Insider Tips for Business Travel

As with any area of specialization, there are business travelers who always seem to know what they are doing and those who constantly seem to be in a state of crisis.  The business traveler who has been at it a while figures out some insider information that not many travelers know.  These little travel secrets make the world of difference when traveling.  And you can bet they are not going to share this information with just anyone because this is the kind of information that can change the nature of your business travel forever.

Your laptop is a crucial piece of equipment as you travel.  In an airport emergency situation, your wireless laptop can be used to change reservations so you can avoid those long lines to get on the next flight out.  You can reserve a rental car or snag one of the few remaining hotel rooms in town right from the comfort of a seat at the airport.  Then the savvy business traveler can casually stroll to his or her designation as others around them panic because they knew how to leverage technology and the internet to bail themselves out of a crisis situation.

But one aspect of using your laptop to rescue yourself when the airport is in shut down is the limited power of laptops.  To see your battery go dead just when you needed it the most is like watching your ship sink as the sharks circle the lifeboat.  What not many people know is that there are open electrical outlets in airports that are there for cleaning crews if you know where they are.  Usually these outlets are just under the windows that overlook the landing strips so if you can secure a seat near these outlets, you can charge up your laptop and keep your lifeline to the world alive.

Business travelers also know how to take full advantage of resources that are made available to business travelers exclusively.  Find hotels that cater to the traveling businessperson.  These hotels will not have amenities for families nor are they trying to bring in busses of teenagers on the way to camp.  So you can find a hotel with much fewer young people making noise and being a nuisance when you are trying to focus on business.

In addition to using businesses that cater to the business traveler, take advantage of frequent flyer and priority clubs that many airlines and hotels offer.  If you are going to travel a lot, you can rack up some credits on those clubs, which can result in upgrades to first class, better accommodations or free services when you stay at your selected hotels.  They win because they capture your travel dollar.  You win because you get pampered for a while.

You can gain a lot of convenience and reduce your hassles by using a less popular airport to come into town.  By utilizing an airport in a smaller town near by and renting a car, you get out of the congestion of traffic and can drive to your destination without that exposure to the masses all pushing and shoving to get through the major hubs.

Extra copies of travel documents can speed things up a lot especially if you are leaving the country.  Often when you are going through customs, you must surrender your passport so the customs agent can make a copy.  So you make a copy before you get there and give it to them.  With a quick scan, they can confirm that it is a legitimate copy and have you on your way much quicker.

Don’t overlook how public transportation can bail you out of dealing with a lot of traffic in large city situations.  In Washington or New York, the subways work exceptionally well.  If you can get out of the airport area via mass transit, you can find a rental car location in town and conduct your business with less wait and without the traffic jams you would face at the airport.  Plus airport rental car sites are more expensive than those in town.

These little tips can go a long way toward making your trip less of a hassle, less expensive and more successful.  By knowing how to get around the big crowds and use the resources made available to business travelers, your trip will be more efficient, more relaxed and more successful.

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Flying Into Danger

It’s not something we like to talk about but bad things happen to good people, even good business people who are just out on the road to pursue the prosperity of their company.  But in some cases, there may be some real travel threats on your route to your business destination.  This is especially true today in the age of terrorism where a trip to Europe or the Middle East can mean some very real danger may loom as you travel.

It is our job as responsible adults to think about the dangers that could happen on an upcoming business trip and assess that danger and either approach the business objective differently or prepare accordingly.  The first step if you suspect that your next business trip may be hazardous either from political unrest, bad weather or other reasons, is to do an honest review of the importance of this trip.  If you can accomplish he goals of the trip without putting yourself or your business associates in harms way, that would be preferable to a potential disaster on the road.

If it looks like the trip is still a go, be sure you learn all you can about your destination, recommended safety precautions and the nature of the potential danger.  The US State Department keeps their web site up to date on the nature of potential security risks at http://www.travel.state.gov. 

The next step for preparing for a business trip that may be hazardous is to double and triple secure your documentation.  You can make copies and scanned images of your important personal documents such as your passport, visa, driver’s license and other crucial identification cards that you must have overseas.   By leaving copies of these at home where a contact person can access them and uploading digital copies to a public folder that you can access anywhere you can find the internet, you give yourself a safety net should those documents disappear.  Also review the status of your travel documents and get y our renewals done now if there is any chance one of them will expire as you are out on the road.

If you are traveling to one or many foreign countries, make yourself familiar with the location and phone numbers of the US embassies in those countries.  By having that information on your person as you move from country to country, you are ready to move swiftly should you need to call on them to help you out of a jam. 

If you do encounter trouble and require medical help, you should have on your person your crucial personal data that can be used to quickly get you help.  You can print up a card with your name, names of who to contact in an emergency, blood type, medical details such as allergies that should be noted, important medicines that you may have that can help you if you are in physical need and anything else a lay person might need if you are in a far away place in critical need.  For even more security that this card is able to communicate your critical data, you can have it translated into the language of the country you are visiting so there is no delay as local health or public service persons work to get you help.

The more you do to prepare for your trip, the better prepared you will be to respond to trouble or even avoid trouble entirely if it occurs.  By understanding the local customs and what to do in an emergency situation overseas, you can respond calmly and quickly to crisis and secure yourself, your business associates and property early and quickly.  Then if danger does rear its head, you will be well prepared to lesson its impact on you.

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Controlling Business Travel Costs

Sometimes when we are traveling on business, it is easy to let costs get out of control.  But if you are working from a per diem or have other constraints on your travel budget, you should learn some cost cutting methods that you can put into effect that won’t make your life miserable on the road.

These cost-cutting ideas are not just to stay out of trouble with the budget people back at the home office.  Often businesses have a set budget for business travel and once it is gone, no further trips can be made during that budget year.  So if you anticipate the need for more business trips in months ahead, it is prudent to keep an eye on costs as you go so you can conserve that limited budget to facilitate important trips yet to come.

Economizing on the road can be difficult because you are put right in the middle of the hospitality industry which, while good at making you feel comfortable and providing for your needs, hotels and restaurants are also good at running up your tab.  But there are some easy ways to sidestep a lot of unnecessary spending so you can stretch your business travel budget.

* Eat before you go.  Airport restaurants or snack bars are notoriously overpriced.  So even if you are leaving early in the morning, have breakfast and get well satisfied before leaving home so you don’t have to buy food en route.

* Wise packing.  Think through your life in the hotel and on the road.  You can buy travel sizes of almost everything you will need.  Moreover, you can pack some light and easy to carry snacks such as trail mix, candy bars or nuts that can be used to tide you over during the trip until you can get a good meal.  By being self-dependent during the trip, you save a lot by not using airport services.

* A hotel is just a bed, a shower and a TV.  When booking your accommodations, think about where you should stay.  If you don’t need a luxury hotel, don’t book one.  If you are just staying the night in one place and then moving on, a clean, well run motel can take care of you just as well as the executive suite at the Hilton.

* Share that ride.  If you are traveling as a party or you are meeting business partners at the destination, you can share cabs or rental vehicles and save business costs as well as conserve on burring fossil fuels unnecessarily.

* Markets and delis.  You can even eat economically in a big town like New York or Orlando by using the same sense you have at home.  By taking an early trip to a nearby grocery, you can stock your room with fruits and travel foods and cut down on the amount of meals you have to eat out.

* Public transportation.  If the town you re traveling to has safe and workable subways or other public transpiration, that can be much more efficient for you than renting a car.  Washington DC for example has outstanding rail transport that you can use rather than rent a car.

By using some of the same good common sense you use at home to keep expenses under control for your home budget, you can not only live inexpensively on the road, you can actually live better.  And by not allowing yourself to be overcharged for some very basic goods and services, you will feel better about your business outing and become known in your company as a smart traveler.

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Business Trips Don’t Have to be All Business

It’s important to know your objectives on a business trip and to set out with those goals in mind and to accomplish them.  But along the way, something rather amazing happens when you travel on business.  You may get to go to some pretty amazing places and get chances to see things you would have never sought out if you have your wits about you as you travel.

Business trips don’t have to be all about business.  There are times when you have completed your work and you can take in some of the local color, attractions and good food as part of your visit to an area.   The first resource to tap to find out what is really cool to enjoy in the city or town you are visiting are the locals.  If you go to a far away town to conduct business with a partner or vendor, they are often more than happy to show you the lay of the land and what is fun to see and do in town. 

If you can secure the evening of a local in your destination town, you can get quite an amazing tour of the area and see things that tourists may never find.   It isn’t that hard to woo a local to be your guide.  If you have expense account money, you can arrange to buy your guide dinner on the company dime.  They get a good meal for free and you get a guided tour of the area.  The first lobster I ate in Boston happened when a person in the office I was working with took me to see the sights and find the best lobster in town.  She got a great meal and I enjoyed the local haunts of one of the great cities in the country.

But don’t be afraid to be a tourist if you are in a great city and you want to see the big sites.  If you are in New York and you want to take the tour of the Statue of Liberty and the boat ride around the island, by God, you just do that.  It can be a fine memory of your visit to the town and after all, you worked hard on your business objectives while in town so your entitled to some relaxation.

One of the best ways to get some free time to enjoy the local events and attractions is if you are there on Friday but your work must be continued on Monday.  Most businesses would rather pay for two nights in a hotel and meals rather than fly you home and back out again.  So you can keep your rental car and have two days to simply be a civilian for a while and really explore the local haunts.

To find those unique events in town that not many know about, read the local paper and look for those little local culture or arts papers like the Village Voice in New York.  These papers will carry details of festivals going on around the area, what is happening in the clubs and theaters in town as well.  You may find a regional celebration not far away that you can be part of and pretend to be a local for a few hours and have plenty of fun along the way.

If you do have a couple days to explore, don’t be afraid to travel a bit to see some things not that far away.  On the east coast, a trip up Highway One will move you through some of the most scenic New England towns you can imagine.  And you can linger and take a whale watching tour if you want to.  If you already have a rental car, usually it is no more expense to use it to see the state or go to the coast nearby where you are doing business.  At most it might cost you a tank of gas and for that you may get so see one of the great sights in the country.

Take advantage of your business travel to see the world, have some fun and as the song says “stop and smell the roses along the way”.  If you do, you will come home with successful business to deliver to your company and a nice set of new memories to keep for a long time to come.

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Business Travel on Short Notice

In any travel situation, the further in advance you can plan your trip, the better you will do on all of your accommodations.  But in the world of business, it often occurs that you have to get to a destination immediately and the ability to move swiftly is critical to the success of the business goal.  The good news is that you can do some preparations well in advance for short notice business trips so you are not caught completely without a plan.

You don’t want to have to flounder around about how to book a flight and where to stay if the business journey looms suddenly and immediately.   Short notice business trips seem to be endemic of certain industries and job descriptions so if you know you will go through this drill often, you can make some arrangements far in advance so you have a checklist of just what to do when you find out that you must be at your destination virtually immediately.

First of all, in a short notice travel situation, economy takes a second priority.  Your employer knows that if you have to book full fare on an airline to get to your destination at a specific time, the higher expense is unavoidable.  Make sure that your company travel policy has some clauses to put aside travel budget limits in such a scenario.

The part of the trip where you will have the least “wiggle room” will be airline accommodations.  Of course, you can use the big internet search tools like Travelocity or Orbitz.  In general, those are good places to start to find what airlines do have flights at your specified times.  But once you pick an airline, working through the airline’s web site directly will show you the most options they can offer and sometimes provide you with better fares, even on short notice.   Be sure you watch the travel details closely so you don’t find yourself enduring long layovers that are going to jeopardize the tight timetable of the business meetings you need to attend.  If necessary, spend the money on nonstop flights to assure that the business goal of the trip is top priority.

Do your homework about hotel accommodations well in advance.  If there are likely destinations that you could be called upon to go to quickly, you can do your research on the closest hotels to the business site so you cut down on commutes once you are there.  By having your target hotels bookmarked and the phone numbers on file, you can quickly call and set up your accommodations in a matter of minutes.  But if you find that your best choices for hotels are booked up on the days you will be at your site, call them anyway.  A good hotel will call around to other hotels in the area and get you a room as close to your destination as possible.  They can save you hours of frustration searching for a replacement room.

Rental cars are usually not as much of a problem.  It’s a good idea to call ahead and get a reservation but short of a major convention or sporting event in town, there are so many rental car agencies that you should be able to find a car to rent even if you don’t start your search until you are on the ground at your destination city. 

You can make other preparations for the possibility of a short notice business trip like having your toiletries and personal affects you always travel with packed and ready to walk out the door.  By having your travel clothes ready to go, you can virtually walk home and walk out in a matter of minutes for a short notice business trip because you are that well prepared.

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Battling Travel Anxiety

The classic anxiety story about travel involves being on the road for a while only to suddenly remember that you forgot to turn off the oven.  While that is a domestic story, there is just as much or more anxiety that can go into getting on the road for a business purpose as there is for private travel.  The details that must be taken care of to put a business trip on the road can be overwhelming.

It is easy to develop an anxiety complex when going on a business trip and get to where you are in a constant state of stress and worry that you have forgotten something or that there is an important detail that was left undone before you left.  This stress anxiety can be destructive to your business goals for the trip.  So you need some basic concepts that you can go back to just before the business trips gets underway and as you get on the road so you have some ammunition to combat travel anxiety en route.

* Call in the troops.  One big way to stop travel anxiety in its tracks is to utilize your business partners to help you prepare for the trip.  It is likely that a number of people in your chain of command or in your department have a vested interest in seeing the trip you are setting out to accomplish is a success.  Use their help to plan the trip and to develop detailed check lists of what has to happen before you leave and what has to go with you.  Then on the day before you depart, meet with those associates and review those lists.  As you check off each thing, insist that your associate initial the list to validate that the detail was taken care of.  Then take the list with you.  By consulting it often, you can calm yourself that you did take care of all the details along the way.

* Did you forget your head?   Ok so you have a good system in to make sure all of your business needs are covered, the next level of anxiety comes when you are sitting on the airplane and you wonder if you packed everything you need for travel personally.  There are a couple of antidotes to this type of travel anxiety.  First of all, use a similar check list system to assure you have what you need on the flight.  You can develop a travel check list that you maintain and update from business trip to business trip.  As you use that list each trip, you will discover any missing items or things to do and update the list.  And by checking each need off as you take care of it before you travel, you can calm that nervous system of yours that you have done everything so its time to relax.

* What do you really need after all?  Second of all, if that check list system has dozens of items and issues on it, much of that can be eliminated by that simple question.  The truth is there is very little you really need that you cannot get there if you forgot something at home.  You must have your airline tickets, your driver’s license and credit card and any special medication that cannot be found at your destination.  If you have plenty of credit, there really is little else you cannot buy at your destination point if you forgot something or other.  Comfort yourself that the trip won’t grind to a halt if you forgot something.

* But what if?  That question literally can drive you insane.  If you let yourself start thinking about whether the plane will crash or if your dog dies while you are away or the hundred of other “what ifs”  that might happen, you will turn into a ball of anxiety before the first flight is done.  So the answer to “but what if?” is “that has not happened so far and the odds it will happen this time are remote.”  Use some logic and adult thinking to combat emotional urge to worry.

The urge to worry is natural in all of us.  Its part of your urgent desire to do well on the road.  But make one of the things on that check list of things that must happen for this business trip to be a success just one word which is “RELAX”. 

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Are Travel Agents Obsolete?

It seems you cannot watch television for more than an hour without seeing an advertisement with William Shatner talking about Travelocity or that silly gnome talking about Orbitz.  These travel web sites have been very successful at facilitating travelers to book their own airline and hotel reservations online.  So with this huge push from the internet to take over the travel industry, one has to ask, “Are travel agents obsolete?”

If you have browsed some of these travel sites, you have observed that they are amazing in the diversity of travel options that they make available.  And it is impossible to deny that many thousands of people have taken advantage of these services.  As a business traveler, however, your needs are somewhat different than the typical airline passenger.

There are some very specific services that a living and breathing travel agent can provide that simply cannot be replicated by an automated web site like Travelocity or Orbitz.   Some of those services that a seasoned business traveler would be hard pressed to live without include…

§ Focus.  You as a business traveler are not arranging this trip for entertainment.  You have specific business objectives in mind.  So if you must take time away from preparation for  your business task to worry about travel itineraries, hotel and rental car reservations and the like, that is time that you are not being productive for your business.  If you can call a talented travel agent who knows your travel profile well and delegate those arrangements to that agent, they do their job in finding just the right accommodations for you and you are freed to do what you do best, focus on your business and the upcoming business trip.

§ Economy.  It is difficult to find that balance between finding the accommodations that fit the demanding schedule of a businessperson on the road and is respectful of the companies travel budget as well.   If you use an automated online travel service, you may have to sacrifice convenience, schedule or location for economy.  A good travel agent will work hard to get you the right itinerary while getting as close the corporate travel cost restrictions as possible.  And they will do it without taking up a lot of your time.

§ Back up.  You don’t need help if your trip goes completely as planned.  But if you encounter problems on the road, you can find yourself in need or rescheduling flights and finding new accommodations to work around canceled flights, weather issues or other unexpected interruptions to your plans.  These travel disasters are not mindful of your tight deadlines to meet your business goals.  But if you have a travel agent who is dedicated to providing you service, he or she can find those alternative routes and resources to do all they can to get you to your destination so you can conduct your business on time.

§ That personal touch.  You may have travel preferences that you want to achieve with each trip you take.   A travel agent has your profile and your travel history so they can do what they can to accommodate your preferences.  But moreover, if you have specific special needs such as a diet limitation or a need for accommodation due to a disability, it will be a travel agent that sees to it that your needs are provided for and you are well taken care of on the road.

§ Complications.  If your travel itinerary involves making connections with other business partners who are traveling from diverse offices, complex travel schedules and itinerary challenges that just cannot be described to the generic screens of an online travel service, you can explain these complications to your travel agent and they can work with other travel agents working to organize the meeting and see to it that your itinerary meets your requirements.

While the online travel services do provide a valuable and affordable alternative to the general traveling public, it is easy to notice their limitations if you are trying to book a trip that is tricky or if you have specific needs that the screens do not anticipate.  That is why working with a human travel agent guarantees that this travel professional will dedicate themselves to the task of making sure your trip works to your specifications and that you get to your destination ready to conduct business and be successful in your achieving your goals.

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A Corporate Travel Policy that Works

It is a myth that employees who travel on business resent the corporate travel policy.  The truth is that employees like to know what is expected of them and how to comply with a corporate policy as long as that policy is fair and gives them the ability to do what they need to do on the road.  So a well thought out corporate travel policy is a benefit to the company and the business traveler alike.

If it has been given to you to put together a corporate travel policy, your mission from the stand point of the company is to develop a policy that standardizes business expenses, eliminates waste and excess on the road and puts some controls around that part of the business expense picture.  So there are some definite focus areas you should include in the stated corporate policy including…

* Reservations.  The business can utilize a travel agent that is looking for the best deal for the company.  The best rates can be identified and taken advantage of but only while making sure the business traveler’s needs and the business objective of the trip are satisfied.  Requiring that employees utilize the corporate travel agent again is not unfair and it clarifies for the employee how to handle the situation.

* Use of credit.  It is a bit of effort and expense to set up corporate credit cards that you can require your traveling employees to use.  But by trapping expenses to the corporate account, you can get a record of a most of the business expenses that the employee is incurring.  Many of the expenses of travel such as airline and hotel can be directly billed back to the company thus taking the issues out of the hands of the business traveler.

* Travel rewards.  If you have your corporate travel coordinated by an internal or external travel agency, corporate accounts with the major airlines can be established so the frequent flyer miles can be collected by the business.  As such, the business can redeem those miles and realize those benefits as a significant discount to apply against the travel budget.

* Per Diem.  Your corporate travel policy must communicate clearly to the traveling employee what their limits are for hotel, rental car and meals on the road.  You want to head off before it starts any tendency by the employee to go overboard with daily expenses.  This part of the policy should be reviewed annually to update to current costs.

* Reporting.   One of the chief complaints employees have about corporate travel policies are that the expense reporting system is cryptic and hard to fill out.  You will give the employee a standardized form that each traveler in the company must fill out to get reimbursed for expenses while traveling.  But review these forms and even design your own so the format is understandable and you have categories to cover all types of expenses the employee might encounter.
Along with these general categories, your corporate travel policies should include some leverage for employees who are faced with exceptional situations.  Room and food expenses can vary widely depending on where the employee must travel.  So you don’t want to set the hotel limit to $125 per night because it is reasonable to stay in a comfortable hotel for that rate in Lincoln Nebraska but enforce that same limitation for an employee who must do business in New York City. 

By creating a policy that in general protects the corporate budget but is also workable to employees who are about the company business, you will have a tool that will serve both company and employee interests and enable business travel to be what it was always intended to be – a productive, business focused activity that achieves the goals of the enterprise.

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