Travelling for business can be stressful, whether you have a lot of experience or none at all.
Whatever the case, we could all use a few tips on how to best prepare for and manage the logistics of a business trip.
Curious about how to travel smart for your next business-related journey?
Here’s what you’ll want to know.
Itinerary and Reservations
Business trips aren’t the right time to be spontaneous or go with the flow.
One of the best things you can do is plan your itinerary: know how long it takes to travel from one point to another so you’re on time for your meetings or conferences, and plan accordingly.
Whether or not your clients will be joining you for meals, it’s still a good idea to research restaurants near your hotel and make reservations in advance. Having your clients wait a long time for dinner isn’t professional, and it’s no fun to be hungry and waiting after a long day in meetings.
The Right Booking Platform
When it comes to planning accommodations for business travel, not all platforms are created equally.
Most hotel booking platforms are created for personal travel, and don’t take the needs of business travelers into account.
Try a platform like Hotel Engine, which is designed for business travel needs like group bookings, and doesn’t tack on any ridiculous fees for this specialized service.
Transportation Plans
Knowing how you’ll be getting from point A to point B can make a huge difference in whether or not you’re on time, and being on time is both professional as well as respectful to your client.
Before your trip, research the best transportation method for the area. It might be a rideshare service, taxi, or public transit. Consider having a backup plan in the event your first choice is unavailable or delayed.
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Relevant Contact Information
Don’t forget to reach out to the colleagues who will be travelling with you and save their contact information before your trip.
It may seem excessive, but you might want to write down this information, too: you never know when your technology will fail, break, or be damaged. For this reason, you should also keep a physical list of phone numbers for family and emergency contacts.
A Smart Packing Strategy
Everyone wants to be well prepared for a trip, particularly when it’s for business purposes. But overpacking can cause just as much of a headache as being unprepared.
Avoid this kind of stress by having a smart packing plan. Research the local weather, consider the events you’ll be dressing for, and pack as lightly as possible (carry-on is ideal to avoid luggage delays).
Apps, alarms, and Notifications
Since your phone is your most immediate and accessible source of information, be sure to download any relevant apps that can provide you with information on-the-go.
This includes airline apps, local weather information, foreign language translators, and itinerary planners.
Turn on push notifications so you’ll be reminded of upcoming events.
Arrangements With Your Bank
Most banks will flag any transactions that occur in a location far from where you live, and they may even disable your credit or debit card as a result.
Before your trip, notify your bank and credit card companies that you plan to travel by giving them a call or using their app or website.
Doing so avoids the embarrassment and hassle of dealing with bank issues while you’re traveling with colleagues or entertaining clients.
Upgraded Phone and Data Plan
Make sure that your phone and data plan includes coverage in the location you’re traveling to. If it doesn’t, upgrade before you go.
Most major carriers offer affordable, temporary upgrade plans designed specifically for travel. In many cases, you can take advantage of these offers by enrolling online. Depending on the location, however, you may need to call customer support to enroll.
A Way to Track Expenses
Regardless of whether you are using a corporate card or your own with a reimbursement policy for travel expenses, you should track every purchase related to your trip that doesn’t qualify as personal.
If your employer wants to see physical receipts, you might consider bringing a designated protective envelope for keeping them organized. There are also apps and platforms that offer expense reporting services and make it easy.
A Safety Plan
You may be traveling with colleagues or alone, but either way, it’s crucial to have a safety plan in mind.
This includes communicating when your group splits up and when you’ve all arrived safely at your hotel rooms. Make sure you all have one anothers contact information before the trip.
If you’re on your own, try to avoid activities in areas you aren’t familiar with and consult the concierge at your hotel about safety precautions.
Conclusion
Business travel can be intimidating, but with the right tools and planning, everyone can enjoy a successful trip. Keep these tips in mind the next time you’ll be traveling for business, and you will avoid the stress of unexpected mishaps or being unprepared.
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