Travel can be a complex undertaking in the best of circumstances. Considering that there are so many things that could go wrong, travelers may have second thoughts about planning a trip. Business travel is usually unavoidable. Even in today’s technologically advanced world, face-to-face meetings are still the best way to build professional relationships. International business travel does not have to be a chaotic experience. Planning ahead can make all the difference between a smooth trip and an exhausting rogue event.
1. Plan Ahead
Planning travel well in advance of the departure date has obvious benefits. Whenever possible, booking flights more than a month from travel allows time for price protection. Flight and train tickets typically increase when there are ten days or less remaining before departure. Planning ahead for business travel also allows more time for incidentals. International travel requires additional attention to details such as currency exchange, outlet converters for portable electronic devices, and perhaps language tutorials. Carry a copy of the company expense report to create a working draft while traveling for business. This will make for a quick process upon return to the office.
2. Negotiate Prices
Even when advance planning is not possible, there are still ways to guarantee the best prices. Various memberships to clubs and communities offer users special discounts on travel. International travel offers even more ways to save because there are more segments in a single trip. Each travel segment could be operated by a different carrier. This is true for flights, trains, buses, and other modes of travel. The benefit to working with multiple companies on an international flight is the ability to take advantage of the best combination of discounts available with each company. Rental car companies and other specialty travel providers may also offer loyalty programs. These programs offer rewards for travel that could result in steep discounts, and many companies will even honor competitors’ special pricing.
3. Invest in Travel Insurance
There are virtually innumerable ways that travel plans can go awry. Flight cancellations, lost luggage, weather delays, and airborne illnesses are just a few of the most common travel disasters. Purchasing trip insurance will not prevent these mishaps, but it will help protect against some of the damages they cause. Trip insurance ranges from very basic collateral damage such as lost luggage, to more detailed claims like price protection. Flight cancellations, blackout dates, and preferred flight times can all be accommodated with travel insurance. Some insurance service providers even offer ways to find special prices, cheaper flights, and cabin upgrades.
4. Make the Best of Delays
Make life easier by carrying something productive to do in the event of unexpected delays. Reading a book, reviewing work presentations, or completing a puzzle can calm the distress of travel delays. Keeping any of these things handy in a carryon bag will not take up much room but will provide several hours’ worth of occupation in case of unanticipated downtime. Smartphones, laptops, and tablets are useful distractions, but offer unique challenges in airports. Internet and WiFi connections are typically patchy and most charging stations are constantly overloaded. In addition, the added stimulus of electronic devices tend to provoke anxiety when a person is stuck in one place with no control over their departure time or immediate future. Learning meditation techniques will also help keep stranded travelers calm during a delay.
5. Navigate Lost Luggage
Despite efficient communication processes and modern technological advances, accidents still happen. Many thousands of instances of lost luggage are still reported every year. Hope for the best, but prepare for the worst. Research in advance policies and customer service numbers for any airline carriers you will be using. Having this information handy in the event of lost luggage will save precious time in airport customer support offices. Keep a supply of necessary items in a carryon bag, such as vital toiletries and a change of clothes. This will ensure functionality in the event of lost luggage.
There is no foolproof travel experience, but these tips provide insight and assistance for any traveler. International business travelers have unique needs and expenses, which can be mitigated by some advance preparation.
