nichiyo Co Ltd and Delica Chef Corporation. These meetings were important to us, especially to me as I was handling the accounts with our team, to meet the clients as well as to visit our dispatched workers and know their welfare. Virtual communications were certainly practical and efficient in some cases but may not be as operative as meeting people in person. Visiting clients onsite would clear communication issues that have happened so far. Both parties get the necessary information and recommendation needed about the current processes.
Apart from meeting said top clients, we were also able to join the presentation of the PGW Sales Team to two (2) more prospective employers who might be processing batches of Specified Skilled Workers under Care Working job category with EDI Staffbuilders in the near future. We were able to present our business products and advantages over other Philippine recruitment agencies; that is, being a Presidential Awardee of Excellence.
Business Meetings/ Gatherings
Our travel and work from new locations had exposed us to fresher environments and cultures which we could share with our office as we observed how the Japanese professional and skilled people work. We witnessed how they value punctuality most especially in business meetings. Everyone is expected to be on time (not too early and not late) for the meetings or gatherings such as a Catholic mass. No one was allowed to enter the church if they arrived a few minutes after the mass started.
When meeting people in and outside the office, the most common greeting is a bow showing respect, and greeting someone such as ohayou gozaimasu which means “Good morning,” konnichiwa, when saying “Hello” or “Good day,” and konbanwa, for saying “Good evening”.
It is respectful to greet everyone in the room individually, regardless of the position in the company. Business cards are offered when meeting the person for the first time, indicating respect and consideration for the existing and possible business partnership. You must acknowledge and thank the person as they offer their business card. Then present your own business card with both hands, slightly bow, and state your complete name. Place all the cards received in front of you on the table once everyone is seated and the discussion commences. In the meeting, the hosts usually guide the guests on where to sit, giving a quick greeting or introduction before the discussion proper.
When the meeting is set to finish within 1 or 2 hours, a person from the host’s side serving as the timekeeper tracks the meeting agenda and politely announces the remaining time (or over time). The timekeeper may also be the one to wrap up and conclude the discussion.
Tax Exemption
Tax exemption in Japan applies to most of the stores for all items. Total amount of purchases must reach 5,000 yen or more to be eligible for a tax refund. This only applies to foreign visitors travelling in the country for less than six (6) months. A copy of the traveler’s passport and tourist visa must be presented at the cashier counter upon payment. We also learned that we are not allowed to consume the tax-free items within Japan as these should be exported and serve as souvenirs. Consumption of these goods while in Japan may subject the person to pay consumption tax at Customs upon departure.
Exposure to more business opportunities
Business trips could give a lot of benefits to both the employers and employees. Developing great travel values and lots of personal interactions could create a good foundation to existing and future business affiliates. It could also build the company culture and help develop employees’ character and skills, such as leadership, engagement, and problem-solving skills.
Thank you to EDI
In the aftermath of all these insights, the Tokyo Team is so grateful for this wonderful opportunity–entrusting us to represent the company and meet top clients and prospects. It was an incredible learning experience of a lifetime.
