Business Travel Tips

Pre Travel Check List
Savvy Tips
Travelling with Laptops
Beating Jet Lag
Travel Protocol

Pre Travel Check List

Check that your Ticket details are correct

Check your baggage allowance on the ticket

Check your Passports and necessary Visas are still valid

NB. Some countries also specify that you have a minimum period left to run on your passport

Check with your GP concerning the latest medical update for the country that you are visiting

Advise the airline etc. of any Special Needs

Reconfirm reservations with the applicable airline at least 72 hours before each onward flight

N.B: Some airlines will advise that reconfirmation is not necessary. However, we strongly advise that you re-check the timings of your flight as schedule changes can occur at any time

Take care of your ticket. Getting a new one is not as straightforward as you might think

If you do lose your ticket, the airline will usually:

Ask you to pay for a new one. You will only get your money back after the first one has expired without being used - which can be up to a year
Or, they will give you a new ticket but ask you to sign a "Form of Indemnity" to say that you will pay for it if the lost ticket is used by someone else before it expires
You may be charged an administration fee for having the new ticket issued and the old ticked 'blacklisted'

Some Tips from Savvy Business Travellers

It only takes a few extra minutes and a little forethought to make your business trip more productive and comfortable. But unless you travel a lot, you probably haven’t discovered some of the ways to improve your trips.

Consider alternative airports. Fly into an airport that’s just outside of your destination city. Typically, you’ll experience fewer delays and overbooked flights if you avoid a city’s main hub.
Charge your equipment. In airport waiting areas, check the wall space directly under the windows overlooking the tarmac and near support beams: it’s often equipped with electrical outlets. You can recharge your laptop and cell phone batteries while you’re waiting for your flight.
Become a frequent flyer. Ask your Travellers’ Friend account manager to ensure your travel profile concentrates your air mileage with one carrier (subject to your company’s policy of course) to earn elite status and enjoy the perks that come with it: early boarding, seat upgrades and prime positions on standby lists.
Know where you’re going. Before your trip, ask your Travellers’ Friend account manager for maps and driving instructions. Tuck them in your briefcase for a fast getaway.
On an airplane, don’t sit in the seat in middle of the row if you want to use your laptop - you won’t have enough elbow room. Ask your Travellers’ Friend account manager to ensure your travel profile states a preference for an aisle or window seat.
Test your dialup connection. Dial into your corporate network before you leave to make sure you’ll be able to remotely access email and network files.
Make copies of your passport. For international travel, always bring two photocopies of your passport and three extra passport photos. It prevents you from turning over your passport to customs officials for photocopying and simplifies visa application.
Carry an international driver’s licence. Police officers who don’t speak English are far more likely to recognize this document than a domestic driver’s licence.

Travelling with Laptops

Be prepared for unforeseen mishaps. To help you keep downtime to a minimum:

Pack floppy and other removable storage devices containing copies of important programs and files.
Bring along an emergency hard disk maintenance program.
Back up new work to floppies often.

Even though there is no evidence to suggest that airport x-ray scanners will harm your diskettes, you can ask that they be inspected by hand at airport security. Computers can also pass safely through airport x-ray devices.

Beating Jet Lag

Schedule eastbound flights in the morning. An a.m. flight will get you to your destination while it's still daylight. This allows your internal clock to adjust more quickly.

Schedule westbound flights at night. An evening flight simply extends your usual 24-hour day.

While In Flight

Make yourself comfortable. For long flights, dress comfortably in natural fibre clothing when possible, and consider bringing a neck pillow, eye shades, ear plugs and slipper socks.
Prepare yourself mentally by setting your watch to destination local time.
Drink plenty of water or fruit juice to avoid dehydration. Caffinated or carbonated beverages and alcohol dehydrate your body and should be consumed in moderation.
Eat and sleep in keeping with the local time of your destination.

Upon Your Arrival

Help yourself get readjusted by fighting the urge to nap during daylight hours. Instead, take a shower, take a walk, go exploring or plan an activity that gets you up and around. Most helpful is the timing of your eating and sleeping patterns to those of your new destination.

Travel Protocol & Etiquette

Certain behaviour and mannerisms deemed acceptable in one country may be considered offensive, even insulting in another. It is important to spend some time getting to know the local cultural conventions regarding behaviour in public and private settings. There are many books on this subject, depending on your destination, that make for enlightened and profitable reading.

Regardless or your destination, there are common courtesies and practicalities you can observe with confidence.

Make appointments well in advance.
Arrive at your prearranged appointments on time. Even in countries relaxed about time, punctuality is an indicator of your honesty and ability to keep promises and agreements.
Avoid scheduling meetings during special religious holidays and weekly observances.
Know the customary greeting of your host country. While handshakes are widely accepted, they should be accompanied by the local method of greeting as well.
Presenting your business card is a very significant act and is an indication of your personal identity. This is especially so in Asia. Make sure you have your card's information translated into the local language and printed on the back.
Learn at least a few words of the local language: good morning, please, thank you, etc. The effort will take you a long way.
Gestures and body language convey different messages in different countries. To avoid inadvertent insults or personal embarrassment, a general rule worth following is to limit large arm and hand movements as well as dramatic or exaggerated facial expressions.