How to Plan a Business Trip

Are you a business professional that has to travel often for work?

Create a file folder for each specific trip

Keep all trip-related information in one file folder. Information you need to keep might include the following: contact names, airline tickets, hotel reservations, maps, etc. Or, utilize a cloud-based application like Evernote to go paperless with your travel information. You can clip website information directly into Evernote, or e-mail confirmation notices to it.

Confirm all appointments with contacts.

This is especially important when traveling internationally. Speak personally with the people you are traveling to meet to get a firm commitment. Nothing is more awful than traveling to meet someone and have a communication breakdown about the date or time.

Create an itinerary for your trip and leave a copy at home

Leaving a copy of your trip's itinerary, including flight numbers and hotels, with an office assistant or spouse is very important in case of emergency. Most travelers are able to be reached via cell phone, however there are circumstances under which your phone may not work. It would be vital for someone else to know your whereabouts and ETA.

Check websites for local restaurants and attractions

There are many websites you can search for local information while traveling (Citysearch.com, Urban Spoon, Virtual Tourist, etc.). It's also helpful to ask a local about the best food options, if you'd like to stay away from the tourist crowd.

Create a packing checklist

If you travel often for business, create a checklist of items that you will need with you on each trip. Modify the checklist for each trip, depending on whether you are traveling within the US or abroad. Keep a copy of the list on your computer, so you don't have to reinvent the wheel each time you travel.

Back up files before you leave the office.

Be sure to back up your files before you leave, in case of an emergency at the office while you are gone. If you use cloud services, be sure to sync to the cloud so you have the most up-to-date copies on your devices while you travel.

Designate a home for receipts

Take a file folder or envelope to store your business receipts in (or designate a space in your wallet). By keeping track of your receipts while you are traveling, submitting the receipts when you return will become much easier. We recently wrote a blog post about What to Pack on a Business Trip - check it out for some suggestions.

What other tips do you have for business travelers?

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