While business often requires that we travel, being on the road can make it challenging to keep your productivity while traveling. Indeed, it’s not uncommon to return from business trips to a mountain of work and (possibly) several small fires.
Before heading out on a business trip, creating a plan outlining how to maximize your time out-of-office (OOO), from your time in flight without internet access to those quiet moments between meetings and other business engagements, is essential. The best way to begin preparing and maximizing your efficiency while you’re OOO is by knowing your company’s travel policies. Also, prepare a detailed trip schedule, and make sure you have access to all the necessary tools you might need to work remotely while still fulfilling your responsibilities.
Review Your Company’s Travel Policy
Many companies have travel policies to protect productivity while traveling. So before heading out on the road, you should know what guidelines apply to you. Often referred to as Duty of Care, these policies outline how you should go about making travel reservations, what expenses can be billed back to the company, how often you will be expected to check in with your team, and anything else your company might require of you during your physical absence from the office.
Reviewing these policies before leaving the office will allow you to get answers to any questions about your objectives and reduce miscommunications with your team back in the office.
Optimize Your Out-of-Office Messages for Voicemail & Email
You don’t always know who will need your expertise when you’re OOO. So it’s essential to establish a system to maintain productivity while traveling:
- Informing others of your absence.
- How can you be reached during your absence from the office?
- Who might be reached instead in case you cannot be?
The idea here is to ensure that anyone who needs to reach you knows what to expect while you’re away. Whether that means being a bit more patient while they wait for a response or reaching out to someone else who can help in case of emergencies.
Diligent Planning & Helpful Tools
Creating a schedule detailing who you will be communicating with, where you will be going, and when different engagements will be taking place will help you and your colleagues determine how specific commitments can be met. The more preparation you do before leaving the office, the less chance you have of wasting your time with frustrations.
Prepare for presentations by getting tools in advance. Contact your mobile provider for travel packages to avoid high charges. Use mobile apps for booking flights, cars, and office spaces with WiFi. Download valuable apps beforehand to go paperless and have information at your fingertips while travelling.
Be Prepared to Network
Any gaps in your schedule permit you to increase your client base. Social media can inform you of networking events related to your industry, which can create prospective clients. Leave a day early to give yourself time to schedule additional meetings or attend networking events. Any opportunity to experience new cities and cultures is rare and an envious position, so don’t stay in your hotel room if you can avoid it. Make the most of this time away from your post.
Work productivity while traveling: Returning to The Office
Compile your notes, meeting minutes, and other research thoroughly before returning to the office. Reviewing your time away will prepare you for any questions your team may have upon your return. You can also book meetings to give them a proper briefing on different findings or opportunities you encountered while away. The more attention you pay to independently managing your time away, the more your partners and colleagues will be willing to trust you.