Smart Travel Tips to Save Your Business Money

No one likes to live out of a suitcase, but in this global age, entrepreneurs are finding that travel is a necessity even in the age of web conferencing. The personal touch can make or break a deal and there is always someone waiting to take your place. Though travel can be expensive and frustrating, there are simple ways that you can reduce both the stress and the cost. Don’t worry, you don’t have to sign up for anything and some of it may seem like simple common sense, but the fact is, situations can change rapidly and the more you can do to be prepared or to be able to get yourself together quickly and painlessly, the better your trip will be.

Organize, Organize, Organize

On a daily basis, you are organized. You have a great head for detail and you remember everything, but when you’re traveling, particularly when you’re crossing time zones, the jet lag and lack of sleep can scramble your brain a bit. You may remember what hotel that you’ve booked, but not the room number you were assigned. You may forget where you parked your car which could make you late for that important meeting about funding. And was it flight 103 at 2:30 or flight 230 at 1:03? When the weather stops cooperating and the plane is grounded for a few hours, the airline peanuts just aren’t going to do the trick.

All of this can be avoided with a few simple strategies that will help you help yourself make the trip a dream instead of a nightmare. The first tip is starting before you leave. What every business traveler needs is a detailed checklist that has the basics you must have on any trip.

When you are relaxed and have your full faculties, type out a list of everything you know you will need on every trip you take. Include simple things like the little plastic bottles approved by the TSA that carry any liquids you need, and put simple items like belts or ties so you don’t forget to bring them. And above all, use the list. Check off each item as it’s packed.

When you make your reservations, use your smart phone and put the important information in a memo. The dates, hotel name and phone number, rental car phone number and reservation number and flight information along with the number to call to check on the departure status are quite handy. When you arrive and are assigned a room, update the memo.

Don’t count on the airlines to ensure you are fed, if there’s a delay, you are toast and they have none. Before you leave pack some snacks like granola bars or energy bars so you never have to worry about being without even if the airlines are. And speaking of meals, there are some great online services like Trip Advisor that can help you find restaurants near your hotel that serve your preferred cuisine at your desired price range.

Communication is the Key

Two things you must have when you travel are a Wifi connection and a mobile phone. Domestic travel isn’t an issue for the mobile phone, but it is internationally. Your phone may not operate on their systems and the cost for calls or texts could break your budget. A little planning can change that.

There are several strategies that can keep the costs of a mobile connection down and they are quite simple. First, you can buy a prepaid SIM card that will connect to your carrier’s overseas network. They start at $5 and you can put it in your phone when you land and you’re ready for business. The advantage is that you use your own phone and you don’t have to learn the ins and outs of another one. Most airports sell prepaid phones that work in whatever country you’re in. These are fine, but check out the fine print before you buy. Skype and Google Voice provide low cost calls if you are in the United States.

As for Wifi, hotels and airports typically have hotspots for business travelers. But if you will be in a car, train or bus you are typically out of luck. To avoid SMS charges without a Wifi connection, you can use WhatsApp which is a message exchange without SMS charges and you can always get a prepaid jetpack that lets you set up your own hotspot.

One product that can truly make conference calls on international trips a breeze is UberConference. It gives you the ability to attend that web conference using a local number. This can not only cut your costs with its unlimited calling feature, but it also gives you access to its superior tools such as screen sharing, call recording and it even has a mobile app for when you’re on the go. If you have tips or experiences you’d like to share, we’d love to hear them.