Organizing a corporate travel and preparing yourself to travel tour 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.
1. Making Travel Arrangements
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.
2.Prepare 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.Find out if your home country has an embassy or consulate in your destination country in case of emergencies or dangerous situations.Check with your company or check your destination country’s government website for border control to find out if you need mandatory vaccinations.
3.Book 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.
4.Mail 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. Similarly, ship as many business materials or souvenirs that you acquire on your trip home to make the trip back easier.
3.Pack efficiently for your business trip
Begin with business items such as your laptop computer, reports, and contracts. Make sure to include electronic chargersStart 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.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
4.Be 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.
5.Develop an itinerary and document contact information
To stay organized as best as possible, keep a record handy of all your traveling 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.
6.Make 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.
7.Check 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!
Related post: How To Prepare For International Travel
8. Learn 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 for learning how to communicate professionally with a different culture.