Business Travel
A guide for business owners and employees
Business travel is rarely the exciting executive experience many staff members anticipate. However, good planning enables savings and comfort to be achieved along with business objectives.
Pre-Travel Planning
Maximize the returns on the financial investment of travel by scheduling several appointments at the same destination. Consider a round trip with two or more stopovers at business-critical destinations, rather than taking three separate trips.
Save money by booking direct with airlines but be wary of their additional optional charges such as business travel insurance. One beneficial extra is the priority check-in option that some low cost airlines offer.
Don’t book expensive flexible tickets if you rarely use the option to change your flights. Unused non-refundable tickets can still be returned for a refund on airport taxes so don’t forget to send them back.
If you don’t eat breakfast, always ask for a Room Only rate for a single room. This will instantly save you money. Take advantage of local knowledge and corporate rates by asking your host to book a hotel room on your behalf. For safety’s sake always request a room between the 2nd and 5th floor. This keeps you above the dangers of car bombs and walk-in crime but below the levels firefighters can’t easily access.
Check your government’s website for travel security advisories and pay heed to them. Send a copy of your itinerary and contact numbers to the relevant embassy before travel if necessary, and take the embassy contact numbers with you.
On the Road
Always travel within company policy. Being outside policy could be the difference between a quick life insurance payout to your spouse or a long legal battle. Ensure your next of kin have a copy of your itinerary and a copy of your authorized approval to travel form or e-mail before you travel. This gives them comfort and contact numbers in the event of a family crisis or national security incident.
Make sure your mobile phone works in the countries you intend to visit and take the relevant country adapter with you.
Ensure you have the correct vaccinations for the countries you are intending to visit. Pack a small first aid kit and remember to get a doctor’s letter if you need personal prescription drugs.
To reduce the stress of lost luggage and to be prepared for every eventuality, always carry in your hand-luggage:
- Fresh underwear and basic toiletries in mini containers.
- Sunglasses and a folding umbrella.
- Toilet tissue.
- A black tie (gentlemen) or black headscarf (ladies).
- A doorstop / wedge to give added confidence for a good night’s sleep.
A few items will make even the most spartan hotel rooms feel more like home:
- Your travel alarm clock, which will be less intrusive than a hotel wake-up call.
- A family photograph in a cardboard frame (don’t carry glass).
- A pair of slippers and your favorite small cushion or throw from home to help you relax.
