Business travel 101 for small business owners and self-employed individuals

Quick Insights

• Traveling for work may be beneficial for your business.
• Booking accommodations and plane tickets well in advance can save you money on travel expenses.
• Bringing a portable Wi-Fi can help ensure you have consistent Wi-Fi connection for working on the go.

Frequent business travelers have tricks of the trade for maximizing their work travel. If you’re new to traveling for work, you may not be sure how best to prepare. Business trips can be great opportunities for growth, so in this article we’ll provide some business travel tips for those who are embarking on their first work trip.

Planning and preparation for your work trip

Before you head off on a work trip, you may need to do some planning and preparation. When planning a business trip, researching your destination is typically a good first step. This can include knowing the addresses and general surroundings of your accommodations and any events you may need to attend.

A detailed itinerary that outlines meetings, accommodations and transportation can help streamline your travel experience and keep you organized while on the road. Preparing and printing out necessary travel documents is another way to prepare for your travels. Documents could include your passport, ID or a badge that might help you gain access to locations and events.

Budgeting and cost management

Business travel costs can add up quickly. Before embarking on your trip, you may want to set a clear budget that includes flights, accommodations, meals and events. A few ways to potentially save money on travel include booking accommodations in advance, traveling at non-peak times and redeeming credit card reward points.

Many businesses owners track expenses while traveling, as it can be helpful for accounting and tax purposes. It can be helpful to save receipts as you make purchases, especially if you need to file an expense report upon your return or reconcile purchases on a business credit card.

Packing essentials

Many travelers find that packing is one of the more time-consuming parts of any trip, and business trips are no exception. Depending on your itinerary, you might find yourself at a meeting that requires formal business clothing and a client event that requires something more casual.

Aside from clothes, take stock of anything you need to complete work while on the go. That can include:

• A laptop
• Documents and files
• Chargers
• Business cards

Referring to a packing list can be key to helping you remember what you need to bring.

Technology and connectivity on business trips

Many business travelers choose to use their downtime to catch up on the day-to-day responsibilities of their job. If this is part of your plan, having reliable internet access may be helpful. Check to see if the places where you plan to work—on the plane, at your hotel, in a meeting or conference space—have adequate internet access. If your work involves managing large files, it can also be useful to bring a hot spot or portable Wi-Fi device for additional power.

But even when you're traveling, things at the office don't stop. Before you leave for your trip, you may want to consider giving team members, direct reports and clients a heads up about your schedule.

Networking opportunities during your work trip

Work trips often provide opportunities to network with your peers or potential clients— especially if you're attending a popular conference in your industry. Preparing a quick introduction about who you are and what you do can help to speed up introductions and make connections.

Doing some social media and internet research on contacts you know will be attending is another way to prepare. Doing so could give you a leg up when making meaningful connections.

If you can, take advantage of being in a new location. If you have clients or contacts who live and work in this area, this could be a good opportunity to set aside time to connect with them face to face as well.

Maintaining health and well-being

Working while traveling can feel even more demanding than your usual schedule. The following can help you prioritize your well-being while traveling for business:

• Staying hydrated, eating well and getting rest during your work trip
• Incorporating exercise into your routine to stay energized
• Managing stress through relaxation techniques and mindfulness

Being mindful of your physical and mental health needs while traveling can help you ease back into work upon your return.

Post-trip follow-up

Getting home may not signal the end of your trip obligations. If you’ve made meaningful connections or promised to follow up with contacts you met, you may want to consider following up with them promptly. Reflect on your trip and determine if you have any loose ends to tie up.

You may also want to take time to reflect on the value of your trip. Did you find it useful or beneficial? Will it help to grow your business, or did you find it to be a distraction from other more pressing things happening in your business? Taking stock can help you make more informed decisions the next time you consider traveling for work.

In summary

Business travel doesn’t always go according to plan, but the opportunities that it can provide may outweigh any potential challenges. Being prepared for your trip will help set you up for success-as you’re preparing, in transit, in meetings and when you return.