Smart Business Trips: How to Travel for Work

Global business travel is back in a big way. By 2028, the travel industry projects companies will spend $2 trillion. The impressive growth indicates the likely increase in your business trips and an influx of more professionals traveling for work.

Whether you’re heading to the EMEA (Europe, the Middle East, Africa) region or traveling within your country, you’ll want to ensure the trip goes smoothly. In addition to an efficient trip, you need to facilitate a productive visit that accomplishes your goal. After all, you need to recoup what you spent.

Planning Your Business Trip

Flights, daily car rental, and accommodation are among the most crucial elements of every business trip.

In some companies, an internal corporate travel manager typically makes arrangements. Other businesses outsource their arrangements to a travel agency that specializes in corporate travel. In some cases, you might have to make your own arrangements. If that’s the case, you’ll want to start early and book your flights as soon as you receive word about an official trip.

When arranging flights, consider the following:

• Choose a seat that’s toward or nearer the door. This way, you can get out faster.
• Window or aisle? If you prefer a window seat but the only empty spot is at the back of the plane, go with an aisle seat that’s closer to the door. When you have a connecting flight, a closer aisle seat will allow you to deplane quickly and make your connection.
• If possible, choose nonstop flights. You’ll have less time waiting around, and you won’t be anxious about missing your connection.
• Avoid the long lines at the airport and consider online check-ins.

Rental Cars vs. Ride Hailing vs. Public Transportation

What you choose will depend on your schedule during your business trip. For example, your schedule in the UAE has no flexibility, so the right car rental in Dubai or Abu Dhabi would be more beneficial than a ride-hailing service.

With a car rental, you control when and how you get to an appointment. With a ride hailing service, you’d have to wait until a driver is available in your location. Although public transportation can be reliable in the region, the assurance of a rented car you can drive (or one that comes with a driver) is always a good strategy for business trips.

If you’re driving a rental car, make sure you’re well aware of the local traffic rules and parking restrictions. Check the policies on mileage, fuel, and late returns (if applicable). And understand your insurance options to ensure you have adequate protection during the rental period.

Choosing Your Accommodations

The beauty of traveling for business these days is the options for accommodation. Other than hotels and serviced apartments, there are short-term rental options on platforms, like Airbnb and Vrbo (Vacation Rentals by Owner).

If your travel budget is limited, a short-term rental would be a more cost-effective choice than a suite at a hotel. You’ll have more room and privacy with a short-term rental. Many of these places also have accessible locations, some may be near business districts. And if you rent a car during your business trip, parking would be easier with an Airbnb or Vrbo accommodation.

Staying Productive on the Go

Lengthy travel time, jet lag, and new routines can affect your productivity. When you’re on a corporate trip, you can’t afford to be distracted because you have limited time to do what is necessary. Your itinerary may be filled with meetings, events, and conferences.

What happens if you need to respond to an urgent email or need to conference a colleague about a project?

You can still get work done. You just have to plan well, follow a schedule to manage your time efficiently, and use technology.

A good start to ensuring you stay productive is to pack like a pro. Create a checklist so that you don’t forget to pack anything. When you arrive at your destination organized, you avoid the scramble before a meeting or an event.

Meanwhile, investing in noise-cancelling headphones will allow you to catch up on emails mid-flight or while waiting at the airport on a layover.

Another way to stay productive is to get enough sleep. Try to follow your sleep pattern while traveling for work. This allows you to rejuvenate for a packed schedule.

If you have time, follow your exercise routine to maintain the energy needed to complete your business trip. Exercising is also a good way to beat jet lag. Exercising early in the morning (around 7 a.m.) or early in the afternoon (between 1 p.m. and 4 p.m.) pushes the circadian rhythm to an earlier time, whereas exercising between 7 p.m. and 10 p.m. has the opposite effect.

During Your Business Trip

Finally, keep relevant receipts and take photos of these receipts. Taking photos ensures you’ll still have a record in case you misplace or lose them.

If you have some free time between meetings, you can also start to fill in your expense tracker. Do your expense reporting soon, and you’ll have more time to relax once you return from your business trip.