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Business Trip Planning: Tips from a Virtual Assistant

Getting ready for any trip can be daunting, but a business trip requires a little more effort.  On top of the normal stresses of travelling, your mind also needs to stay focused on business. Sometimes the difference between a stressful trip or a pleasant one is the planning. Use this checklist to ensure your travels go smoothly—and you just might get to spend an extra day relaxing!

TRAVEL ARRANGEMENTS

Be aware of any special accommodations that you may need, like vaccinations or drinking water. Book your reservations for flights, hotels, or rental cars. You can often find online deals that will help you book them all at once.  Use flight rewards if you can and decide if you will get a paper or E-Ticket and have them ready to present. Check that your Visa/ID’s or other relevant documentation are up to date

Keep all of this documentation on you at all times

ITINERARY

Take note of all your check in and check out times and plan your itinerary around them.  Fill the space between those with the trip’s agenda.  This is where you schedule your meetings, networking and activities. Keep this all on your digital calendar, synced between your various electronic devices.

Look into easy ways to check in for flights quickly, like using a kiosk or online check ins.

PREPARATION

Knowledge is power. Research your intended location for local culture or customs to be respectful at all times, as you are there representing your company.  Pack your suitcase, as light as possible. Any critical items should be carried onboard in case your checked luggage gets lost or delayed. Make sure you get to the airport in enough time to go through long lines at security checkpoints.

Most airlines recommend you arrive at the airport 2 hours before your flight

PRECAUTIONS

To avoid jet-lag, try altering your sleep schedule a couple of days before departure and drink a lot of water while limiting caffeine or alcohol. Aim to arrive in the evening when it still light out and go to bed at around 10pm local time of your destination if you have morning meetings on your agenda.

Check on flight times frequently prior to heading to the airport so delays don’t take you by surprise.

It might take a little more effort, but sometimes that’s what makes all the difference.  If you’d like to focus on the business end and get help with booking travel, check with your Virtual Assistant. Most VAs have plenty of experience booking travel and can handle those details for you.

photo credit: seantoyer

Posted on December 7th, 2016 by Rachel Braam, Office Manager

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