In spite of all the talk about the romance of travel, if you're frequently on the road for business, you know the story is often quite different! If you're wandering around Europe with a significant other, missing a connection may only mean one less wonderful sightseeing opportunity in the city before you leave. If it happens on business travel, it often means chaos and lost opportunities. Through careful preparation, the loss can be minimized - and if you're really clever, new opportunities created!
Here are some tips you can use to hit the road with confidence. (If you're lucky enough to have an assistant, let him/her do some of the organizing for you!)
1. Start planning the trip as soon as possible. As soon as you get wind of an upcoming trip, begin collecting information in a file folder labeled with the date and event. (Don't overlook that reservations and other info you need is easily and quickly available on the Internet!) Your trip folder can contain:
o airline tickets
o car rental confirmation/coupons
o hotel confirmation
o directions to hotel/appointment
o names of contacts in site city
o map of the local area
2. Set up a section in your filing system for "Upcoming Trips." File in chronological order according to the date of the next trip so you can quickly check trip status. (A side benefit of this practice is that it will help you organize your desk more effectively!) Make a note in the trip file of other files that might be useful on the road.
3. Create, use, and update a business travel checklist. Keep a running list of everything you could possibly want or have ever used on a trip. Put a copy of the checklist in the front of the trip file. If your assistant does the packing, give it to him or her prior to the trip with the items you need checked. As you work together, your assistant will be able to do much of the packing without your input. (I frequently leave on a business trip without any idea of trip details - confident that the information is in my file, and has already been given to my family and colleagues.)