Organizing a business trip and preparing yourself to travel require self-reliance and proper planning. Taking the time to stay organized will ensure your trip is successful, and help you avoid unnecessary stress and complications. Make travel arrangements in accordance with your company’s policies, and keep your plane tickets, hotel and car reservations, and other travel documents in one place. Start making a packing list a couple weeks in advance, and ship samples, products, and other bulky business materials to your client or hotel in advance. In addition, learn the ins and outs of your destination so you can best represent yourself, your company, and your country if you’re traveling abroad. Although business trips are not vacations, staying organized will make the trip an enjoyable experience.
StepsMethod 1Method 1 of 3:Making Travel Arrangements
1Review your company’s reimbursement and travel and expense policies. Each company has different rules and policies in place for business trips. Some companies may allow you to use a corporate credit card for your expenses or require you to pay for expenses up front with company reimbursements paid back to you after the trip. Don’t book anything before you’re certain, and don’t be shy about asking: you’ll only look conscientious if you ask about your financial obligations.If you haven’t been instructed already, make sure to ask your supervisor or other business travel representative, “Am I responsible for booking airfare and other travel arrangements? If so, am I reimbursed, and does reimbursement happen through a check or debit payment?”Ask if you’re allowed a per diem, or by the day, rate for food. Ask if specific meals are covered or if any food allowance limits apply.Ask if gas is covered if you have a rental car. Ask if public transit or train tickets are applicable expenses.Keep track of all receipts and the specific way your company details on how to report them. For example, ask if you should make copies of receipts or submit originals in an expense report.It is important to be familiar with your company’s travelling policies, as your actions on the business trip will reflect on you and your ability to follow company policy.
2Prepare travel documents for international travel. Keep all of your required documents in one place, such as passports or visas. Include hotel and car reservations with your travel documents to stay organized. Make sure your passport or visa doesn’t expire within six months of your trip.XFind out if your home country has an embassy or consulate in your destination country in case of emergencies or dangerous situations.XCheck with your company or check your destination country’s government website for border control to find out if you need mandatory vaccinations.If you don’t have a passport, make sure to apply for one at least two or three months ahead of time, or follow your home country’s procedures to get an expedited passport.
3Book reservations and other arrangements. If you are responsible for booking and reserving your travel accommodations, make sure you do so in advance. Reserve a hotel room, rental car, train tickets, or airline tickets, depending on your needs. Get written confirmation of reservations, especially check-in and check-out dates, so you will be sure the trip will go smoothly.XMake sure to shop around for deals and compare prices, unless your company has designated airline or hotel partnerships.If you are travelling to another country, double check to see if any major holidays fall during your trip. Make sure businesses are still open for the accommodations you need on those holidays.Call your travel providers and hotel to confirm your accommodations within one to days before your trip. Don’t just assume everything is going according to plan.XIf you are frequent air traveler, think about applying for the TSA PreCheck program to reduce time spend at security checks.Method 2Method 2 of 3:Lightening Your Load
1Mail samples, products, or other cargo ahead of time. Reduce your load by sending any required business materials in the mail prior to your trip. Talk to your client or associate at your destination about receiving and storing them if it’s convenient. Alternatively, send them to your hotel and ask them to hold the package for you.XSimilarly, ship as many business materials or souvenirs that you acquire on your trip home to make the trip back easier.X
2Pack efficiently for your business trip. Start a packing list a few weeks ahead of time with items you will need. Starting early will give you time to add to the list gradually as you think of necessities and conveniences you’ll want for the trip.XBegin with business items such as your laptop computer, reports, and contracts. Make sure to include electronic chargers,Include personal items such as clothing, toiletries, cosmetics, and prescriptions or other medications. Purchase small, travel-sized bottles of any toiletries you’ll absolutely need, and remember that your hotel offers personal hygiene products. Any liquids you bring in a carry-on must be in containers 3.4 ounces (100 ml) or smaller and all fit in a single quart-sized resealable bag. Containers larger than this must be kept inside checked baggage.XTrustworthy SourceU.S. Transportation Security AdministrationU.S. government agency responsible for ensuring safety by setting and enforcing travel protocolsGo to sourceDo your best to pack lightly so you can avoid checking a bag, which can take up your valuable time during a business trip. You’ll also avoid the frustration of losing a checked bag.
3Be strategic about your wardrobe. Plan your wardrobe based on the length and nature of your trip. Before packing, evaluate your wardrobe for clothes that will best avoid getting wrinkled. Make sure to pack one or two casual, comfortable outfits for downtime or exploring. While you want to avoid overpacking or checking a bag, don’t leave yourself unprepared. Bring an extra dress shirt or blouse in case of a spill. An extra bag might slow you down and make your trip a bit less convenient. Having to wear a stained shirt to wear a business meeting because it’s your only option will make you look unprepared and unprofessional.Hang clothes that are prone to wrinkling up as soon as you get to your room.Choose clothing items that can be mixed and matched to create more variety in your outfits.Check with your hotel in advance to see if their rooms include irons or steamers. Consider purchasing a small, portable steamer. Alternatively, hang your clothes in the bathroom while you take a hot shower to release wrinkles.Method 3Method 3 of 3:Setting Yourself Up for Success
1Develop an itinerary and document contact information. To stay organized as best as possible, keep a record handy of all your travelling arrangements and appointments. Keep one easily acceptable document that lists all flight times, your hotel location, rental car company information, and scheduled business meetings.Keep a printed copy on hand, and don’t just keep your itinerary on your phone or electronic device.XThe document should also list the contact information of people you are meeting on your business trip, just in case you need to report any delays or emergency situations.
2Make sure you’ll have access to money on your trip. Obtain the proper currency, such as by using an exchange kiosk at your destination airport. Make sure your bank or credit card functions properly where you travel. Depending on the payment method your company wants you to use, you may need to verify branches of your bank exist at your destination, even if you’re traveling domestically.XCall your bank or credit card company to let them know about your travel plans to avoid getting your card or account temporarily suspended.Double check payment methods accepted by the hotel, airline or other locations.Keep receipts and document your spending if you’re being reimbursed by your company.
3Check your cell service. Especially if you are traveling internationally, you should research options for staying connected while abroad. Your current provider may have reasonable rates for your destination or charge exorbitant roaming costs, do your research!Depending on your destination, it may also be cheaper or easier to purchase a local sim card for data, voice or both, to swap into your phone on arrival to get cheap and consistent service. You can only swap out a sim card if your phone has been unlocked.If you are only somewhere for a short period you may be able to get by by using free wi-fi hotspots and a service like Skype. Again, whether this will work for your purposes will depend on the place you are traveling and what your communication needs will be.
4Learn cultural information and etiquette when traveling to a different country. Some countries practice certain etiquette methods, which may be crucial to making the proper business impressions. Certain physical gestures and body movements are also interpreted differently and vary in each country. Your company or travel planner may be a good resource in learning how to communicate professionally with a different culture.XRemember that you’ll be representing yourself, your company, and your country of origin. Learn about your destination’s culture and native language ahead of time by researching online, reading books, and checking out travel guides.If your company offers any cross-cultural training classes or seminars, make sure to attend.
