Success out of a Suitcase

Traveling for work can be a far different experience than traveling for fun, so here are some tips to make the effort less trying.

PREP WORK
Make reservations and check in online before you leave for the airport. Some airlines even let you do it as early as a day in advance.
Check ahead what the hotel will provide for necessities before packing items you don’t need. Many business-class hotels make hair dryers, basic toiletries, an iron and an alarm clock available to their guests. Buy and keep on hand travel-size toiletries that you will need, pack them in your kit and leave them packed. A money-saving solution is to buy refillable bottles and monitor their levels when you get home to make sure you don’t run out.

PACKING
Invest in a set of wheeled luggage that’s light but durable. Take the appropriately sized suitcase for your trip’s needs. When you’re considering what to pack, choose coordinating pieces to cut down on the amount of clothing you need and to maximize ensembles including use of your matching belts, shoes, purses, ties, etc.
Keep your carry-on light and effective. No one wants to drag a heavy bag around from terminal to terminal. It should have inside a change of clothes, toothbrush, medication in the original prescription bottles, glasses/contact supplies, your important documents, your thumb drive, cellphone/blackberry – the essentials you couldn’t live without if your luggage were lost.

PAPERWORK
Prepare a small kit full of office supplies and keep it in your bag, so you never have to waste time looking for paper clips in the hotel store on your way out to a meeting. Limit the number of hard-copy files you need to bring by consolidating and keep them in a pocket of your carry-on.
Don’t print multiple copies of your presentation or handouts before you travel – keep important documents on your laptop and on a thumb drive. Print when you arrive. Or if you need large quantities and it’s more cost-effective, ship them to your destination so you aren’t lugging them along with you.

SECURITY
Keep a copy of your airline and hotel reservations with your ID and passport, everything ready and easily accessible; wear slip-on shoes and nominal jewelry to move effortlessly through security. Make sure your suitcase is easily identifiable and meets size and weight requirements.

TIME TO WORK
Plan for a seamless entry into work mode after your trip. Schedule some time, if possible, when you get into your room to organize and prepare yourself. Take stock of what you need, and make sure you have everything, so there’s no last-minute searching and fumbling. This will help you to focus and keep your cool under pressure. If you’re prepared, the strain of unfamiliar surroundings won’t have as significant an impact.

RECEIPTS
One frequent flyer/biz guru revealed to me his biggest travel organizing challenge: receipts for reimbursement. Depending on company policy, receipts are required for reimbursement unless you’re using a company credit card. There are bound to be some reimbursable costs and if you don’t submit for payment, you’re throwing money into the wind.
Keep a small notebook for expenses (Staples carries small pads specifically made for this task). Make a list of your outflow (cab fares, meals, printing costs) and keep track of cash spent. Get a receipt for everything and keep them all in the small folder at the back of the notebook. When you return to the office, you can transcribe the list from the notebook to a spreadsheet or whatever form is required by your company.

Being organized can’t keep you from having to travel but it can keep you on track so your work is as polished and proficient as it is at home. Organization can help you to reach new levels of personal and professional success.