4. Prepare draft questionnaires or survey instruments that are tailored (and very carefully edited in English) for each of the specific type(s) of organizations with which you plan to meet, i.e. public agencies, non-governmental organizations, trade/member associations, private sector organizations, etc. (A “one-size-fits-all” questionnaire is not effective and tends to confuse everyone.) Rely on American consultants to assist you, at this point, if you are working with consultants.

5. Contact the relevant organizations/agencies/entities and attempt to persuade the key persons to accept a request for a meeting and to share insights with the researchers. (This should be one of the responsibilities of your American consultants, if you have engaged consulting services.) REMEMBER THAT IT MAY TAKE 6 –– 8 WEEKS ADVANCE NOTICE TO OBTAIN THE NECESSARY SECURITY CLEARANCES IF YOU PLAN TO VISIT FEDERAL AGENCIES IN WASHINGTON, D.C.

6. Unless every member of the delegation is highly proficient in English, make sure that you engage an expert interpreter that is aware of technical terminology.

7. Take good notes so that the findings can be documented effectively. ( We strongly advise against using tape recording devices in meetings without confirming in advance that it is permissible to do so . By and large, many people consider recording a small meeting or discussion to be an invasion of privacy. Moreover, tape recording a meeting or discussion precludes informal remarks or candid discussion because people worry about being quoted out of context or worry about being “on the record”. Some U.S. public agencies do not allow tape recording or videotaping of public officials except for interviews with journalists for special programs. These days, due to heightened security concerns, photography and/or tape recording in any U.S. public agency must be cleared in advance.) Rely on your consultants to assist in taking good notes of key points and documenting important information. If a group photograph is a necessity, rely on your consultants to make arrangements and to seek permission in advance.

8. Assemble and analyze the data gathered and notes taken during the meetings and prepare a draft report –– this should be part of the contract with your consultants, if you have engaged services.

9. Document the findings in final format –– this may be part of your outsourced contract or you may be preparing the final report yourself in Japanese.

10. Send letters of appreciation to the organizations and individuals with whom you met –– your consultants should assist you with this task, as well. (E-mails are not as formal or polite as letters.)



10-Step Checklist for Technical Research Missions Visiting the United States The most effective research delegations should: 1. Clearly define and limit the research theme. 2. Confirm/articulate the key objectives of the research and the application of the research. 3. Research representative organizations to identify relevance and key contacts. (At this stage, it is advisable to engage an American consulting firm with subject matter expertise to support your initiative in the U.S.) 4. Prepare draft questionnaires or survey instruments that are tailored (and very carefully edited in English) for each of the specific type(s) of organizations with which you plan to meet, i.e. public agencies, non-governmental organizations, trade/member associations, private sector organizations, etc. (A “one-size-fits-all” questionnaire is not effective and tends to confuse everyone.) Rely on American consultants to assist you, at this point, if you are working with consultants. 5. Contact the relevant organizations/agencies/entities and attempt to persuade the key persons to accept a request for a meeting and to share insights with the researchers. (This should be one of the responsibilities of your American consultants, if you have engaged consulting services.) REMEMBER THAT IT MAY TAKE 6 –– 8 WEEKS ADVANCE NOTICE TO OBTAIN THE NECESSARY SECURITY CLEARANCES IF YOU PLAN TO VISIT FEDERAL AGENCIES IN WASHINGTON, D.C. 6. Unless every member of the delegation is highly proficient in English, make sure that you engage an expert interpreter that is aware of technical terminology. 7. Take good notes so that the findings can be documented effectively. ( We strongly advise against using tape recording devices in meetings without confirming in advance that it is permissible to do so . By and large, many people consider recording a small meeting or discussion to be an invasion of privacy. Moreover, tape recording a meeting or discussion precludes informal remarks or candid discussion because people worry about being quoted out of context or worry about being “on the record”. Some U.S. public agencies do not allow tape recording or videotaping of public officials except for interviews with journalists for special programs. These days, due to heightened security concerns, photography and/or tape recording in any U.S. public agency must be cleared in advance.) Rely on your consultants to assist in taking good notes of key points and documenting important information. If a group photograph is a necessity, rely on your consultants to make arrangements and to seek permission in advance. 8. Assemble and analyze the data gathered and notes taken during the meetings and prepare a draft report –– this should be part of the contract with your consultants, if you have engaged services. 9. Document the findings in final format –– this may be part of your outsourced contract or you may be preparing the final report yourself in Japanese. 10. Send letters of appreciation to the organizations and individuals with whom you met –– your consultants should assist you with this task, as well. (E-mails are not as formal or polite as letters.)