Essential business travel tips every corporate traveller should know

Our tips for new or frequent corporate travellers will cover how to prepare for your trip and make the most of it while you're there. Let's start with how to prepare so you have everything you need before you set off.

Whether you go away for a few days or an extended stay, you should plan the trip well in advance. Planning ahead means you can secure the best deals on transport and accommodation and avoid last-minute scheduling conflicts, so everyone who needs to be on the trip can attend.

Your company's corporate travel policy should outline the correct booking procedure for business travel. Make sure to use it to your advantage. It will help you stay compliant and often get you better deals, especially if your company has a loyalty card or customised programme with a hotel booking platform.

Loyalty programmes can improve your business travel experience by offering valuable rewards, such as exclusive savings on hotels and rewards for hotel stays. You can accumulate multiple points by using these programmes. You can then use your points to unlock perks to make your business trips more successful and enjoyable.

Remember to pack everything you'll need for the trip. This is even more important when you're travelling for business, as you might need specific equipment and documents to be able to do your job while you're on the move. Here are the essentials we recommend putting on your checklist:

• Passport
   

• Adaptors specific to your location (EU/US/UK plugs)
   

• Clothing and shoes appropriate for all aspects of the trip (business meetings, leisure)
   

• Work laptop and documents
   

• Laptop and phone chargers
   

• First aid kit
   

• Business card/credit card
   

• Headphones for hybrid meetings on the go, or for zoning out with music or a podcast on a long flight!

Travel insurance is essential! Your company might provide instructions or preferred insurance companies in a business travel policy. If not, you should book individual travel insurance yourself. Travel insurance is there to protect you in the event that something goes wrong, so it shouldn't ever be skipped. 

Before you travel, it's a good idea to check what the currency is for your location and the conversion rate from your own currency. This means you can plan spending limits for your trip. Even if you're using a travel credit card, you might want to look into if your card avoids extra costs for currency conversion, and what your business policy is on expensing these costs.

Check whether your mobile provider offers coverage in your destination and what it might cost. Roaming fees can add up quickly, so it’s worth confirming if your usage is covered by your company or if you need to arrange an alternative. The last thing you want is to land and find you’ve got no service.

Creating an itinerary helps you stay organised and ensures you make the most of your time while travelling for business. Include key details like flight times, transfer information, meeting locations and hotel information, so everything is in one place for you to refer back to. 

If you travel for important meetings with colleagues or clients, you should book them in advance so that you have time to prepare. You should also organise an appropriate location that's close to your accommodation for convenience. If you book with Accor, you can use our meeting planner and earn points whenever you plan an event.

Booking your hotel in advance means you’ll have more choice and a better chance of finding something that suits your employees and business's needs. This might be a central location, flexible check-in, or strong sustainability credentials. At Accor, we’re committed to reaching 100% certified sustainable hotels to choose from.

If you're not sure where to start, why not take a look at our guide to the top business travel hotels for corporate travellers.

The most important thing when travelling for business is to be well-informed before you go. You should thoroughly read through your company's corporate travel policy to make sure you've checked off everything you need to do to have a successful, safe and enjoyable trip.

To be even more prepared, you can also research the weather forecast of your location during the time you're there, so you know what to expect and what clothes to pack. 

So now you know how to fully prepare for travelling with your business. But what about when you're actually travelling? Let's take a look at our top tips for making the most of your trip:

For a stress-free and successful business trip, keep your travel documents safe so nothing gets lost. If possible, keep your passport and identification on hand at all times. In some destinations, this is a requirement.

For documents such as your boarding pass, meeting notes, and loyalty cards, it's always wise to keep digital copies. This way, you can access them through most devices. 

If your company has given you a budget, it's helpful to track your expenses so you know what you've spent and what you have left to spend. We recommend keeping track of your daily expenses through a company expense form or expense management platform to help plan the rest of your trip accordingly. One helpful tip is to photograph receipts as soon as you get them in case they get lost along the way!

Remember to take time on your trip to look after yourself and those around you. If you're travelling to a destination with a big time difference, get a good amount of sleep when you arrive so you do not feel worn out for the rest of the trip. Bring healthy snacks for extra energy if you're in meetings all day. Sometimes, the little things can make a big difference to your travel experience.

To be on the safe side, you should also make sure everyone has the correct emergency service number and keep a list of emergency contacts for your team.

If your company allows you to travel to different locations around the world, make the most of it! Even when your schedule is busy, try to set aside a little time to explore the local area and experience the culture. This might just mean deciding to walk instead of getting public transport between plans to enjoy your location and its scenery. It's a great way to recharge between meetings and make your trip more rewarding. 

It can sometimes feel challenging to go back to everyday work life after a corporate trip. Planning a smooth transition back into work after your trip can help you avoid that post-travel burnout. To help you get back to your usual routine, we have listed some of the most important things to consider after your trip has come to an end:

Make sure you've planned how you and your team will get home from the airport. Dealing with travel delays or being jet-lagged can be tiring. That's why you should book transport home in advance and keep in contact regarding flight details. This way, if you are getting picked up, whoever is driving you can make any necessary changes to their schedule and avoid any extra waiting or stress. 

After returning from your business trip, take some time to document the main takeaways from your meetings and activities. Sharing this information with your team ensures everyone is aligned and helps improve meeting planning for future trips.

It's a good idea to share honest feedback on aspects of your business's corporate travel policy that worked well or could be changed. This means future business trips can keep improving for you and your team. 

Business travel is an opportunity to grow professionally and build strong relationships. You can make every trip productive and enjoyable with the proper planning and good habits. If you want to improve your business travel experience, read more on our top hotel recommendations for corporate travellers or our guide to maximising savings while travelling for business.