By Deborah OConnor November 12, 2013

 

Business travel has become so common nowadays that I would like to address the issue. With some pre-planning and forethought you can be organized and ready to go.

Have an efficient and manageable way to make reservations. Whether you do it yourself or have someone in the office do it, make sure you have a good system.

Make sure your carry-on luggage is organized. Keep these items ready to go at all times. It can save you valuable time.

1. Passport
2. Toiletry kit with full containers
3. Shoe polishing kit (take advantage of shoe shine stations in airports if possible).
4. Business cards and brochures
5. Cash and credit cards
6. Small flashlight with fresh batteries.

Keep a checklist to make sure you don’t forget anything. Here is a sample list:

1. Fill your containers after each trip and have them in a plastic bag conforming to TSA regulations.
2. Shoes and hosiery or socks (men, make sure your socks go up to the knee to prevent showing leg hair). Make sure your shoes are comfortable.
3. Suit, folded shirts, blouses.
4. Jacket with slacks, pant or skirt suits. Choose clothing that is conservative and appropriate, resists wrinkles and is comfortable.
5. Casual clothes, workout clothes, etc.
6. Accessories (ties, jewelry, belts, scarves).
7. Lightweight overcoat or raincoat.
8. Umbrella (small and automatic).
9. Develop a wrinkle-free packing method, whether it be plastic bags, garment bags, or special inserts for your suitcase.

Keep detailed records and receipts for all expenses. Try to use one business credit card to simplify reimbursement. Have a system to manage your frequent flier, hotel, and rental car points and mileage. 

Make sure you have made arrangements in advance to have phone service wherever you are traveling.Contact your service provider so you will be prepared and able to make and receive calls from clients.

If you are traveling to a foreign country, know the etiquette of that country as well as the currency system and tipping percentages. This is imperative so as not to offend anyone. You can easily kill a business deal with ignorance of foreign customs.

Always leave plenty of time to arrive early for your flights. Do you know that if you have checked a bag the flight cannot leave without you? Avoid the embarrassment of walking down the aisle knowing that you have inconvenienced hundreds of people by causing a 30-minute delay. 

Travel safely. Here are a few tips to help you stay safe wherever you are going. 

1. Select a hotel in a safe part of town if possible.
2. Try to arrive in a new city the day before and before dark.
3. Carry your contact information as well as your client’s at all times.
4. Use the hotel safe for your passport and valuables.
5. If you must carry cash and valuables, use a secure money pouch if possible.
6. Hang the do not disturb sign on your door and use all locks.
7. Ask the concierge to direct you to safe areas, restaurants, and entertainment.
8. Use the buddy system if possible.

With some forethought and careful planning, you can make business travel as pleasant as possible.


Please feel free to send questions to Deborah at: www.successfulimage.biz.
She will answer them in her weekly column.


Deborah O’Connor is a social strategist and founder and president of Successful Image LLC with offices in Columbia and Atlanta. She offers training and seminars on image management, workplace etiquette, and social skills necessary to succeed in life professionally and personally. Contact at:  [email protected]        www.successfulimage.biz