No matter where a business trip takes you, representing your organization on the road is an important responsibility. Between making reservations, checking airport logistics, gathering meeting materials, and packing — clothes and charging cords — the prospect of travel may leave you feeling overwhelmed. With some tried-and-true tips, you can confidently set off on a successful trip.
Understand Company Rules
Business travel is a huge part of a company’s expenses, so when 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 Quality Rolling Bag
Time is critical, and you don’t want to be bogged down with tracking lost luggage or waiting for checked bags, so carry-on is the way to go for business travel. 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 by packing a few pieces of versatile clothing (wrinkle-free is key) that you can mix and match. Your office may be casual, but the client you’re visiting could have a more corporate standard. Check the weather forecast and dress code at your destination to be certain what you’re planning to wear is appropriate.
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. Consider arriving the night before a presentation so there’s no worry about weather or traffic delays. If a full night isn’t possible, ensure you choose flights, trains, and ride shares with ample time to comfortably arrive at your meeting. Late arrivals are not only unprofessional, they also can leave a client with the impression you don’t care. With some planning and careful attention to distance and time tables, you’ll be prompt and less stressed for your appointment.
Join Loyalty Programs
Even if you don’t travel frequently, it pays to join hotel, airline, and car service or rental loyalty programs. Most program are free and easy to set up through the company’s app. Simply having a membership can get you perks like upgrades, free Internet, and in-room amenities. Additionally, program members can expect faster attention if an issue arises.
Get Enough Sleep and Water
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 foods rather than sugary treats or junk food. Drink lots of water, especially during and after a flight. Fend off any anxiety you may feel about your meeting naturally by exercising in the hotel gym or swimming pool, or walking around the neighborhood where you’re staying. Remember, you need to stay fresh on the road to do your best. Be sure to get a good night’s sleep, which may mean bringing along an eye mask or earplugs. Taking care of yourself is critical to taking care of business.
We spoke to a group of road warriors about what they’ve learned over their years of business travel. Here are some tips they shared.
Be prepared for cool indoor temperatures. Regardless of season or location, planes, trains, office buildings, and especially conference centers are often quite cool. Pack a sweater, shawl, or blanket for airplane comfort and warmth. When you head to your meeting or conference, be sure to take along a sweater or shawl to throw on if needed.
Take advantage of rewards programs and travel apps. Take the time to sign up for rewards programs before you leave home. Typically, points do not expire and in time they will accumulate for a free night at a hotel or a credit for a flight. Pro tip: Keep your reward numbers in an email or file on your phone for easy reference while traveling. Also, download apps for airlines you use, as it makes checking in and checking the status of your flight much easier. Finally, set up rideshare accounts prior to leaving to smooth your ground transportation throughout your time away.
Remember your mission. Some people refer to business travel as a necessary evil, but meeting with potential and current partners face to face is incredibly beneficial. In any type of business, relationships are key. When a customer or partner has the opportunity to spend some time with you in person, it’s an opportunity to discuss business as well as to get to know the person they’re working with. Ultimately, business trips help build trust and create mutually beneficial partnerships.
Use your downtime wisely. Just because you’re not in the office, doesn’t mean the work there stops. Take advantage of your downtime to focus on work correspondence you’ve missed throughout the day. After responding to messages, explore the city and try the local cuisine.
Keep it real. Being on the road may seem special and exciting to onlookers, but often it’s not. While it’s a chance to meet interesting people, see exciting industry activities — and enjoy great meals and conversations with partners — it’s also grueling. 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.
