Business trips are an essential part of a company’s operations, spanning across various industries and levels of employment. There may be a point in your career path where you will need to travel, whether it is to meet with a client, attend an event, or close a sale. Whatever the reason, if you get tapped by an employer to embark on a trip, you may feel a mix of excitement for something new and nervousness surrounding the unknown.
Studies indicate that business travelers account for 12 percent of airline passengers, making them fairly common and representing a good portion of the market. If your company has asked if you were willing to travel, this could mean you are climbing the corporate ladder and have earned your stripes. Business trips are a great responsibility for the employee as well as the employer and should be taken seriously.
Not sure how to prepare for the journey? We’re here to help with these top five business travel tips to get you organized and boost your confidence as you catch your flight. By the end of this blog, you’ll be well equipped with the knowledge necessary to tackle any business trip that comes your way. Let’s get started!
1. Create a Checklist of Packing Essentials
No trip is ready without a handy packing list to ensure you don’t miss anything and remember while your thousands of feet up in the air. What you pack and in what volume largely depends on the length of your trip. Here is a list of common items to pack:
- Business clothes
- Undergarments
- Toothbrush
- Hairbrush
- Feminine products
- Perfume/cologne
- Shampoo/conditioner
- ID
- Passport
- Wallet
- Comfortable shoes
Be mindful of the fact that when traveling for business, it’s better to pack light. This makes it easier to carry your luggage around. If you can avoid checking a bag by packing conservatively and bringing travel-sized objects, then you’ll save yourself time and stress at the airport. You’ll also be saving your employer some money.
Don’t forget business cards! You’ll want to be looking sharp and representing your company while traveling. A handy notepad will also act as a great resource to jot down any notes, numbers, names, etc. to bring back to the office. Finally, keep your travel itinerary close by so that you can reference it and ensure you are on schedule.
2. Review Your Corporate Travel Policy
A corporate travel policy is an excellent resource for employees to reference when traveling for work. Here, you can find:
- Expense categories that you will be reimbursed for, whether for travel or entertainment.
- Non-refundable items that your company will not cover.
- Any preferred vendors (airlines, hotel chains, rental car providers) through which you should book.
- Method of payment (company card vs. personal card).
- Advance booking requirements
- What platform or agency should you use to book the flight
- Safety information such as itineraries, contact information, insurance, etc.
It goes without saying, but knowing your company’s travel rules is essential to plan a business trip. Make sure you use the recommended booking tips and tools, insurance coverage, and spend limits to prevent unapproved expenses. Become familiar with your corporate travel policy before booking and embarking on your business trip.
3. Become Familiar With Your Travel Itinerary
Typically, your employer will develop a travel itinerary for you to ensure all company obligations are fulfilled on schedule while you are traveling. This will serve as a guide for where you have to be and when. There will be time for breaks as well.
Sometimes, you will be tasked with creating this itinerary yourself and running by a manager for superior for approval before your trip. Whatever the case may be, make sure you are familiar with what is expected of you per this itinerary and keep in mind certain times and deadlines for when you should be present for an event or meeting, flight, etc. The last thing you want is to miss a meeting or flight! Always plan to be early to account for any unexpected roadblocks on the way.
4. Hold on to Your Receipts
This may seem obvious, but you’d be surprised how much is spent while traveling. Whether it’s to buy food for yourself or a client, booking a train ticket or bus ride, hailing a cab or Uber, the costs of your trip can rack up pretty quickly. This leaves you at risk of losing track of what was spent, how much, and on what. It is important to have this information for when you return from your trip and are able to set up reimbursements per your corporate travel policy.
Get into the habit of always asking for a receipt at the cash register while on your corporate trip. If booking online or through mobile, take screenshots or have a receipt sent directly to your email.
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