The best 30 business travel tips for your next corporate adventure
Traveling for business can be a double-edged sword. For some, it’s an exciting opportunity to mix work with a dash of exploration. But without the proper preparation and tools, it can sometimes feel more like a test of endurance than an adventure.
Let’s explore 30 business travel tips to help you transform your travel experiences — everything from planning your trip to reimbursing expenses when you’ve made it back home.
1. Look over your company’s travel policies
Before you book your flights and begin packing your most Instagrammable travel outfits, make sure you're well-acquainted with your company's travel guidelines. Every organization has its own set of rules and regulations, from flight class preferences and hotel tiers to per diem allowances and ground transportation options. Overlooking these can lead to out-of-pocket expenses or reimbursement delays.
2. Plan ahead
Last-minute travel arrangements are never a great idea. Not only do they often result in higher costs, but they can also lead to less desirable flight schedules, accommodation options, and even the risk of unavailability — not to mention hasty planning often results in oversights, causing avoidable stress or disruptions.
Leveraging tools like Expensify Travel can significantly simplify your planning process. Instead of painstakingly scouring the web and cross-referencing airfare and hotel costs, you can sit back and let Expensify take the lead. We'll handle booking flights and accommodations, ensuring they align with both your personal preferences and your company's policies.
3. Take advantage of rewards programs
If you're jetting off for business, don't miss out on the potential perks. Consider enrolling in frequent flier and hotel loyalty programs to maximize your savings and benefits — especially if you’re a frequent business traveler. Plus, you could get access to upgraded seats, discounted stays, or even free trips in the future.
4. Use a corporate card
Let's talk about streamlining expenses. Booking flights, covering dinners, and other work-related expenses? Consolidate them onto one corporate card and watch your expense tracking simplify tenfold. It's not just about ease; it's about efficiency.
Using the Expensify Card for business travel takes this a step further. With its real-time expense reporting and seamless integration with the Expensify platform, it ensures that all your spending is immediately categorized and documented. Say goodbye to post-trip receipt wrangling and hello to instant oversight and control over your business expenditures.
5. Fly non-stop when you can
When traveling for business, it's tempting to opt for those flights with layovers — often because they're a tad cheaper. But take a second to weigh the pros and cons. Direct flights may come with a slightly higher price tag, but they significantly reduce travel time and the fatigue that comes with hopping from one flight to another.
Remember, time is money, and the hours saved with a non-stop flight can be better spent preparing for that big meeting or getting some well-deserved rest. So, when plotting out your travel itinerary, prioritize efficiency and consider flying direct.
6. Select your preferred airplane seat
Ever spent hours in a cramped seat, sandwiched between two passengers, and thought, "I should've booked a better spot"? Well, when reserving your flight, don't just click and go. Take a moment to select a seat that caters to your needs.
Whether you need that extra legroom to stretch out, prefer the window for a solid work session without interruptions, or want the aisle to make quick exits for your layovers, your seat choice can make all the difference in how you arrive — refreshed or frazzled.
7. Read up on your destination
Traveling abroad? Before you take off, it’s important to do a little homework. Research your destination, dive into the local customs, and maybe pick up a few phrases in the native language. It can go a long way in making a great first impression when stepping into the conference room.
It’s also important to understand the local currency of your destination. When it comes to handling expenses in various currencies, tools like Expensify can save you a few headaches by helping you easily account for foreign currency when submitting expenses.
8. Send your itinerary to someone you trust
Let’s get into some business travel safety tips because when it comes to traveling, especially solo, safety should always come first. While your employer will likely have your itinerary, it's also a good idea to share your live location or travel details with a close friend or family member outside of work. This adds an extra layer of security that ensures someone's got an eye out for you, just in case.
9. Consider travel insurance
Better safe than sorry, right? Travel insurance isn't just for individual globetrotters; it's crucial for businesses, too. Whether facing lost luggage, unexpected health issues, trip cancellations, or even logistical complications from multiple employees traveling at one time, having the right coverage safeguards against unexpected hitches and unforeseen expenses.
Check and see if your credit card provides coverage for these unexpected issues or if your company already provides some kind of travel insurance policy.
10. Download essential apps
There's an app for just about everything these days, from language translation and local navigation to discovering top-rated eateries and managing expenses on the go. Before you hit the road, make sure your phone is equipped with the following essential apps:
Google Translate for language translation: This app allows you to break down language barriers, providing text and speech translations on the go.
Google Maps or Waze for mapping and navigation: Whether you're walking, driving, or using public transport, these apps guide you to your destination with real-time updates.
Expensify for expense management: Simplify your expense reporting process, especially on business trips, by capturing receipts and tracking business-related purchases.
Yelp or TripAdvisor for discovering local cuisine and activities: Find top-rated local eateries, read reviews, and discover hidden culinary gems in the area you're visiting.
11. Pack smart
When it comes to packing, frequent business travelers know that It's not just about fitting everything into your suitcase — it's about strategy! Think TSA-friendly clear bags for your liquids and electronics that are easy to take out during security checks. And if you plan to work on the plane, keep your laptop in a bag that will fit under the seat in front of you — not your suitcase.
12. Bring clothes for business and pleasure
Dressing for success? Always. But don’t forget about the after-hours! Sure, you're there for business, but that doesn't mean you won't have some downtime. Maybe there's an impromptu dinner invite or a local sight you just can't miss.
We recommend packing a versatile wardrobe that’s ready for boardroom presentations and also suitable for that evening stroll, casual hangout, or early morning hike. The more you can mix and match, the better.
13. Don’t forget portable chargers
We’ve all been there — just as you're about to send that final email or pull up a critical presentation, your device decides to display the dreaded low-battery warning. This is where portable chargers swoop in as the ultimate business travel hack.
Slip one into your bag, and you've got an instant power-up for those crucial moments. Whether you're navigating an unfamiliar city using your phone's GPS or catching up on work on the plane, stay charged and in control.
14. Bring travel snacks
Ever been stuck on a tarmac waiting for clearance or endured a surprise layover with no end in sight? While we can't always predict travel hiccups, we can certainly prepare for them. Enter travel snacks.
Stash a few nutritious nibbles in your carry-on. Think protein bars, mixed nuts, or dried fruits. Not only do they help keep those hunger pangs at bay, but they also ensure you’re nourished and energized, especially when the only alternative might be an overpriced airport sandwich or, worse, nothing at all.
15. Keep your essentials at the ready while you travel
You know the drill — once you get to the airport, passports, boarding passes, and IDs need to be kept handy! Instead of burying them deep within the abyss of your bag, have a dedicated pouch or section that’s easy to access. You don’t want to be that person holding up the boarding line because you can't find your ID.
Even better: go digital as much as you can. Add your boarding pass to your phone and see if your state allows a mobile driver's license. That way, you simply pull out your phone for easy scanning.
16. Take advantage of airport lounges
Have you experienced the oasis that is an airport lounge? If not, you're missing out. These lounges aren't just for luxury. They provide a quiet space to work, offer refreshments, and can be the perfect spot to recharge — both your devices and yourself. Next time you're at the airport, consider stepping in and elevating your pre-flight or layover experience.
17. Optimize your layovers
When you’re traveling for business, layovers can be more than just a pause in your journey; they can be a golden opportunity for productivity. Instead of aimlessly wandering the terminal or staring at the departure board, find a quiet corner, pop open your laptop, and dive into work.
Tackling emails, prepping for meetings, or even strategizing for the week ahead can ensure you hit the ground running upon arrival. Remember, a proactive layover means less catch-up when you land at your final destination.
18. Say no to in-flight alcohol
While that in-flight cocktail might seem tempting, consider skipping it. Alcohol can dehydrate you, especially in the dry cabin air, and may disrupt your sleep cycle. Instead, opt for water or hydrating beverages. Your body — and your clarity during that upcoming business meeting — will thank you.
19. Adjust to your new schedule ASAP
Jet lag can be a serious drag, especially when you're traveling for business. The sooner you can sync up with the local time zone, the better. Upon arrival, try to adapt to the new schedule immediately. If it's daytime, resist the urge to nap, and if it's nighttime, get a full night's sleep. You'll be sharp and ready for those important business meetings.
20. Skip the hotel gym
While hotel gyms offer the convenience of a quick workout, there's nothing quite like lacing up your running shoes and heading outside to discover a new city on foot. Your daily jog can double up as a sightseeing session, letting you take in the ambiance and culture of your destination.
21. Set a daily budget
We all know the dangers of unchecked spending, especially when traveling for business. It's easy to get carried away with that fancy dinner or an unexpected shopping spree. Setting a daily budget ensures you remain within the financial guidelines set by your company or yourself. It’s also helpful to check if your company offers a per diem for food and beverages while you’re traveling.
When you use the Expensify Card, admins can set spending limits for their on-the-road employees so everyone can avoid unexpected financial surprises.
22. Ditch paper receipts
Keeping track of countless paper receipts can be a daunting task when you’re exploring a new destination. Expensify makes it easy to upload receipts on the go, so you never have to dig through your bag for a crumpled receipt ever again. Receipt scanning technology is a green and efficient solution that helps you stay organized, ensuring you're reimbursed for every penny spent.
23. Use a firewall when you go online
Traveling for business means you might often rely on public Wi-Fi, be it in hotels, cafes, or airports. But remember, public networks can be a playground for cyber threats. Always ensure you're using a firewall and consider a VPN for an added layer of security. This way, you can work and browse with peace of mind, knowing your data remains protected.
24. Check out co-working spaces
Need a change of scenery from the hotel room? Co-working spaces are perfect for working and also networking. They offer a dynamic environment filled with like-minded professionals, fostering collaboration and fresh perspectives.
See if your company has partnerships with local co-working spaces or if there are any popular ones in the area to enhance your work experience while traveling.
25. Opt for an international SIM card
Avoid exorbitant roaming fees. Before jetting off, consider grabbing an international SIM card or exploring the convenience of an E-SIM. Many employees have found success with E-SIM providers like Airalo, allowing you to secure a SIM for far-flung destinations without even leaving your home.
These options are often far more economical than your standard roaming plans, ensuring you remain connected without burning a hole in your pocket. After all, staying reachable, especially on business trips, is essential.
26. Use Uber for easier reimbursements
Gone are the days of hoarding paper taxi receipts. With Uber expense reports, your ride receipts automatically populate as expenses in Expensify, so each trip is instantly ready for reporting — making life much easier for you and your company's accounting team.
27. Take advantage of networking opportunities
Traveling for business isn't just about the work you do in boardrooms. It's a fantastic opportunity to expand your horizons and professional network. Whether you're in a new city or a familiar one, seek out local events, workshops, or seminars related to your industry. The connections you make might lead to unforeseen collaborations or insights.
28. Track your mileage
When using a rental car or your personal vehicle for business, it's crucial to keep tabs on every mile you drive. Consider adopting technology, like Expensify’s easy-to-use mileage tracking feature, to ensure you're accurately reimbursed for every business-related journey you take. This saves you money and a lot of time and paperwork.
29. Leave reviews
Your experiences can be invaluable to both fellow frequent business travelers and your own organization. Whether it's a hidden gem of a restaurant, a stellar hotel, or an airport lounge that exceeded expectations, take a few moments to share your feedback online. Your insights could greatly aid someone else's travel experience or business decision.
30. Submit your expense reports ASAP
Don't let those expense reports pile up. The sooner you submit your expense reports, the sooner you’ll be reimbursed. Being timely keeps you in the good books of your finance department and improves cash flow while on the move.
Jetsetters use Expensify for business travel
Armed with these top-notch business travel tips, you're primed and ready to conquer any business journey that comes your way — and if you’re looking for even more ways to prepare, check out these business travel statistics.
From pre-trip preparations to post-trip procedures, integrating technology like Expensify ensures a smooth and productive business trip. Safe travels, and here's to your next successful business adventure!
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