Whether you prefer to have a separate travel checklist or integrate action items into your master task list, it is important to have a method to track all those things you need to do and take care of before you leave on your trip.

You can manage travel tasks within your personal organizer or planning software by creating one electronic task entry called, for instance, Travel Tasks - Washington DC. Then you can write in the notes or details field area all those items that need to be done before you depart (see Figure 1). By having one electronic task per trip, as opposed to entering multiple tasks in your electronic task list, you can see everything you need to do in one view.

FIGURE 1 You can track tasks associated with your travel in Microsoft Outlook. Here, I’ve created one electronic task entry and written multiple tasks in the notes area to record all the things I need to do for this trip in a single view.

You can also track travel tasks using the task list in your day planner. You could create a separate page to track the travel tasks and insert it between the day, week, or month you are traveling. If you travel frequently, you also might want to develop a separate travel checklist to use each time you travel, as shown in Figure 2. You’ll have a customized list of essential tasks, to which you can add any special items for specific business trips.

FIGURE 2 Shown here is a sample travel checklist you can use to help you remember all the things you need to do before you travel. Feel free to customize this list for your own needs.

I recommend getting a travel agent, if you don’t already have one. The time you spend browsing the Internet and making travel arrangements often is more valuable than the extra dollars you think you are saving by not paying a travel agent. If you have travel changes, it is also a time-waster to be on hold with the hotel or airline, as opposed to your travel agent taking care of it for you. A travel agent can free your time by making arrangements and help with travel changes as they arise.

Make sure your travel agent—or whoever helps coordinate your travel arrangements—knows your travel preferences, such as the travel vendors you prefer to use and the preferences and amenities you find important or necessary when you travel. For instance, if a king-size bed or free Internet access in a hotel is important to you, be sure you request that ahead of time. If you do a lot of driving at your destination, you might prefer to rent a specific type of vehicle. The more you have communicated to your travel agent or coordinator, the less hassle and time it will be to make changes.

Most travel itineraries are now sent via email. With most email systems, such as Lotus Notes and Outlook, you can copy that email directly into a new calendar entry. With Outlook, merely click and drag the email into the Calendar folder. With Lotus Notes, highlight the email, click Copy into Folder, and select New Calendar Entry. These functions copy the itinerary in the body of the email and paste it into the notes field in a new calendar entry. If you carry a handheld, the notes information syncs and you don’t need to print your itinerary because you’ll have it in your handheld if you need it.

If you don’t use either a handheld or an electronic calendar, you need to print your travel itinerary when you receive it. Your itinerary is handy to have to reference flight and hotel information, and it contains confirmation numbers you might need in case there are problems with your reservations. File your itinerary in a place that is accessible when you travel, such as in your day planner, your briefcase, or an “upcoming travel” File folder.

When you plan meetings you’ll have to travel to, try to schedule them at least one month in advance. Maximize your time, and plan meetings in the same office or location on the same day to minimize travel time. If you have friends or family in the area, be sure to contact them before your trip to see if you can meet them when you are in town. Follow up at least one week before your trip to confirm all your appointments, engagements, and meetings. Nothing is more frustrating (or embarrassing) than arriving at a meeting when they didn’t expect you! For each meeting you have scheduled, write contact phone numbers next to the appointment in your calendar for easy access. When traveling, you are likely to encounter delays; with the phone numbers readily available, you can phone your meeting contacts to let them know you’ll be late.

tip

Print a boarding pass online before you arrive at the airport. Most major airlines now offer this service directly from their websites. Printing a boarding pass before you leave for the airport saves a lot of time if you don’t have baggage to check. With your printed boarding pass and essential government-issued identification, you can proceed directly to the security checkpoint when you arrive at the airport.

When scheduling meetings and appointments, create travel time in between each meeting to get to the next location. If you are driving, taking a taxi, or using public transportation, you should plan time to get from one point to another. ACT! 2005 and Outlook both have links to online map sites to get exact directions and view a map for your contacts. Outlook has a nice online map feature connected with the address book. When you open a contact window, select Actions, Display Map of Address (see Figure 3). Outlook automatically opens your Internet browser to the MSN website, displays a map of the address, and provides directions. You can also use the popular site MapQuest (www.mapquest.com) to view a map and get directions.

FIGURE 3 If you click the Display Map of Address icon, Outlook automatically directs you to the MSN website and shows you a map and directions of the contact window you have opened. You can also locate this function by selecting Actions, Display Map of Address.

In ACT! 2005, you can view a map for any contact. With the contact open, select View, Internet Services, Internet Links, MapQuest Maps. A pop-up MapQuest Maps window opens verifying the address of your contact. Click Map It and ACT! automatically opens your Internet browser to MapQuest to view the map or directions.

Preplan the documentation you need for each meeting. Prepare (or have an assistant prepare) handouts, company literature, presentations, and so on before your departure. If you have to make multiple copies of materials, consider using FedEx Kinko’s online printing service. You can place an order online and email the documents you need printed to a FedEx Kinko’s near the meeting location in the destination city. Instead of lugging all the handouts with you, you can pick up materials when you arrive at your destination. Go to FedEx Kinko’s Office and Print Services website at www.fedex.com/us/officeprint/main.

Determine an office contact (one person or several people) to take appropriate actions or manage communications on your behalf while you are out of the office. Your office contact(s) should receive a copy of your travel itinerary and schedule, in case he needs to get in touch with you. Be sure you communicate any outstanding issues that might come up while you are away and all the necessary guidelines for him to handle those issues.

Change your voice mail message and activate your auto reply function in email to let others know the dates that you are out of the office and when they can expect a response. Some offices have office-wide calendars that track when employees are in and out of the office. Remember to record your information in that office-wide calendar.

Business Travel Overseas

In our global economy, overseas business travel is increasingly common. Traveling outside the United States requires some additional planning. Listed here are some steps and issues to take into account when planning your next trip abroad:

   Check the calendar—Some countries have different work weeks or longer lunch breaks than in the United States. This is helpful to know before you plan a meeting or an appointment. Also, you can research national holidays before planning your trip at www.national-holidays.com.

   Check for required vaccinations and medical precautions—Go to the Center for Disease Control and Prevention website at www.cdc.gov to check on medical precautions and vaccinations required by each country. Travel Health Online (www.tripprep.com) also offers international medical advice.

   Know your technology needs—Find out which electricity and Internet capabilities the country has before bringing your computer and other equipment. Visit the Kropla website (www.kropla.com), which provides electricity, phone, and Internet connection coverage worldwide.

   Check the weather—Before you pack, check out the forecasted weather in that country at Intellicast (www.intellicast.com) or the Weather Channel’s website (www.weather.com).

   Learn about the destination city—Contact the local tourist information center in your destination city to get travel information about the city and area. To find the local tourist office, visit the Tourism Offices Worldwide Directory at www.towd.com.

   Know the currency exchange—Before you go, log on to XE at www.xe.com and click Currency Converter; you will be able to calculate any country’s currency into another. The exchange rate changes daily, but this will give you a snapshot to help you prepare for your trip.

   Check security updates—The U.S. Department of State has security and travel advisories located on its website at www.state.gov. You should familiarize yourself with its general safety precautions before your international trip.

   Learn about the local culture—The Culture Shock! guidebook series published by Graphic Arts Center Publishing Company is an excellent source of quick and easy-to-read information about other cultures. The guides can be purchased at your local bookstore or from online book retailers. For more information about the book series, visit the publisher’s website at www.gacpc.com.

Create a designated travel area in your office where you can hold all your travel documents until you pack for your trip. This area can be a file folder or hanging file, a tray, or a designated travel bag. In this area, store items such as specific city or country information, your travel itinerary, reading material, meeting handouts and agendas, directions and maps, and all the other information and supplies you might need for your trip.

The bag or briefcase you use for business trips should have good pockets, be lightweight, and be easy to carry. If you travel regularly, permanently storing items that you use on a regular basis, such as office supplies, paper pads, extra business cards, maps, reading material, and company promotional material, in your travel bag. When you think of something else you might need on your trip, add it to the bag and forget about it. Then, the supplies and information you need will already be packed when you are ready to go. Women can use one travel bag or briefcase that doubles as a purse to save the hassle of trying to carry both and to assist in airline baggage limits.

If you travel frequently, you might want to purchase duplicates of certain items so you don’t have to pack them every time (this is one exception to the organizer’s classic rule of eliminating duplicates!). This could include items such as a separate toiletry kit that includes all the products you regularly use, an extra pair of pajamas, business clothing, and other items you need just for the road. Having duplicates enables you to always have your suitcase partially packed and your own items in their proper location for when you get home. This reduces time spent packing and unpacking items.

When packing, less is better. If you can travel with only a carry-on suitcase, I recommend it. You’ll save time by not having to check in your luggage and wait at baggage claim. You’ll also save your energy by not having to carrying the extra weight around. If you seem to regularly forget items when you pack, create your own specific packing checklist and use it to pack your suitcase with all the items you need. Pack like items within Ziploc bags; plastic bags are easy to pack and keep items clean, dry, and organized.

With today’s airline security, remember that security might go through your luggage. Refrain from locking your luggage and use nylon cable ties instead to secure your bags. This way, if security does go through your luggage, they can merely clip the plastic tie off. If you need certain items that are not allowed through the walk-through airport security, pack them in your luggage and check it.

To do list

   Determine whether you need your laptop while traveling.

   Prepare your electronics before packing.

   Plan for an Internet connection.

The first thing to consider is whether you even need your laptop with you. Some people rely on their handhelds while traveling, rather than taking laptop computers. A handheld can be an ideal business travel solution if you have a one- or two-day trip and don’t need the full functionality of a computer during that time. Here are items to consider when deciding whether to take your laptop:

If you determine that you need your laptop and other electronic devices for your trip, be sure to prepare them before you take them on the road. Here is a quick list of things to remember with your electronics:

tip

Laptop Travel (www.laptoptravel.com) offers extensive products for laptop and mobile computing equipment. This company offers products such as bags, batteries, adapters, travel cases, and a host of other accessories for travelers who carry equipment.

Accessing the Internet on the road, for both research and email management, is getting simpler every day. You have a few options for online access, including dial-up, wireless, and direct high-speed connections. It is important to know before you travel which options are available in the area you’re traveling to so you can come prepared with the necessary information and equipment.

Dial-up

If you need to use dial-up Internet access, remember to program the local access numbers into your computer before you travel. This saves you the cost of dialing a long-distance number at a hotel. Remember to bring a regular phone/data cord with you, as well. Most hotels have a data port connection located on the side of the telephone or on a power strip. To change your access number with your dial-up connection, follow these directions for Windows XP users:

1.   Open your connection in Windows XP by selecting Start, Connect to, Show All Connections.

2.   Double-click your dial-up connection to open the window, as shown in Figure 4.

FIGURE 4 Shown here is a dial-up connection window. If you click Properties, you can access the Alternate Phone Numbers window.

3.   Click the Properties button to open the Properties window, shown in Figure 5.

FIGURE 5 Shown here is a dial-up connection properties window. If you click the Alternates button, you can add another local phone number to access the Internet.

4.   Click the General tab to see a phone number listed. Click the Alternates button, which opens the Alternate Phone Number window.

5.   Enter in a new access phone number by clicking the Add button. Type the local access phone number in the Phone Number field provided. If you are at a hotel, you must enter the number 9 followed by two commas before typing in the access number to get an outside line and dial tone. Make sure the access number you have is considered a local number; otherwise, you will be charged by the hotel for long-distance charges. Then type the name of the city or location in the Comments field and click OK to close out of all three windows. This returns you to the Connect window.

6.   To connect using this new local access number, select from the Dial drop-down the local number you want to call; then click Dial.

Wireless

Wireless is becoming more prevalent in airports, hotels, and cafes. Very few locations offer free wireless service, though. When you are away from your own router, you are reliant on wireless Internet service providers (WISPs) to obtain wireless access. If you click the Available Networks tab in your Wireless Configuration window, you will see the available WISPs. When you click a WISP, it directs you to that website where you can pay online to get wireless access. This can cost between $15 and $25 for a one-time use. Wayport (www.wayport.com) is a WISP that offers access in most major airports and hotels. They have pay-as-you-go or monthly payment plans that are convenient for frequent travelers. To find out about free wireless locations around the country and to find one near your destination, go to Wi-Fi-FreeSpot at www.wififreespot.com.

If you don’t have an internal wireless card, remember to bring your external wireless card with you. Wireless cards can be damaged during travel, so take care when packing it in your carry-on or briefcase.

When you use a WISP while traveling, you need to be mindful of your computer’s security and of others who might attempt to access your data. A wireless connection, without security configurations, can give other wireless users access to your computer and its data. Attempts to illegally gain access to computers via public wireless locations have recently increased. With portable computers, it is more important to ensure they are secure when you log on through a WISP system. Check with your IT consultant or department to make sure you have the proper security configurations when accessing wireless networks outside your office.

To do list

   Organize paper documentation in an appropriate organizing tool.

   Code additional information on the back of business cards.

   Use the flight to catch up on reading and work.

   Have a designated place to collect all travel receipts.

If possible, track all travel records and receipts in one location and tool. This approach keeps all records together where you easily can access them, and it protects them from being lost, ripped, or damaged during your trip. Here are some tools you might use to organize documentation:

If you have a lot of paper documentation, it can be helpful to sort it into categories, depending on how you want to access the information later. Here are a few examples of categories you can create in one of the organizing tools mentioned previously:

If you are attending a trade show or convention, minimize the paper you collect. Trade shows and conferences typically overflow with free handouts, and it’s easy to accumulate a lot more paper-based information than you can carry and manage. Determine at the moment which piece of paper or literature would be the most valuable for you, request only that, and leave the rest. When you pick it up, also write on the document what you intend to do with it: read it, enter information from it into your address book, make a sales call, or take some other action. Coding the next action step makes taking the action easier when you get home, as opposed to the documents staying in a pile.

Managing Business Cards

When you receive business cards, try to immediately write on the back of the card information that can help you remember important details about that contact. Be sure to record on the card the date, location, and circumstance of your meeting; the next action step you need to do in association with that contact; discussion topics addressed; and any other data that will help you remember that particular person and your discussion. Later, enter the business card information into your electronic address book or organize the cards in your Rolodex system. Be sure to enter or write the next action items in your task list.

Take advantage of the travel time you have available. When you tell others that you are traveling, even with today’s technology, colleagues and associates feel that you are away and often interruptions, phone calls, emails, and so on are somewhat minimized. In addition, other airline passengers usually don’t know you so you can get a few hours of uninterrupted time. Traveling can be the perfect time to catch up on work and reading. For some, it can be the most productive time they have available. Use it wisely.

If you want to catch up on your reading during the trip, instead of taking along a pile of magazines and newspapers, consider tearing out and taking only the articles or sections you would like to read. If you haven’t looked at your reading pile in over 3 months, it is time to purge outdated information and keep only what is current. If you find that you only read certain publications, unsubscribe to the ones you aren’t reading.

If you find Internet articles and papers you want to read, create an electronic Reading file solely to store those electronic documents for reading on the plane.

tip

If noise tends to bother you either in hotels or airplanes, consider purchasing ear plugs or ear phones to help reduce the noise level so you can sleep or concentrate better. NTC Group, Inc.’s (www.ntcgroupinc.com) NoiseBuster headphones are designed to eliminate low-frequency noise.

Make sure you know your company travel expense guidelines. Then, you will be clear of what you can expense while on the road. Always track your expenses as you get them so you don’t have to spend time trying to remember these details when you sit down to prepare the expense report. Write the details of the activity on the receipts as you receive them. If expenses are tracked per a particular client, write the client name on the receipt. If the receipt doesn’t clearly indicate the type of expense, also note that information, such as meals, ground transportation, phone, tips, and so on. The key is to note the important information on the receipt at the moment you receive it, so you can more easily complete your expense reports in a timely manner after your trip.

Establish a place for collecting receipts until you return to your office or hotel room, and—no matter how rushed you might be—learn the habit of immediately putting every receipt or other expense documentation in the designated place. That way, you never have to waste time trying to gather all your receipts or worry about failing to be reimbursed for a legitimate travel expense. Here are some ideas of where to collect receipts:

Also, designate a place to record expenses for which you don’t get a receipt. One option is to record non-receipt items in your day planner or in the notes area of your handheld. You could also keep this information on a small writing tablet, if you carry one.

Some organizations require you to keep your original receipts and travel documentation in case the company is audited. After you complete your expense report, print a copy of it and staple all the receipts to it along with your travel itinerary. Then, file this documentation in a Travel Expenses section in your paper file system. I suggest having one Travel Expenses file folder per each year (or fiscal year) for easy reference. Purge these records only when your company or accountant indicates that it’s safe to do so. If you would rather keep information electronically, create an electronic file folder with the date and name of your trip. Save your email itinerary, expense report, and scanned images of your receipts in this folder; then you can discard the paper.

To do list

   Plan time the day after your return to catch up on work and correspondence.

   Unpack immediately after your trip.

   Keep your boarding pass and itinerary until your frequent flyer statement arrives.

   Don’t delay decisions; act immediately to avoid the pileup upon your return.