Planning an international assignment for the first time can feel overwhelming. After all, it’s not just about sending an employee to a new country; it’s about creating a structured, supportive experience that benefits both the employee and the organisation. At Adleo, we believe that a thoughtful, proactive approach is the key to success when it comes to overseas relocation. With careful planning and attention to detail, an international assignment can be a transformative experience for all parties involved.
To ensure your international assignment is a success, here’s our step-by-step guide that covers every essential element—from the initial planning phase to post-arrival support.
Understand the Full Scope of the International Assignment
Before diving into the logistics of the assignment, it’s essential to clearly define the scope of the assignment. This includes not only the duration of the move but also the broader goals of the assignment—what is the employee’s purpose in the new country?
Start by clarifying the following:
- Length of the Assignment: Is this a short-term project or a longer-term relocation? Short-term international assignments (typically lasting a few months to a year) come with different logistical needs compared to longer-term relocations (usually one to three years or more). While short-term assignees may require temporary accommodation and limited integration support, longer-term relocations often involve securing permanent housing, schooling options for children, and a more in-depth cultural transition plan.
- Employee’s Role: What exactly will the employee be doing in the host country? Will they be leading a new office or working alongside local teams? Clarifying their role early on will guide the other decisions you make, such as whether the employee will need additional support with local networks or housing.
- Strategic Objectives: Beyond the job, what are the broader organisational goals? Are you looking to foster cross-cultural collaboration or expand into new markets? Setting clear goals will allow both the employee and the organisation to align expectations and priorities.
Understanding these factors will help to create a tailored approach to the relocation that supports both the employee and the organisation’s long-term goals.
Select the Right Overseas Relocation Services
When it comes to relocation services, there’s no “one-size-fits-all” solution. The services you choose should be based on the employee’s needs and the country they’re moving to. For example, a senior executive moving to a major city like London might require a different package than a junior employee relocating to a smaller city.
Relocation services typically include:
- Visa and Work Permit Assistance: A critical aspect of any international move. Ensuring your employee has the correct visa and work permits in place before they arrive is essential for compliance and avoiding legal issues. It’s helpful to engage an immigration expert to ensure the process is handled smoothly.
- Housing and Accommodation Assistance: Helping your employee find appropriate housing is a top priority for their international assignment. Depending on the location, housing markets can be competitive, and securing accommodation that fits the employee’s needs and budget requires early action. Consider whether the employee will need temporary accommodation while searching for long-term housing or if you want to secure a permanent residence from the start.
- Schooling and Childcare Support: If your employee is relocating with a family, providing support for schooling options and childcare can alleviate a great deal of stress. Offering advice on local schools, international schools, and even after-school care services can make a significant difference in their overall experience.
- Settling-in Support: Once your employee arrives, helping them settle in smoothly is essential. This could include setting up bank accounts, registering for health services, navigating local utilities, or even finding a local gym. Offering a comprehensive settling-in service that guides employees through the essentials will make them feel more comfortable and help them integrate into their new environment.
We also recommend considering additional support, such as airport pick-up services, cultural training, language lessons, and even help with setting up insurance. These details will contribute to a smoother transition and make your employee feel well-supported.
International Assignment Financials
The financial side of international assignments is more than just offering a competitive salary. It’s about creating a comprehensive compensation package that takes into account the cost of living, taxes, and the benefits needed to help the employee adapt to their new environment.
Here’s what to keep in mind:
- Salary Adjustments and Allowances: The cost of living in different countries can vary dramatically. A salary that feels comfortable in one country might be insufficient in another. Consider adjusting the salary or offering a cost-of-living allowance to help the employee maintain their quality of life. In some cases, housing stipends or relocation bonuses may also be necessary to cover the costs of the move.
- Tax Equalisation: To ensure fairness, companies often implement tax equalisation policies, which adjust the employee’s tax obligations so they are not financially penalised due to their international assignment. Depending on the host country’s tax laws, this may involve both home and host country tax filings.
- Insurance and Benefits: It’s important to assess what benefits will apply in the new country. Will the employee need health insurance, life insurance, or pension support from the host country? Make sure to review both the local laws and any existing agreements your organisation may have in place regarding employee benefits.
Ensuring clarity around finances, taxes, and benefits is essential. Be upfront with your employee about the changes they’ll face and provide detailed breakdowns of their compensation package to avoid any confusion.
Understand Immigration and Legal Requirements
When planning an international assignment, understanding the immigration and legal requirements is paramount. Immigration laws can be complicated and vary widely from country to country, so don’t overlook this step in the process. Missing a key document or misunderstanding the rules can result in delays or legal complications that could derail the entire assignment.
We recommend the following:
- Visa and Work Permit: Confirm the exact type of visa your employee needs to work in the host country. This may include multiple steps, such as work authorisation, family visas, or special permits depending on the role.
- Taxation Considerations: Understand the tax rules in both the home and host country. Your employee may be subject to dual taxation, or the host country might have tax treaties in place that can help mitigate this.
- Employment Laws: Different countries have varying laws related to working hours, employment contracts, and rights. Ensure that your employee is fully aware of these requirements to avoid any issues down the line.
Engaging legal experts or relocation consultants familiar with these regulations is a wise move to ensure compliance and prevent issues.
Support the Cultural Transition
The cultural transition is often the most overlooked part of an international assignment. Adjusting to a new culture and environment can be challenging, especially for employees moving to countries with different languages, customs, or work ethics. In fact, a poorly managed cultural transition is one of the major reasons why international assignments fail.
Here are some ways you can support the cultural transition:
- Pre-Departure Training: Offer cultural training that goes beyond the basics of etiquette and language. Focus on practical aspects, such as business practices, workplace hierarchy, and social norms. This will help employees feel more prepared when they arrive.
- On-the-Ground Support: Once the employee arrives, give them local contacts and access to expat groups or social organisations. This social support is invaluable in helping them feel connected to the community.
- Family Integration: If the employee is relocating with their family, provide resources to help them integrate as well. This might include helping the spouse find a job, advising on schooling for children, or simply suggesting social activities and networks for families.
Being proactive in helping your employee adjust culturally can go a long way in making their international assignment a success.
Ensure Ongoing Communication and Support
It’s easy to assume everything will be fine once the employee arrives, but maintaining ongoing communication and support is critical. At Adleo, we believe that staying connected is one of the most important elements of a successful international assignment. Regular check-ins will allow you to monitor how the employee is adjusting and address any issues before they become major problems.
Consider the following:
- Regular Feedback: Implement a feedback system that allows the employee to share any challenges they’re facing. This might include everything from personal issues like accommodation to work-related matters like team dynamics or workload.
- Health and Well-Being Support: Relocating can be stressful, and employees may experience challenges with their mental and physical health during their time abroad. Offering access to counselling services or employee assistance programmes can help alleviate some of these pressures.
- Post-Assignment Support: Don’t forget about the end of the assignment. It’s just as important to have a plan in place for repatriation and reintegration into the home office. Helping the employee transition back smoothly ensures that they can apply what they’ve learned during their assignment and continue to grow in their role.
Final Thoughts on International Assignment Planning
Planning an international assignment for the first time involves much more than just logistics. It’s about creating a comprehensive experience that helps the employee thrive while also ensuring the organisation benefits from the expanded global reach and expertise.
By taking the time to carefully plan each step of the process, from selecting the right relocation services to providing ongoing support, you can ensure the success of your international assignment.
Speak to one of our experts or send a message today and find out how we can support your employee relocation programmes.
