Business Travel

Your First Business Trip

The thing about business travel to some extent is, it is a mixture of what you know and the unknown. The business you are going out to do, you know how to do it. Whether discussing a new business project, developing a software product or attending a seminar or conference, the business part of your trip is probably not the hardest. 

However, if you are new to business travel, you would find that some aspects of it are very different from traveling for leisure. As how you prepare for the trip will make or break whether it goes well or you come home frustrated with your efforts. Just like any business venture, the keyword for success is preparation. 

Therefore, make sure to have your business program well organized and ready to use when you get there. If you are giving a presentation, be sure it is finished and your PowerPoint slides are prepared. Also, don't forget to test all of your equipment. The fact that you are prepared for the work you are going to do in this new city will relieve your anxiety tremendously.

Yet, preparation doesn’t stop just in planning, for a successful business effort. You also need to do your homework about the place you are going and how you will handle the trip once you get there. Here are some key things you should think about well in advance to assure your trip goes well.

Your Flight

As soon as you know your destination, book your flight. The earlier you do so, the more seats would be available to choose from. This can make business travel by air much less stressful.    

Driving in a New Town

If you are going to drive to a new town, be sure you have a map or a Satellite Navigation System. It’s a whole different world to drive in Boston compared to driving in Kansas City. If you are not driving yourself, make sure your ground transportation is arranged ahead of time.  

Accommodations 

Book your hotel well in advance to be sure you will have a room when you get there. Only in situations where you are not sure where you will end up, should you put this off. The last thing you want would be, to need a room at 11 pm and everything in the area is booked.     

Extra Needs 

If you have medicines or other needs that are going to require special planning, make sure to organize them early.  Also, if there are business needs you will require upon your arrival, you may want to ship what you can, ahead for yourself so that they are available when you arrive.      

Dealing with Security 

Remember that homeland security at airports is strict and the rules change from time to time. You can usually find the current restrictions and what the airlines will allow you to travel with on the internet. By knowing this in advance, you can avoid a lot of stress when you get to the airport.    

Money 

You don’t want to have lots of cash with you when you travel, so think ahead about how much cash and other monetary needs you should have. Travel with plenty of credit at your disposal. Emergencies on the road can be settled with good credit or you might find yourself in a real jam without it. If you are traveling overseas, become familiar with the monetary system you will be using there.   

Things You Take For Granted 

It is the little things that mean a lot. So, if you know that there are things that would make your stay at the hotel more comfortable, make sure to pack them. Something as small as your favorite pillow or a scented candle to relax you can make all the difference in your ability to rest and be ready for business the next day.

By doing plenty of good planning, you will be confident that you have what you need on your trip and as you travel more for business it would become like second nature. Always remember it is important to take the time to prepare well and prepare early, so as you go on this big adventure, you know you have covered every base before you left home.

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Traveling Overseas 

Traveling internationally for business purposes is fast becoming customary, to work out deals and to organize international partnerships.  The economy is becoming more global due to increased communications and the rise of economies.  No longer are business deals assumed to occur just on a national scale.   This means you could easily find yourself flying abroad to conduct business transactions for your company but traveling internationally requires some preparation.

Long before you book your flight to travel overseas, you will need to get your documents in order so you can pass through customs and get on your way.  Due to increased security, an updated passport is needed to even travel to neighboring countries and since there is a rise in the demand for passports, it takes longer to get one. So, plan early to secure your passport so you are prepared when it is time to conduct your business overseas.   

Remember that a visa is required to travel to certain countries.  So, when you are planning your business meetings, find out from the person you are communicating with, what are the requirements for entering their country.  If you need to obtain a visa, you will need to have had a passport for at least six months.  Also, you will need an original copy of an invitation from your host in your destination country.  Those documents will be taken to the local embassy of the country you are traveling to, so a visa can be awarded to you. 

In order for your business trip to be successful, do not forget to handle any issues pertaining to your health, in advance.  For instance, you may need to get your vaccinations up to date for certain destinations of your journey.  You would need to consult your doctor so you are prepared. In addition, do some preparation for the unlikely chance that you will have a health crisis overseas.  This is the reason why travel insurance is a great idea.  If you are hurt or have a severe illness overseas, you will need that kind of assistance to get medical care.  

Make sure your medical documents, insurance information, emergency contacts and information regarding the medication you need are copied and put in different places.  You want to be able to retrieve your backup copies if anything gets lost.  One way to do that is to scan these documents and store them on the internet in a folder that you can access from any location.

Use much of the same travel-savvy that keeps you safe traveling domestically when preparing to go to another country.  You probably do not have any knowledge of the town you are going to, where the safe places are to stay, and what neighborhoods you should avoid.  You can use current travel books and information on the internet to gain that kind of knowledge before you leave.  However, nothing replaces a local contact.  Use your business contacts on the other end of your travel plans to give you advice on not only where to go but where to avoid when coming into town.

Likewise, ask them to give you insights about how to handle transport and security in their country.  Hailing a taxi may not work the same over there as it does here.  You want to avoid getting into a vehicle that is not a legitimate carrier, as you may not be taken to where you want to go.

Also, spend time learning local traditions, customs, and methods of communication.  Be aware of how you act, stand and use your hands as you could without knowing, set off a dangerous situation.  For example, the thumbs-up sign in western cultures means affirmation and success but in the Middle East, a thumbs-up means the same as showing your middle finger to us.  You don’t want to flip off a police officer in Saudi Arabia just because you didn’t know about that.