Guilia Velez
Travelling for work can be an exciting opportunity to explore new places and meet new people. However, it can also be a stressful and tiring experience if not managed well. Effective planning and organisation are key to making the most of work trips and ensuring they run smoothly. From choosing the right accommodation to staying healthy and keeping track of expenses, there are many aspects to consider when travelling for work. It's also important to be aware of your rights and responsibilities as an employee when it comes to work-related travel.
What You'll Learn
Research the area you're travelling to
Researching the area you're travelling to is an essential step in preparing for a work trip. Here are some tips to help you navigate a new city and make the most of your time there:
Transportation and Accommodation:
When it comes to transportation and accommodation, convenience is key. Try to book your accommodation close to your meeting venues or convention centres. This will save you time and money on commuting, and you won't have to worry about getting stuck in unknown traffic. If your company is booking your room, ensure they know your preferences and priorities. Additionally, consider joining frequent traveller clubs to accumulate points that can save you money on future work trips.
Food and Entertainment:
Research local restaurants and make reservations in advance, especially if you plan to entertain clients. Sites like OpenTable can be helpful in finding dining options and making reservations. Asking locals or your hotel staff for recommendations can also lead you to great spots that might not be in guidebooks. If you have specific dietary requirements, plan ahead and identify places where you can buy simple, healthy essentials.
Local Culture and Customs:
Understanding the local culture and customs is crucial when travelling for work. Research the appropriate clothing, local customs, and public transport options. Knowing a few key phrases in the local language can also be helpful. Additionally, check for any upcoming events or local highlights that you can attend during your downtime.
Practical Considerations:
Don't forget to pack self-care items and workout gear if you want to maintain your routine while travelling. If you're particular about your coffee or tend to get hungry between meals, consider investing in airport lounge access. This can save you money in the long run and provide a more comfortable waiting experience. Lastly, always carry a small amount of cash for any unexpected expenses or last-minute purchases.
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Book the right hotel
Booking the right hotel is a key part of a successful business trip. Here are some tips to help you secure the perfect accommodation for your work trip:
Location, Location, Location
When travelling for work, it's crucial to book a hotel that is conveniently located. Try to find a place that is close to your meeting venues or the offices of your clients. This will save you time and money on transportation, and you won't have to worry about getting stuck in rush hour traffic.
Research the Area
If you're visiting a city for the first time, it's a good idea to research aspects like walkability and traffic conditions. This will help you make an informed decision about the best area to stay in.
Loyalty Pays Off
Try to stick to one hotel brand or chain, especially if you travel frequently for work. Many hotel chains offer loyalty programs that provide benefits such as free Wi-Fi, room upgrades, executive lounge access, and complimentary breakfast. By being loyal to a particular brand, you can accumulate points and enjoy perks that will enhance your business trips.
Amenities and Facilities
When booking a hotel for work, consider the amenities and facilities that will make your stay more productive and comfortable. Look for hotels with meeting rooms, event spaces, and business centres. If you're travelling with colleagues, common areas and networking spaces can be great for team collaboration. A solid fitness centre can also help you stay active and energised during your trip.
Practical Considerations
Don't forget the practical aspects of your stay. Check if the hotel offers free parking, and inquire about their cancellation and change policies. If you're travelling with colleagues, ensure that the hotel can accommodate your group, and inform them in advance if you have any special requests or requirements.
Plan Ahead
Book your hotel as early as possible, especially if you're travelling during peak seasons or attending a large conference or event. Last-minute bookings can sometimes result in discounted rates, but you may also end up paying a premium or struggling to find availability.
By following these tips, you'll be well on your way to booking the right hotel for your work trip, ensuring a productive and enjoyable experience.
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Give yourself plenty of time
When travelling for work, it is always best to give yourself plenty of time. This means accounting for potential delays and unexpected obstacles, and ensuring you have ample time to reach your destination and arrive at meetings on time.
Firstly, when booking your travel, always opt for a flight that arrives the night before an early morning meeting. This gives you a buffer in case of any delays and means you can get a good night's rest before your meeting. It also gives you the opportunity to explore the city and get your bearings, so you are more prepared for any travel the next day.
Secondly, avoid connecting flights. While they may be cheaper, they increase the risk of delays and the stress of rushing between gates. Direct flights are more reliable and less stressful, giving you peace of mind and more time to focus on your work.
Thirdly, when it comes to accommodation, always opt for a hotel that is close to your client's office or convention centre. While a hotel further away may be cheaper or have better amenities, you are making a trade-off in terms of travel time and cost. Traffic can be unpredictable, especially in a new city, so staying close by ensures you can reliably get to your destination on time.
Additionally, when travelling for work, always give yourself more time than you think you need to get to your client's office. Underestimating traffic is a common mistake, and it is far better to arrive early than to be late. You can always find a cafe to work in or get some last-minute preparation done if you have extra time.
Finally, when it comes to packing, create a standard packing list and give yourself plenty of time to pack everything you need. Roll your clothes to save space and pack socks and underwear in your shoes. If you are travelling with a laptop, ensure it is easily accessible for security checks, and always pack a set of clothes in your carry-on in case of delays or lost luggage.
By following these tips, you can ensure you give yourself plenty of time when travelling for work, reducing stress and ensuring a more enjoyable and productive trip.
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Self-care
Firstly, staying hydrated is essential. Always carry a water bottle with you, preferably one with a wide mouth, so you can refill it easily and drink from it comfortably. Staying hydrated will help you feel more alert and energetic throughout your trip.
Secondly, try to maintain your regular exercise routine, or at least incorporate some physical activity into your trip. If you're a member of a gym, check if they have branches in the city you're travelling to. Many hotels also have gyms, so you can work out without even leaving the building. If neither of these options is available, you can always do some exercises in your hotel room, like pilates or yoga.
Eating well while travelling can be challenging, especially if you have specific dietary requirements or are on a special eating plan. Before you go, research restaurants and food spots so you know where to find healthy meals that fit your needs. If you're worried about healthy options being unavailable, pack some healthy snacks like trail mix or fruit to keep your energy up.
Getting enough sleep is also crucial for self-care when travelling. Avoid overpacking your schedule and set boundaries with your colleagues if necessary. Make sure you get a full night's rest so you can stay alert and focused during your meetings.
Lastly, don't forget to pack some comforts from home. Bring your favourite pillow or an essential oil diffuser to help you relax after a long day. These small touches can make your trip more enjoyable and reduce homesickness.
By prioritising self-care, you'll be able to enjoy your business trips and make the most of your time in new cities.
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Claim expenses
When travelling for work, it is important to keep track of your expenses so that you can claim them back. Here are some tips to ensure you can claim expenses effectively:
Firstly, it is important to understand what constitutes a valid expense. The IRS defines an expense as ordinary and necessary if it is common and accepted in your industry, and helpful and appropriate for your business. Expenses must not be lavish or extravagant, and they must not be for personal purposes.
With that in mind, here is a list of expenses that you can claim when travelling for work:
- Transportation expenses, including plane, train, bus, and car travel, as well as baggage fees, car rentals, taxis, and shuttles.
- Lodging and meals. You can deduct 50% of either the actual cost of meals or the standard meal allowance, which is based on the federal meals and incidental expense per diem rate.
- Tips, including tips for hotel staff, porters, and baggage carriers.
- Dry cleaning and laundry.
- Business calls and communication, including business communications by fax machine or other devices.
- Shipping costs for baggage, samples, or display materials between your regular and temporary work locations.
- Other similar ordinary and necessary expenses related to your business travel, such as transportation to and from a business meal, public stenographer's fees, computer rental fees, and operating and maintaining a house trailer.
Finally, remember to keep good records. Well-organised records make it easier to prepare a tax return and support any deductions you claim. Keep receipts, cancelled cheques, and other relevant documents.
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Frequently asked questions
There are many ways to make travelling for work more bearable. Firstly, always take a bag with wheels. Secondly, set boundaries with your colleagues so you can get enough sleep. Thirdly, don't forget to practice self-care. Fourthly, spend a little extra money to access the airport lounge. Finally, carry a wide-mouthed water bottle to stay hydrated.
An employer has no moral right to force an employee to travel against their will. However, if the employee's job profile includes travelling, it is their responsibility to do so.
Employees can refuse to travel if they have a legitimate concern, such as a medical condition, that puts themselves or the company at risk.
Travel expenses are costs accrued while travelling for work, such as airfare, lodging, and meals. The Department of Labor (DOL) does not require employers to reimburse employees for these expenses, but many employers do so anyway as businesses can deduct them as expenses.
Time spent travelling during regular work hours is eligible for compensation. Time spent commuting to and from work, outside of work hours, is unpaid.
