Know before you go: Understand your company’s managed travel program
During onboarding, you received orientation materials that likely included an introduction to your organization’s managed travel program. Take the time to familiarize yourself with the company’s travel policies, guidelines, and preferred tools for planning, booking, and managing expenses for your trip. If you didn’t receive this, please reach out to your human resources office or the travel team for assistance.
Currency
Before you go, decide how you’ll pay for expenses during the trip – cash, card or both? Most places accept credit and debit cards, but it’s always good to keep cash on hand. Having some local currency can make it easy to cover immediate expenses like taxis or tips. Using cards could mean less hassle, better record keeping, and savings – for you and your employer. And don’t forget to notify your bank of your travel plans to avoid hiccups.
Language
Are you traveling to an international destination? A few local phrases can go a long way. “Hello,” “Thank you,” and “Where is the nearest coffee shop?” are lifesavers. Download a translation app like Google Translate to help bridge language gaps.
Culture and etiquette
Demonstrating cultural awareness helps foster greater trust and build stronger relationships with the people you meet during your trip. Research local customs to avoid faux pas. Be mindful of dress codes, dining rituals, and business meeting protocols for the region.
Packing and medications
Check the forecast and pack accordingly. A capsule wardrobe is your best friend – think versatile pieces that mix and match effortlessly. Keep medications in their original labeled containers and store them in a secure, easily accessible place. Create a digital or physical list of your medications and prescriptions in case you need to replace them or provide information to healthcare providers.
Digital scouting
Get familiar with your destination using maps and travel apps. Take virtual tours of key locations to get a feel for the area. You’ll arrive knowing where to find your hotel, meeting destinations, coffee and food, or the nearest dry cleaner.
Hotel concierge: Your local guide
The concierge is your secret weapon for recommendations, directions, evening and leisure activities, and more. Tap into their local knowledge to make your stay as comfortable as possible.
Time your flight to beat jet lag
Choose flights that align with your destination’s time zone to minimize jet lag. Changing time zones? Adjust your sleep schedule a few days before departure to ease the transition.
Mobile security: Stay connected, stay safe
Secure your devices with strong passwords and enable two-factor authentication. Back up important data before you leave. Where possible, sign up for automatic updates and antivirus software. Enable security settings such as multi-factor authentication (MFA) to ensure you’re the only person with access to your accounts. Use this for banking, email, and social media apps, and any service that requires a login. During your trip, consider disabling your phone’s ability to automatically connect to available wireless networks nearby. Avoid public networks as much as possible.
Personal safety
Stay aware of your surroundings and exercise caution when interacting with strangers. Trust your instincts and avoid sharing personal information. Consider packing supplemental safety tools for the hotel room. Door stoppers, travel locks and peephole covers provide an extra layer of security.
Keep a low profile
Remove identifying logo or tags from luggage and attire, where possible. Keep jewelry and other valuables concealed and stowed securely when not in use. Generally, avoid ostentatious behaviors that might elicit attention from bad actors.
Travel management apps: Stay connected and stress-free
Staying organized can go a long way toward reducing stress and building confidence. Travel management apps like TripSource® “de-stress” the experience by keeping all your travel plans in one place – before, during, and after your trip.
TripSource helps you stay on top of key details like flight times, hotel reservations, and car rental information with a single, easy-to-navigate trip card. As your departure date approaches, there’s no need to scramble for emails or confirmation numbers – TripSource keeps it all in one central location.
Running late or dealing with a flight delay? TripSource makes it easy to contact your hotel with just one tap. And if you’d like your manager, a family member, partner, or a colleague to receive updates automatically when plans change, you can add them as a “Follower” right in the app. You can also share trip details manually, giving you control over what’s shared and with whom.
Immigration and customs
Understand the entry requirements at your destination and be prepared for screenings. Have all necessary documents ready and be aware that security checks at entry and departure points may involve close scrutiny of your person and documents. That doesn’t mean something is wrong; it’s part of the process.
Choose the right transportation
Research transportation options based on safety and your company’s travel policy. Where company policies and guidelines permit, use public transportation or rideshares. Renting a car? Remember that electric or hybrid vehicles can reduce your carbon footprint.
Checklist: How to get ready for your first business trip
- Learn about your company’s managed travel program and policies.
- Carry a mix of local currency and debit and credit cards.
- Learn basic phrases in the local language and download a translation app
- Understand the local customs, social behaviors and etiquette for business meetings.
- Pack for the weather and occasion.
- Keep prescription medications in original containers.
- Scout the location digitally.
- Befriend the hotel concierge.
- Manage arrival times on long-haul flights to reduce jet lag.
- Secure your mobile devices.
- Stay aware of your surroundings, in the hotel and around the city.
- Keep flashy clothing and jewelry to a minimum.
- Get familiar with immigration and customs processes, requirements and restrictions.
- Choose your transportation based on safety and company policy.
