7 Business Trip Preparation Tips

While living the life of a frequent business traveller might sound glamorous to some, the reality is often quite bleak. Most business trips are not very well-organized, require a lot of travel and include not enough rest or fun.

So how can you get the best of both worlds and organize a comfortable, safe and efficient business trip? Here are a few tips to keep in mind next time your boss sends you on fieldwork.

1. Make all the necessary reservations in advance

If you want a stress-free and more affordable business trip, make sure to make your reservations. Hotel rooms, transportation, car rentals and many other things can be booked weeks in advance, and you will get better prices and have a better variety to choose from when making your booking.

When making plans for your trip, check the calendar and consider any holidays that are coming up—many businesses might be closed during these days or wholly booked.

2. Choose suitable accommodation

One of the things that can make or break your business trip is accommodation. Make sure your hotel fits all your business requirements. If you have meeting places to reach, book a hotel in reasonable proximity to them and don’t get seduced by luxury accommodation options that require a 60-minute commute every day to reach your clients or business partners—that’s a waste of precious time. When booking your hotel, use Google Maps to find your airport, meeting places and potential hotel options so you can choose the best one.

3. Prepare all the documents

If you’re leaving your country, you will need a valid passport, travel tickets and, in some cases, a visa. It’s best to research in advance what kind of documentation you’ll need so you don’t get stuck at the airport. In some cases, you can expect to wait for your visa for a few days, sometimes even weeks, so do this in advance.

It’s also wise to have your driver’s license ready. Those who frequently travel overseas might want to invest in getting international support (very easy and quickly obtainable from your local departments). In case you need to drive on your business trip, you will be ready and legal!

4. Keep your valuables safe

It doesn’t matter where you’re going because pickpockets exist everywhere. If you’re planning to spend a lot of time on your feet between meetings and destinations, make sure to keep your documents and money safe. The best thing you can do is grab a belt pouch that sits under your shirt and keeps all your most precious items with you at all times. Combine it with a minimalist cardholder wallet that’s thin enough not to bulge in your belt pouch. This way, all your valuables will be protected, and you’ll have a safe and comfortable travel experience.

5. Pack your electronic companions

To make your travel more productive, make sure to stay productive and work even in transit with video calls or finishing up on tasks. You can do that by bringing a light travel laptop or tablet along with other business travel essentials. These allow you to do your homework when it comes to clients, brush up on your knowledge, check the competition and catch up with the work you’re missing due to your trip. Just make sure to pack all the relevant chargers!

6. Learn a few local phrases

If you’re travelling to a different country, there’s a big possibility they are not speaking the same language as you. In that case, learn a few useful phrases in the local language to show your respect to clients and business partners—this will make a great first impression. If you’re going out with clients, know the etiquette on necessary social actions. For instance, research the tipping culture, dining manners, business card exchange rituals and such.

7. Keep your associates informed

Before you embark on your business trip, give a copy of your itinerary and contact information to your assistant or colleague. In case they need to get you ASAP, they will know where to look. This is also useful in events when something goes wrong so that the police know where to look for you.

Travelling for business

Business travel can open a whole new world of opportunities for your business and career, so don’t avoid it. If you have some terrible experiences in the past, adopt these business travel tips, and you’ll have nothing but smooth sailing from now on.

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