Modern technology has made business trips less necessary because a lot of the time, it is possible to simply connect over Teams or a similar app to talk to people all over the world about those all-important business deals, or to deliver a great pitch to investors, right? But, sometimes it is still necessary to get on a plane or train and meet with people in the real world, and when that is the case, it’s easy to get things wrong and turn your business trips into inconvenient drags on your time and money. Don’t want that to happen? Want your next business trip to go smoothly, and dare we say, maybe even be enjoyable? Here’s what you need to do.
Pack the Right Tech, or Prepare for Chaos
The cornerstone of a good business trip? Tech that works when and where you need it. No one wants to be that person in the hotel lobby crying into their power bank.
Portable charger:
This is not optional. Your phone will die at the worst moment. Always carry a high-capacity portable charger. Bonus points if it can charge your laptop too.
Universal adapter:
If you’re traveling internationally and forget this, you’re basically just packing decorative electronics. Keep one in your travel bag at all times. Trust us, scrambling for one at a foreign airport is not the vibe.
Noise-canceling headphones:
Airports. Planes. Hotels with suspiciously thin walls. These will save your focus, your patience, and possibly your sanity.
Wireless mouse and keyboard:
Lugging your laptop around is enough of a workout. If you plan to work from a hotel desk, do your wrists a favor and pack these lightweight productivity boosters.
Mobile hotspot:
Wi-Fi is not guaranteed. Hotel internet is often one notch above dial-up. A mobile hotspot gives you control over your connection, especially if you’re jumping between locations.
Apps That Make You Look (and Feel) Like a Pro
Having the right hardware is great, but the software you travel with can make or break your rhythm. Here’s what deserves a permanent place on your home screen.
TripIt or App in the Air:
Keep all your travel plans in one place, with zero digging through 47 confirmation emails. You’ll feel alarmingly organized, which is a fun new personality trait to try.
Google Translate:
Even if you’re fluent in the local language, menus can be a cruel joke. Just point, scan, and suddenly “boiled stomach lining” becomes an informed choice.
Slack / Teams / Zoom:
Yes, you’re traveling for work. Yes, they still want you in the meeting. Stay connected without constantly apologizing for background noise. Pro tip: learn the mute shortcut.
Evernote or Notion:
Jot down ideas, meeting notes, or that genius thought you had at 2 a.m. that might just revolutionize your Q3 strategy. Or not. But at least you wrote it down.
VPN app:
You really shouldn’t be using hotel Wi-Fi for anything sensitive without one. Keep it installed and ready. No one wants their pitch deck stolen by someone in the hotel bar.
Don’t Let Your Luggage Ruin Your Life
You’re trying to hustle across the city for a meeting and suddenly you’re hauling a suitcase like you’re auditioning for a strongman competition. Not ideal.
That’s where Radical Storage Kings Cross and similar luggage storage services come in. Drop your bag off, free your hands, and move like the seasoned pro you are. No more dragging wheels over cobblestones or trying to subtly hide your suitcase under a cafe table during your client meeting. Radical Storage makes it easier to go from station to presentation without looking like you just ran a marathon.
Build a Mobile Office Without Losing Your Mind
The dream: you check into a hotel and immediately enter productivity mode. The reality: the desk wobbles, the chair is older than you are, and your charger doesn’t reach the only working outlet.
Bring a foldable laptop stand if you’re planning to work from your room. Your neck will thank you.
Tether your phone if Wi-Fi lets you down.
Use a Bluetooth keyboard if the desk is barely large enough for your elbows.
Basically, prepare like you’re setting up shop in the world’s least ergonomic co-working space.
Bonus points if your hotel has a lobby or business center with decent lighting, reliable outlets, and an espresso machine. Otherwise, find the nearest cafe with strong Wi-Fi and low tolerance for screaming children.
Master Time Zones Like a Jet-Setting Wizard
This is where your calendar app needs to work overtime. Accept no ambiguity. If your meeting is at 9 a.m. London time, your calendar should show that, adjust for your current time zone, and send you a reminder that doesn’t make you second-guess everything.
World Time Buddy and Time Zone Ninja are great for planning across time zones without having a minor existential crisis.
And if you’re someone who always forgets the time difference and ends up sending your boss a Slack message at 3 a.m., maybe just don’t. Write the message, schedule it to send later, and avoid the “are you OK?” texts.
Don’t Sleep on Sleep (Literally)
We know. You’re going to “sleep on the plane.” Which means you’ll arrive looking like you just escaped from a wind tunnel and possibly hallucinating about bagels.
Don’t make this mistake.
- Invest in a neck pillow that doesn’t suck. There are some amazing ones out there that don’t make you look like a confused turtle.
- Pack melatonin or your sleep aid of choice. Time zone changes hit harder when you’re also running on zero rest.
- Use a sleep app like Calm or Headspace to help lull you into a nap when your body is convinced it’s time for lunch. Sleep is not a luxury on a business trip. It’s mission-critical.
Have One Outfit That Makes You Feel Like a Genius
This is a weird but effective tip. Bring one outfit that makes you feel like a TED Talk speaker. Doesn’t have to be fancy, but it should fit well, travel well, and give off “yes, I’m the person in charge” energy. You’ll need it for important meetings, accidental networking moments, or when you need a little confidence boost after being awake for 36 hours straight.
Know When to Shut It All Off
Work trips have a funny way of consuming your entire existence. You check emails between meetings, answer messages during lunch, and suddenly it’s midnight and you’re still on your laptop, muttering about “pivoting strategy.”
Don’t do that.
Use the tech, but also set boundaries. Turn on “Do Not Disturb,” put on a playlist, and take an actual break. Walk, explore, read a book, or stare at pigeons. Whatever it takes to remind yourself that just because you’re working doesn’t mean you’re not also living.
Bottom line? Business trips are about more than just making sure you get to the meeting on time and do a good job. You need to be organized, well-rested and stocked up with all of the tools and tech that you need to make things run as smoothly as possible.
You? You just show up and make it look easy.