The ultimate guide to traveling for work: 35 best tips for business travelers
Before you start planning your trip, make sure to check your company’s corporate travel policies, which will outline the rules, procedures and “do’s & don’ts” when it comes to corporate travel. This often includes things such as where to book your trip, who needs to approve it, what expenses you can claim a reimbursement for, and how the reimbursement process works.
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This is one of those packing tips that can easily help you save lots of extra time and reduce your traveling stress. Did you know that over 2.8 million bags each year are lost by airlines in the US alone? If you want to avoid going through the hassle of losing a bag — and definitely losing an average of 30 minutes at the luggage claim — then keep it simple, pack light, and stick to carry-on luggage.
Keep your essential items, such as toiletries and medicines, always at hand and ready to pack. If you travel often, it’s a great idea to keep duplicates of these items in a carrying pouch or case which you only use for your trips. That way, when you’re packing, you can easily grab what you need and go.
Boarding passes, IDs, important documents, your phone, agenda, credit card, wallet, earplugs — pack them together where you can always easily find them when you need them. There’s nothing worse than not being able to find your ID when you get to the gate, and delaying the boarding while you unpack everything in a burst of panic!
Even if the dress code at your meetings is always business attire, there might be occasions when you’ll have to dress casual too — and you don’t want to "waste" business clothes for these occasions. Besides, you never know when your clients might invite you to a casual meal or activity!A good backup casual outfit can also be great for dinners out by yourself, unwinding in your hotel room when a night finishes early, or squeezing in a workout.
Security checks can be very strict. In many cases, you’ll need to removeall liquids, electronics and even chargers of your suitcase to be scanned. To make your way through security checks as quickly as possible, keep all of these items in easy-to-reach locations so they’re ready to unpack at security when the time comes.
Whether it’s your bags, your clothes, your meals, or your sleep and skincare routine, make sure you have all the basics you need in order to feel comfortable during your trip. A little sense of home goes a long way! And if you do travel frequently for work, having duplicates of your favorite items, such as a favorite sweater, skincare products, or so on, can help you feel more at ease when you travel.
Are you a member of any loyalty programs? Make sure you check out the advantages you can benefit from as a frequent flyer, which could really upgrade the quality of your trip, from higher class seating on-flight to airline lounges and more. If you’re not, consider signing up. For one thing, you can use the points from your upcoming trip to start saving. Also, membership can sometimes give you great perks even if you haven’t accumulated any points yet.Pro tip: even if your employer books your travel for you, you can still add a frequent flier number or loyalty program number to the reservation and earn the points and perks.
Sounds basic? Yes, but you never know when a delay, cancellation or work-related issue that requires you to use your phone might come up! It’s easy to think “Oh, I’ll charge it at the airport,” and then get stuck without an outlet right when you need it most. So make sure you charge all your electronic devices before leaving your house, and throughout the trip when possible.
Whenever possible, choose direct flights and avoid layovers. You’ll spend less time traveling and you'll be able to arrive better rested. Plus, you’ll have better chances of avoiding delays, cancellations, overbookings and lost luggage situations.
Offering a comfortable space, Wi-Fi connection, outlets and charging stations, food, drinks, showers and sometimes even spas, airport lounges can definitely enhance your business travel experience! They’re a great way to relax before your flight or catch up on last-minute work when necessary. Access to airport lounges is usually included for business class passengers, but can often be purchased separately as well.
If you don’t have time or you don’t know if you’ll be able to get your suit ironed before your business meetings, then bring it with you on the plane in a suit bag to make sure it arrives wrinkle-free. Check your cabin allowance beforehand to make sure you can bring it on board. Another popular option is wearing it during your flight to avoid getting too many wrinkles on it.
This has never proven to be a bad idea! You never know when you might need it since it can be difficult to find an outletwhen you’re on the road for long periods of time. This also avoids the unfortunate circumstance of being stuck at the airport, unable to work, because all the outlets are occupied.
You want to look your best at that important business meeting, but we all know those hair products from the hotel probably won’t cut it. Even if your hotel offers many quality toiletries, there’s nothing like your own products, which are the best match for your needs — so bring them along!Buy travel-sized versions, or decant them into smaller, travel-sized containers specifically for your travel bag. Bonus: you’ll feel much more confident and comfortable having your familiar products on hand.
For many business travelers, a work trip often means irregular meal times and unhealthy snacks. With a little preparation, you can actually avoid this: pack enough healthy, balanced snacks to keep with you not only on the plane but also throughout the duration of your trip. Not only can this help you stay healthy while traveling frequently, but it also helps you feel and perform your best during a jam-packed schedule.
Especially if you’re traveling on a long flight, your seat selection can make the difference between a decent and an uncomfortable flight. There are dedicated websites where you can find the best and worst seats for your flight in particular, so check these out before selecting your seat.
You’ve prepared your speech and you have all your stats ready, what else? Depending on where you’re traveling, business etiquette can be very different from your own country. Make sure to check the basic rules beforehand, so you’ll be able to shake that client’s hand — or not — with confidence!
From your company’s travel and expense management software to your hotel and rental car providers, today’s apps can give you access to so much more control and options on-the-go. Keep the best apps for business travel downloaded on your phone so they’re there when you need them — apps like Uber, LoungeBuddy, Expensify, and of course, the TravelPerk app are a must.
If you’re traveling abroad, chances are the electric outlet system is different. Make sure you pack an international power adapter to connect your devices, but also to prevent them from breaking due to voltage issues. You can find converters that are specific to the country you’re traveling to, or — our recommendation — buy a universal converter that offers all the most popular outlet options in one small unit.
Early check-in isn’t just great for flights! With TSA Pre-Check, your hotel or even your car rental — if it's possible to check-in beforehand, then don't hesitate to do it. If you do a lot of international travel, consider getting Global Entry to breeze through customs checks. It will save you precious travel time and eliminate a lot of hassle during your trip!
Drinking enough water and staying hydrated is key to preventing jet lag, but not only that: staying hydrated is also good for cardiovascular health, your skin, and your overall mood. Plus, hydration is key to optimal focus and brain functioning, which is definitely a must during that important business meeting. Bring a reusable water bottle to fill during your trip — it’ll save you money, time and hassle, and it’s a more eco-friendly option for sustainable travel.
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While drinking copious amounts of coffee during your flight will definitely not help, sometimes you do need it — especially when you have no time to take a nap before your business meeting. If you’re rushing straight from the tarmac to the boardroom, try drinking coffee two hours before the meeting for maximum effect.
If you weren’t able to get a non-stop flight, don’t fret: you can put that layover to good use. Use it wisely to catch up on emails and calls. This way, you’ll be up to date on any important news and changes to your business trip. You'll also be able to avoid the stress of having to deal with an endless list of emails to answer when you finally arrive at your destination.
Sitting in the same position for hours on end can have terrible effects on your circulation, your back, and your neck. And who wants to arrive at their important business meeting with a stiff neck? Take time to stretch every now and then throughout your flight, and you’ll feel much better. Better yet: do a little evening yoga each night during your trip to alleviate the effects of long-term travel and keep yourself healthy.
This is one of the few key tips that make all the difference when it comes to fighting jet lag. Try to adapt your meal times to local times at your destination as soon as possible, even before your flight. Adjusting your meal times will tell your body when it’s time to wake up and be active, or when to sleep. Not hungry? A small snack, a smoothie or protein shake, or a light meal help too.
Some studies suggest that exercise can counter the effects of jet lag. In particular, exercising in the early morning (around 7 a.m.) or early afternoon (between 1 p.m. and 4 p.m.) pushed the circadian rhythm to an earlier time, while exercising between 7 p.m. and 10 p.m. had the opposite effect. So if you’re traveling east, opt for an early morning workout. If you’re traveling west, try working out right before you head to bed.
After a long, exhausting trip you might be tempted to sleep as soon as you arrive, no matter the local time. Avoid doing this at all costs tolet your body adjust to the new time zone as soon as possible. Instead, try sitting in the sun, drinking a tall glass of water, or going for a walk. If you know you won’t be able to stay awake when you land, try to time your flight to land in the evening local time — that way, you can go right to bed while still giving your body a chance to adjust to the local time.
Staying physically and mentally on top of your game is important to make the most out of all those business meetings. That’s why it’s a good idea to take your most important daily routines from back home on your business trip. Some examples might be meditating, practicing yoga or going for a morning run. Hotel gyms can make it easier to work out, but don’t be afraid to explore your host city via a morning walk or run either!
Every expense that is being paid for by your company needs to be documented. No receipts, no reimbursements is a pretty standard rule. This is why we recommend you take a picture every time you get a receipt. This way, even if you lose the paper version, you will always have the picture to prove your expenses.
That means: don’t scatter them around in every possible pocket! If you need a paper version of all receipts, make sure to bring an appropriate folder or envelope where you can keep them.
Especially when you use your work computer and access work-related information, make sure your antivirus is up to date and you have a firewall to protect you from anyone accessing your data. If you’re traveling to another country, a VPN can help you make sure you’re able to access everything you need to.
Need a better working space than your hotel room? A last-minute meeting came up and you don’t know where to receive your guests? A coworking space is probably your best option. With new shared office spaces popping up in all major cities, it shouldn’t be too difficult to find.
Once back home, it’s time to do the expense reporting. If you’ve followed the previous tips and kept good track of your travel expenses and receipts, it shouldn’t be that complicated. However, make sure to do it in time and check that nothing is missing!
If your business partners and clients made sure your business trip was successful, send them an email to thank them for that and for their time. They will definitely appreciate it!
Did you enjoy your stay at the hotel? Was your customer care agent nice to you? Be kind and leave a good review! You might be back at the same hotel next time, and it will give them something nice to remember you for. It’s also a great way to support other business travelers as they look for work-friendly options to stay.
We hope you found these business travel hacks helpful! Now it’s time to put these travel tips into practice on your next business trip: wherever you’re traveling, we wish you a comfortable and successful business trip.Want to make business travel even easier? TravelPerk can help — our all-in-one travel management platform helps business travelers book their own travel in line with company policy, get reimbursed faster, and easily keep track of itineraries and plans. That’s how GetYourGuide gave employees more autonomy, while gaining more flexibility and cost-savings for their company. TravelPerk makes it all possible.
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