Ready, Set, Go: Essential Tips for Your Business Trip!
Business trips can be exciting opportunities! Not just because they can be your first impression, but also because no matter if you travel to meet clients, attend conferences, or explore new markets, they can open doors to new avenues and can help you progress in your career! However, without proper planning and preparation, they can quickly become stressful and overwhelming, especially if you are going on your first business trip and you want everything to go right. To ensure a smooth and successful business trip, we will go over essential tips for your business trip!
What to pack?
How will you make your trip more comfortable?
What if you have delays?
Is there anything essential you might forget?
There will always be questions and preparation necessary for a business trip, but there is a way to narrow down these questions, tackle all of the concerns before the trip happens and make your travel easier and enjoyable. We will cover how to plan ahead, pack efficiently, how to dress for success, how to stay connected while networking or working away, ways to integrate your work-life balance into your trip and tips on maximing your time on a business trip. Read on to become a master of business trips!
Before You Go: Research
Before embarking on your business trip, it's important to do your homework. Research your destination to familiarize yourself with the local culture, customs, and business practices as well as transportation, weather and current events. Here are some things you need to check, you can use this list for your reserach purposes:
Entrance regulations. The place you are going might require visas, vaccinations or health declaration (yes, even when the Covid19 pandemic is over!).
Weather. The last thing you want is packing a light spring coat and realizing the weather predicted snow. Or packing an array of heavy suits when it will be scorching hot.
Culture & Business Practices. Believe it or not, cultural differences exist even in the business world and they are beautiful. But you better know them in advance. Learn what kind of culture you are stepping into - are they reserved and quiet or more outgoing? Will a handshake work or will a nod and bow suffice? Since you are the visitor, it would be of a great advantage for you to blend in and show respect by learning local customs. Bonus points: Learn at least a few phrases in the local language for a five-star entrance.
Transportation & Getting Around. Maybe you have transportation arranged, which would be ideal. If that is not the case, you need to plan on how to get around. Will you need taxis, or you plan on using public transportation? Do they take cash or card? Can you get a daily or weekly pass? Is that even possible or safe? If you are planning on renting a car, maybe your driver’s licence will be enough, but it can also be that you need to translate it or even get an International Driver’s Licence.
Current Events. Be up to date with current events, such as festivals, celebrations, political and social events and pretty much anything that can impact either your travel plans or your business trip while there. It’s always better to be aware than to be surprised. After all, you don’t want to end up being late to a an important meeting for not knowing there is a parade in town.
The Amount of Days.
Accommodation and Amenities. Chances are you already have your stay booked and if not, then that should become a priority. Where you will stay will have an impact on how you get to where the meetings you have will take place, and also what kind of amenities will be available to you. Do you have laundry service available? A 24h reception and check-in? How about your meals, are they included or available on site and at which times?
After doing your research you might be a little overwhelmed. Even if you are traveling in your country, maybe you never thought you will have to step outside of your routine for a trip like this or you never imagined you will need to plan extra for a business trip. One would think a business trip would be simple and easy. And trust me, after awhile and with proper planning - a business trip is simple and easy. But as with anything that may be new in your life, getting outside of your shell and stepping out of the comfort zone is of course, uncomfortable. Once you do it, though, you will see how much you will grow professionally. The boost in self-confidence is totally worth it.
“If you think adventure is dangerous, try routine; it’s lethal”
Packing Like a Pro!
One of the most common causes of stress in professionals preparing for a business trip is not just how to prepare for a trip but what to take on the trip with them. Maybe you are having the same doubts. What is necessary and what will take up space for no reason? Though it is hard to think of what you will exactly need as every business trip is different, I will give you a short summary of things that would be essential, and some that are optional depending on the nature of your trip and the duration of your trip.
Personal documents. It is so important to make sure documents you may need like passport, ID, or driver’s licence are all up to date. If you need any additional documents like insurance and health cards, credit cards, take a good look at them. Are they all in good shape, valid and usable?
Some essentials to pack are your underwear and socks. You should know how many you go through in the amount of days you will be away. Plan to add an extra one or two of each, just in case. They don’t take up much space.
Sleepwear & Sleep Gear. What do you need to get through the night comfortably? I don’t just mean your PJs, I also mean do you need to have a sleeping mask? Earplugs? That stuffed toy from when you were 5 years old? Whatever it is, take it with you! Even if it is ridiculous but gets you a good night’s sleep, you will need it. You want to be fresh and well-rested every single day of this business trip.
Cosmetics & Toiletries. If you are in a hotel, most likely you will have toiletries provided - at least a shower gel and a shampoo so you wouldn’t need to take it with you. Otherwise you will need to bring yours along. Some things that will never be provided are, for example, a hairbrush. I suggest carrying toothbrush, toothpaste and mouthwash in your carry-on, as these will be quite useful to freshen up in case you are picked up by a representative. If you don’t know why this is important, make sure to read my blog on first impressions.
Medication. If you have a medication to take on a regular basis, that it definitely something not to forget it at home. Having a pillbox with days clearly outlined will help, especially if you are traveling over time-zones. If you are carrying an epi-pen then you already know you need it. And even though you may not have regular medication to take, there are still some you may want to have on hand. Motion sickness pills, NSAID’s, antihistamines, to name just a few, can always be good to have with you. Mind you, there are small first-aid kits you can buy where you will have basics available, however they do not contain drugs. You don’t need to buy a first-aid kit to be prepared, all you need to do is think ahead in case you have a headache, stomach ache, sore throat or a small cut - and that’s it.
Your Free Time Choice. Calculate how much free time you will have, and most likely you will realize that it’s not a lot. Which means, do not focus on packing a lot for your free time. The focus of your trip is business. Your free time is a bonus. Think of quality over quantity for your free time. If your ideal free-time is to unwind with a book in your onesie, then bring a book and a onesie. If your free time has to have a workout in it, bring some fitness clothing (I even bring my travel yoga mat when I have extra room because for me this is a big priority). And if you want to see a museum, then plan on a casual clothing set that you can go out and see that exhibition. WARNING: If you tend to overpack, it is most likely that you will overpack on your Free Time Choices so make sure to limit yourself to what you really need.
Business Clothes. This is where the commotion usually starts. You have everything else set out, but how to pack the work clothes you need and make a great impression? Panic sets in. What should you wear for the meeting, presentation or conference you are attending? First of all, you need to know what is the dress code of the event. I wrote an awesome blog on this topic that can help you figure out which clothing style is required, and no matter if that’s business formal or smart casual, you will find exactly what you need in this blog on how to Dress for Success. What is very important is to see how many outfits you will need because you definitely don’t want to underpack and you don’t want to overpack either. Personally, I love the 333 rule. The 333 rule means you pack 3 bottoms, 3 tops and 3 shoes to create numerous outfits. Will this rule help you? It depends. I am generally opposed to making strict rules like this, but I do think they give you a good starting point and guideline. The goal is to pack things you could mix and match to create numerous stylish outfits. Of course, in case of business formal, you have a limited choice already so this is pretty easy to follow, but with other dress styles, like business casual, it can provide a good starting point. Line up your clothes on the bed while you are packing and see what items are best for a mix and match. Make sure your clothes and shoes are all clean and in a polished state, that they fit you well, and that you feel comfortable in them. I mention in my Dress for Success blog that a staple essential that can be mixed with anything is a well-fitted white shirt, which works for all genders. It can be combined with sweaters, blazers, pants and skirts and still give a professional look easily. Don’t forget to take into account how many days you will be on your trip and how many events you will have to go through.
Pro tip on how to plan your business clothes: It is very different if you go on a 3-day trip where you have a day-long engagement every day, which will limit you to basically three outfits because you will have no time to change, and if you go on a 3-day trip but have different morning and afternoon sessions.. In the former case you can plan for three outfits and in the latter, you can plan for six outfits! This is why the mix and match method is also very useful as it will give you freedom to customize and also help you not to overpack if you have a lot of engagements. I would add that it doesn’t need to be exactly a 333 rule, just don’t make it a 999 rule because you can’t decide.
Sidenote: Determine the Goal of your Trip
What is the purpose of your travel? If the company sent you on a familiarization trip, what do YOU want to get out of it? If you are not sure how to set up and reach a goal successfully, you can read through my blog on creating SMART goals which will definitely outline for you how to create a goal that is SMART (specific, measurable, achievable, relevant and time-bound) so that you can reach these goals and therefore create a sense of accomplishment for your further career progression. People understimate how much reaching a goal can make a difference in one person’s mindset and motivation.
Let’s go back to the familiarization trip mentioned. How would you outline your goals for this trip? And how would you make them SMART? Saying that you want to learn everything about your company may be relevant, and time-bound by the duration of the trip, but is not really attainable because it is not specific and cannot be measured.
The idea of your goal is valid, because of course you want to know everythinga about your company, all you need to do is tweak it to make it SMART and create a goal you can attain and feel accomplishment later on. After all, we want to make all your business trips a success and as productive as possible. Let’s make your goal SMART really quickly. Let’s break it down simply for the above-mentioned goal:
S - Specific. We want to make your wish to know everything about your company come true in a more specific way. As an example, we can say that you strive to talk to managers of X, Y and Z departments and ask about their best practices in dealing with team members and meeting targets, as well as running their departments.
M - Measurable. You want to speak to managers of three departments and ask specific questions which will increase your professional knowledge. That will be your measuring scale in this case.
A - Achievable. Looking at your goal so far, can you achieve something like this? Are all the managers available and will you have time to have some 1-on-1 time with them? Tweak your goal if that is not possible.
R - Relevant. Time to check if what you want is relevant, realistic and benetfits you. In your case, you are on a familiarization trip and getting to know managers of certain departments might be great, but maybe you would want to have a guided tour around the company as well as you are new, and meet HR to chat as well. Would that be relevant and A-Achievable on your trip? You can add it to your goal description if that’s the case.
T - Time-Bound. In case of business trips, most likely you will be time-bound by the duration of your trip, though sometimes you may have only a limited time for a certain part of the goal, like one day or one morning or even just one meeting.
At the end you would want your goal to be having a tour of the company headquarters on day one of the trip and meeting HR while on day two you would make time to speak to managers of X, Y and Z, asking about best practices to gain professional knowledge. The goal of any trip can vary depending on your experience, seniority, trip duration and purpose. If you are meeting potential clients, your goal can revolve around opening a door to a new deal, or even sealing the deal. In case you are going for networking you can target representatives of certain companies and how many of them you want to meet, exchange business cards and have a follow-up meeting later on. When it comes to making goals, they can be diverse but make sure they are SMART.
Making the Most of Your Traveling
While preparation is key, it would all go to waste unless you have the will to put it all into action. It starts already with your traveling to your destination. During your travels, try to make yourself as comfortable as possible. If you have a long drive you can listen to relaxing music or a podcast, whatever will help you unwind; and if you have a flight or train ride you can always bring your laptop to either work or watch a movie. Various things like sleep masks, earplugs and even a plane foot hammock can make a difference. This is all down to personal preference, and you personal preference will change with time as well, so always be flexible. There might be a time where you need to prepare for a speech so your travels will be preparation orientated, and there will be times where you will be able to use that time to relax or sleep. Being flexible also means realizing that no matter what you planned to do on your 2-hour flight, if you have a screaming toddler in the seat behind you, unless you have noise-cancelling headphones, that won’t be happening. Best to always be prepared for all possibilities and take it as it comes. As they say: Go with the flow.
Make The Interactions Worthwhile
Once you arrive at your destination, you may already have a schedule. If you do not have a schedule yet, now is the time to reach out to clients or partners and confirm what will be happening the next few days. You want to make the most of your time by setting up meetings and appointments in advance. Take advantage of networking opportunities by attending industry events, conferences, or meetups. Manage your time effectively by creating a schedule and prioritizing your tasks to ensure that you accomplish your goals during the trip.
Once you have your schedule prepared, unpack and make yourself comfortable. One of the things I always suggest is to unpack completely, setup your clothes and shoes for the coming days, make sure nothing has been damaged during the travels. It will take you some time, but better you realize that your conditioner spilled on your white shirt while the stores are open or you have laundry service available, than in the morning when you are late for the meeting. By the way, if you have followed my instructions and done your preparation diligently, you will know if you have laundry service available or some shopping is necessary. And bonus points if you packed with the mix and match method and have a spare ready to go.
The most important part of your trip is whatever your goal is, which will include creating a first impression and leaving a great last impression. This all comes with communication, interaction and meeting others during your business trip - and I would say is the pivotal moment of any business affair.
When interacting with colleagues or clients, practice active listening by making sure you a present and not drifting away. Actively engage and show that you are understanding what is being said to you. Communication is a two-way street, so make sure to acknowledge the message being relayed and ask questions, get more details and if you don’t understand - calmly request a clarification. The power of communication is amazing as it will open doors and create new connections that may lead to new partnerships, business deals and sometimes even new ventures. You don’t want to miss out on that chance by not being present, whether mentally or physically.
During your trip, I suggest you make daily notes. If you do not have time to do so during your day, do it at the end of your day, but do not wait until tomorrow. Being in a different environment and meeting new faces, or just interacting with a variety of profiles is great, but can lead to a variety of topics and discussions which you may not remember tomorrow. Take the time at the end of your day to write down your impressions and thoughts. Even if you think somethings is insignificant, write it down, even if all you can figure out is: ‘I spoke to Joe from HR and Joe seemed shy and reserved but explained to me about the hiring process which I appreciated.’ Later on, you may meet Joe again and you can thank him for his explanation. I guarantee you that after a second interaction like that, Joe will not be so shy and you will have made a positive impression on him by remembering what he told you. That is why noting down things is of great value. It will set you apart from others who will take every interaction for granted. Details count and by remembering (or at least taking time to write down) details you are showing that you are treating every encounter as an important one, actively participating, caring and resepecting the other person.
Balance it Out
One thing I would like to emphasize is that work-life balance doesn’t end when you go on a business trip. There are still things you want to maintain, for your own sake, when you are on a business trip. To sum it up - when you are traveling for work there are a few things to keep in mind: the goal of your trip has to be balanced with getting enough rest, staying hydrated and getting nutrients you need. What that means - staying healthy.
Staying healthy while traveling is crucial to your productivity and well-being. You may not think about it too much, but problems with cognitive performance that can occur with mild dehydration and can include poor concentration, increased reaction time, and short-term memory problems, as well as moodiness and anxiety. So make time to take care of yourself. Combat jet lag by adjusting your sleep schedule before you travel and taking short naps to recharge if needed. Have medication you may need on hand. Carry a bottle of water. Think of the small things that help big things happen.
Keep track of your mental health as well, as some trips can be emotionally draining and stressful. There are various ways to take care of your mental health by taking time to yourself, staying in touch with friends and family or even meditating. You don’t need much, and trust me, sometimes a 5-minute guided meditation from YouTube can do wonders.
Lastly, stay safe in unfamiliar places by being aware of your surroundings, using secure transportation options, and keeping your belongings secure. You don’t want to go roaming around a place you were told is risky, avoid going to casinos, night clubs and bars. Not just because of the risk they carry, but because you are on your trip with a goal, and hopefully by now you are aware you need to rested, concentrated and full-on for the duration of your trip. Partying until 3:00 AM with some potential partners might help, but leaving early and continuing with the business negotiation tomorrow at 9:00 AM is probably a better idea long-term.
Your business trip is a fantastic opportunity for you to step out of your comfort zone, exchange experiences with other professionals, meet colleagues, sign deals, attend conferences, participate in trade shows and pretty much escalate your career with every trip you take. As long as you have a clear focus, even if you have some uncertainty about it, maintaining that focus will help you in the long-run of setting you apart from others, achieving a target or even landing that long-awaited promotion.
Think of Your Goal
Another thing I would suggest is to daily engage in self-motivation by reassessing your goal. How much of the goal have you reached and what is still left to cover? How happy are you with what you have done so far? And if you haven’t reached the goals immediatelly, what are you going to do differently tomorrow to make it happen? Flexibility is a valuable trait and so is being proactive. It can happen circumstances change and you can no longer meet with people you wanted to. People can get sick or have family emergencies. In those cases, you should think of ways to accomplish your goals in a different way. Think outside of the box, be mindful and flexible. There are always ways to make the most of your trip.
What may happen, especially if you have done all the planning and preparation, when someone cancels on you is a feeling of disappointment. That is absolutely normal. You have put in the extra effort and now that potential client has canceled your meeting, lowering your chances to, for example, finalize an important contract. Don’t let emotions get the best of you, because your effort is not unnoticed. You want to stay open-minded and see how can you still attain that goal. If it is not clear to you, reach out to your colleagues, mentors, your superior and ask for direction. Asking for direction (not for help!) will show you are dedicated to your goal. It will also show you respect other people’s input and opinion. If you can’t figure something out yourself, some help from the side is always welcome and don’t let ego get in the way of that.
In case your goal is not attainable any more, recalibrate. How can you make the most of your trip now, in this current circumstance? Never give up on progress. I always tell my clients I prioritize progress over perfection. It may not be your perfect trip anymore, but let’s make it count and do something that will help your progress. Maybe you will now have time to seek out new potential clients, or can attend a different meeting you initially canceled. Leave all doors opened because opportunities are all around you, you simply have to look and choose which door to go through.
“If you don’t know where you’re going any road will do.”
Follow-Up and Reflection
After you return from your business trip, take some time to reflect on your experiences. Go through the daily notes you made and think of the impact you left behind, as well as what impact the trip had on you. Consider what went well and what you could improve upon for future trips. Be open to feedback and be ready to provide feedback if requested.
I would suggest to immediatelly follow up with contacts you made during the trip to maintain those relationships and explore potential collaborations. Apply the lessons learned from your trip to enhance your future business endeavors and always be ready to expand further. After all, that was the point of your trip, so don’t let it go to waste. Now is the time to reach out to Joe, who you sadly you haven’t seen since your first interaction and send an e-mail thanking him for his input. It is time to send an email to the representative who couldn’t show up for the signing of the contract due to a family emergency, expressing sadness for not being able to meet up but hoping his family member is fine and that you will continue business negotiations at an appropriate time.
Following up in one way or another, is another way to make a last impression and seal the deal. Whatever the deal may be, whether that is signing a contract, expanding a portfolio, attending a conference or doing a familiarization trip. Sending a short message, following up, expressing gratitude and appreciation will help establish your professional image and help you overall in achieving career success. We want your last impression to make an outstanding lasting impression.
With following these essential tips for your business trip, preparing, executing and following up, you can maximize your productivity, build valuable connections, and make the most of your travel experience while paving a path for your professional success. With proper preparation and a positive mindset, your next business trip is sure to be a success!
Safe travels and good luck!
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