Business Travel Tips

Organising your first business trip can be daunting but if you plan well, you’ll drastically reduce your chances of something going wrong. Work-related travel can be fun, and if you manage your time well, you’ll have an efficient and productive trip. If you need some advice for your trip, then take a look at these business travel tips for corporate travellers.

Follow the Corporate Travel Policy

If your company has a corporate travel policy, then you need to stick to it. They may have preferred airlines and other transportation companies, hotels, and booking sites, so get their approval before making any bookings or reservations. Ask what your company’s travel budget is and thoroughly track your expenses by keeping receipts and providing bank statements so they can reimburse you.

Plan Your Itinerary

Your company may request that you provide them with your itinerary before you leave for your business trip. Even if they don’t, you should create a schedule with detailed notes so you know when your flights are, which hotel you’re staying in, your booking and reservation details, what business calls you have and with who, and when your meetings, conferences, and presentations are.

Purchase Business Travel Insurance

Some companies don’t provide their employees with business travel insurance, so you may need to purchase it yourself and add it to your business expenses. Business insurance can mitigate issues to ensure that you face minimal interruptions when travelling.

Oasis business travel insurance will replace or repair lost, stolen, or damaged business equipment and will reimburse you for lost, stolen, or damaged business money. If your business equipment is delayed, your travel insurer will cover the costs of having an emergency courier deliver replacement equipment to you or cover the costs of hiring new equipment. They will also cover the travel and accommodation expenses of a replacement employee if you need to cut your business trip short due to illness or injury. you can read more about it in the policy wording.

Book Direct Flights

If you can, book a direct flight or a non-stop flight to your destination. Instead of having to make your way through multiple busy airports and finding departure gates, you’ll spend less time travelling so you can focus more on work. Taking a single flight reduces your chances of losing luggage or missing transportation due to delays. If a layover is unavoidable, make sure you have at least two or three hours between flights so you don’t have to rush to the next gate. If you choose to travel the day before any important work events, you’ll have time to eat, sleep, and freshen up the next day.

Back Up Your Work

Saving your work locally on your device is a terrible idea. If your laptop, tablet, or phone is stolen during your work trip, then important business information could be compromised if some uses it. You should set up two-factor authentication on your devices so no one else can log into them. If your gadgets are lost or damaged, you risk losing all your work. Back up everything and make sure its accessible from several devices. You should print copies of your important documents and any work-related information you’ll need, so you’ll always have them on hand.

Charge Your Laptop and Other Devices

You may find that you won’t have access to an outlet for a while, so charge your devices before you head to the airport. If you find an outlet or charging point in the airport lounge or boarding area, keep your phone or laptop plugged in. If you don’t, you may miss an important email or phone call to inform you that your hotel reservation has been cancelled or that the time of a meeting has been brough forward. Keep your devices charged in case of an emergency and so you can keep your company informed about any travel delays or changes.

Choose a Hotel That Accommodates Business Travellers

It’s important that you choose a hotel that provides comfort and a functional workspace. Many hotels cater specifically to business travellers, and the rooms often come equipped with a desk and free Wi-Fi. Some hotels will offer their buisness guests the use of an iron and ironing board, laundry services, and wake-up calls. Call ahead and ask if they have meeting rooms, a gym, and are near public transportation links. For longer business trips, you may want to stay in a serviced apartment instead.

Pack Smartly

Keep your electronics, travel documents, travel essentials, and a spare outfit in your carry-on bag. If you’re taking a long-haul flight, bring some lip balm, a travel pillow, snacks, and noise-cancelling headphones onboard to make yourself more comfortable.

Don’t just pack your work uniform or business suits in your suitcase; bring smart-casual outfits and evening wear in case your clients or representatives from another business invite you to lunch or to a party. Ask what the plans are ahead of time so you can pack appropriately. Pack some non-iron shirts and roll things in your bag so they’re less wrinkled when you unpack. Don’t forget to pack a travel adapter, so you can charge your electronics when you get to your destination.

Beat Jet Lag

The best way to beat jetlag is to get on the right time zone before you leave. Adjust your sleep schedule a couple of days before you leave and have your meals at the times you will eat when you’re away. Make sure you drink plenty of water before, during, and after your flight, and get up to walk and stretch on the plane every thirty minutes. You should avoid alcohol, especially if you have a meeting the same day as your flight. When you get to your hotel, make use of the gym, or go for a run to get some exercise.

Make Use of the Airport Lounge

If you’re lucky enough to have an airport lounge membership, use it. Instead of wasting time wandering around the airport, use the services provided by the lounge to be productive before your flight. Most airport lounges cater to corporate travellers by providing complimentary food and drinks, free Wi-Fi, outlets, and private workrooms with printers and scanners. An airport lounge is a quiet and private space for you to catch up on some emails and unfinished work. If you have any spare time before your flight, reach out to your taxi or car rental service, hotel, and conference centre to confirm all your bookings and reservations. You can keep an eye on your boarding time by checking the display screens around the lounge.

Use the Flight To Prepare

Shorter flights are perfect for preparing for your trip. If you’re going to be doing a lot of networking, take some time to research the company you’ll be liaising with and learn the names of the people you are going to meet. Go over your notes and your schedule, and set yourself some daily goals. Research your destination so you have a general idea of what you can do in your free time. Look through your travel itinerary so you know which part of the terminal you need to go to in order to pick up your hire car or catch a cab. If you feel that the stress is getting to you, spend the rest of your flight relaxing and preparing yourself mentally for the rest of your business trip.

Business Etiquette

Remember—you are a representative of your company. Not only is your reputation at stake, but theirs as well. If you’re travelling internationally, learn about the local customs and business etiquette of that country. For example, business people present and accept business cards with both hands in Japan. If you were unaware of this, you would risk offending someone, and that may get back to your boss. Educate yourself on the correct way to greet people, give and receive gifts, and learn about table manners. Always be on time, get to your meetings early, and be polite and gracious, no matter how jetlagged or sleep-deprived you are. It’s also a good idea to learn the language to aid in communication.