Your First Business Trip

Your first professional business trip can be an exciting milestone. Here’s some tips on how to ensure success beforehand.

Business Preparation

Discuss with your team and leader what clear goals you have for the trip. This could vary from executing a major program milestone, witnessing a major event for your hardware, or simply getting facetime with long distance project partners. Equally critical, discuss with your leader if there’s anything (technology, schedule, major upcoming changes that haven’t been announced) that you are not to disclose during this trip.

Logistics

Work travel lives and dies by logistics. As soon as you are able, lock down the following details.

·        Travel to and from: If you’re driving, this is as simple as looking up driving routes. If you’re flying, I strongly recommend trying to not be on the last flight out of your home or destination airport. If you’re delayed or the flight is cancelled, you have a fallback to get where you need to go.

·        Onsite transportation: Again if you’re driving to your destination, this is pretty simple. If not, secure a rental car or look into public transit or rideshare options.

·        Lodging: Book a hotel room for the duration of your stay, preferably close to your onsite destination.

·        Reimbursement: Ask how you’re expected to record and report any travel expenses. Make sure you know your per diem for food, gas, and other incurred costs.

Bonus tip: If your employer doesn’t book these items on your behalf and you will be securing these yourself and then getting reimbursed, make sure to open membership accounts with the airline(s) and hotel chain(s) you’ll be using. That way you get free points every time you travel. Consider looking into credit cards that will give you travel perks or cash back on such purchases as well.

Packing

There’s nothing worse than showing up onsite and realizing you’ve missed something. Here’s a quick overview of the essentials.

·        Electronics: Make sure you have all your work electronics and their chargers. Consider having a mobile power source for your phone.

·        Work materials: Prototypes, reports, a USB with an extra copy of your presentation, etc. It doesn’t hurt to have hardcopies of any critical work materials as well.

·        Travel documents: Have the sufficient documentation you need to travel and gain access to any facilities you’re visiting. This could include passport, driver’s license, state ID, other proof of citizenship, or a Visa.

·        Clothing: Pack for the events and meetings you’re expecting, and then add one nicer shirt or dress in case you have an unexpected formal meeting or dinner. I also like to throw in some gym clothes. If applicable, clarify if you’re responsible for bringing your own PPE (hardhat, steel toes, etc). Look up the weather of your destination ahead of time and plan accordingly.

·        Toiletries and medication: Pack enough for 1-2 nights longer than you’re expecting to stay. You never know when you’ll be having an unexpected extra night.

·        Creature Comforts & Necessities: Noise cancelling headphones, cash, entertainment, etc.

Travel

·        Plan for delays: About half the time I travel for work, I don’t get to my expected destination on time. Communicate any delays promptly to your stakeholders, but don’t freak out. Anyone who travels for business understands that things outside of your control come up.

·        Get places early: The worst thing that will happen is you spend some time working at an airport gate, or at a café near your onsite destination.

·        Get TSA Pre-Check: I cannot recommend this enough. Many travel credit cards will cover the cost, but even if you need to pay out of pocket it is so, so worth it.

·        Travel Carry On Only: Unless you have bulky equipment you’re traveling with, travel light. That way if bags are delayed or lost, you aren’t impacted.

Any tips to add? Let me know at YourSTEMMentorBlog@gmail.com!