Whether a business trip takes you across the state, country, or globe, representing your organization on the road is an important responsibility. If you haven’t traveled for business before, or it’s been a while, you may find yourself feeling overwhelmed by evolving airport regulations, unexpected travel fees, and the maze of charging cords you’ll need. With some tried-and-true tips, you can confidently be on your way to your destination — and career success!
Understand the Rules of Your Road
Business travel is a huge part of a company’s expenses, which means if you’re hitting the road for your firm, you’ll be expected to keep an eye on the bottom line. It’s critical that you understand your employer’s travel policies. Is there a preferred airline or hotel chain? What is the maximum amount travelers can spend on meals? What documentation and receipts will you need for your expense report? It’s wise to check the policies before each trip, as employers frequently change travel vendors and reimbursement procedures.
Invest in a Light Rolling Bag
Time is critical (who wants to deal with tracking down lost luggage or waiting for checked bags?), so carry-on is the way to go for business travel. Before you leave home, create a packing checklist that includes everything from socks to electronics as well as work-related files and itineraries. In addition to helping you remember what to bring, your list will ensure you pack more efficiently. Make the most of the limited room in your carry-on bag by packing a few pieces of versatile clothing (preferably wrinkle-free!) that you can mix and match. Check the weather forecast and dress code at your destination to make sure what you’re planning to pack is appropriate. Your office may be casual every day, but the client you’re visiting may dress up to a more corporate standard.
Allow More Time Than You Think You Need
Delays are inevitable, so build them into your schedule. There’s no good excuse for being late for a client meeting or conference. Eugene Vaughan, founder of a national investment management firm, traveled for years developing business. “For presentations, I was always on the ground the night before,” Vaughan says. “We won several times because we cared enough to be there early. When weather detained competitors, sometimes this early arrival also gave me an opportunity to meet the decision-makers. I devoutly believe the adage: they don’t care how much you know until they know how much you care.”
Join Loyalty Programs
Even if you don’t travel frequently, it pays to join hotel, airline, and car service/rental loyalty programs. Just having that membership number can get you perks like upgrades, free Internet, and in-room amenities. Additionally, program members can count on more attention if service issues arise or you need some on-the-ground assistance. Even better, it doesn’t cost anything to join most programs. Simply sign up online or through the company’s app.
Eat, Hydrate, Sleep
Healthy habits should travel with you, which can be challenging since your schedule will be different on the road. It’s important not to skip meals, and when possible choose healthy alternatives to junk food. Drink lots of water, especially during and after a flight. Exercise naturally helps fight any anxiety you may feel about an upcoming meeting, so use the hotel gym or swimming pool, or walk to a nearby park. And get a good night’s sleep, which may mean investing in an eye mask or earplugs — you need to stay fresh on the road to do your best. Taking care of yourself is critical to taking care of business.
Kellie Jewett-Fernandez, Cheyenne River Lakota, holds a BA in communications from the University of Minnesota and an MBA with a focus on American Indian entrepreneurship from Gonzaga University. She has 17 years of experience working in national Native nonprofit organizations, managing programs and serving in various fundraising roles. In her current position as director of business and program development at the American Indian Science and Engineering Society (AISES), Jewett-Fernandez spends a lot of time on the road and in the air, working with corporate, federal, tribal, and foundation partners as well as industry and tribal leaders in support of the AISES mission. Here she shares some tips for business travel that she’s learned along the way.
What are your must-pack items — for the car, the plane, or the hotel?
I find the temperature is always cool, so I pack a sweater, shawl, or blanket of some sort for airplane comfort and warmth. I also make sure to have hand sanitizer at all times.
Do you have any tips for less seasoned business travelers, who may not be familiar with rewards programs, TSA Precheck, or helpful travel apps?
Take the time to sign up for rewards programs now. Points do not expire for many programs, and in time they will accumulate for a free night at a hotel (hotels.com) or credit for a flight. Keep your reward numbers in an email or file on your phone to refer to while on travel. Download apps for airlines you use more often, as it makes checking in and checking the status of your flight easy. Finally, I’ve found Airfarewatchdog to be great for helping track price changes for airfare.
Many refer to business travel as a necessary evil. What have you found to be the benefits of face-to-face time spent with clients, partners, and colleagues?
Meeting with potential and current partners face to face is incredibly beneficial, as relationships are key. When a customer or partner has the opportunity to spend some time with you to discuss business, it’s also an opportunity to get to know the person you’re working with, ultimately building trust and creating mutually beneficial partnerships.
How do you take advantage of downtime during work trips?
Because I travel often, its necessary for me to take time to focus on work correspondence I’ve missed throughout the day. Once I get through emails, I enjoy exploring a new city and trying the local cuisine. Sometimes, I like to just lounge around the hotel and watch that Netflix show I’ve been wanting to see.
Is there anything you wish you had known earlier about business travel — or a myth that should be debunked?
Many people I connect with on social media see that I travel often and perceive it to be “glamorous,” but business travel often is not. Sure, we meet very interesting people, see exciting industry activities, and enjoy great meals and conversations with partners. However, it’s exhausting, the hours are long, there’s always lots of catch-up work when you return to the office, and it’s hard being away from your family. Once you get used to it, though, you adjust — rest when you can, prioritize tasks when you return to the office, and make sure you balance your work and family when you’re back from being a road warrior.
