For business it is important to be organized. Therefore, knowing what to take on a business trip is a fundamental point for professionals who embark on them so that no damage arises because we have forgotten fundamental things that we should take with us.
The preparation of a business travel requires real organization and does not leave much room for improvisation. In a few days, you will have to make a series of appointments, possibly change countries, and you can't afford to leave anything to chance. Here are some tips to help you know what to bring on a business trip and what to keep in mind.
Administrative procedures
First of all, it is advisable to draw up a checklist of everything that needs to be done before the departure date. As soon as you have confirmed the dates of your stay, you can take care of the administrative part of the trip.
The first thing to check is, of course, the passport. You must first make sure it is valid, as it will take some time to get a new one. Some destinations require the passport to be valid even 6 months after return, so keep this in mind when looking for information.
Once your passport is ready, you may need a visa to travel. Depending on your destination, the length of your stay and the type of travel (business missions), some destinations require a visa. Each country has its own rules, whether it is free or not, and whether it is issued immediately upon arrival or must be done beforehand at the embassy. It is advisable to get information at least two months before departure, in order to be prepared for any eventuality.
Preparing
When traveling on business, you should not forget that you are representing your company. Therefore, clothing is an aspect that should not be neglected. Choose dark, wrinkle-free clothes. Do not fold your clothes, rather roll them up. When you arrive at the hotel, most hotels have a dry cleaning service.
Remember to save all your reservations on your smartphone or print them to have them handy during your stay.
Health
Also remember to prepare a complete and effective travel kit that will allow you to treat any minor injuries during your stay. If you are traveling to a distant country, you will certainly suffer from jet lagwhich can affect your productivity. So any medication or remedy that can help you with this should be taken into account.
Packing
When considering what to take on a business trip, even before packing, ask yourself what kind of suitcase to bring. To save time at the airport and avoid the risk of loss, you can take only one carry-on bag. Traveling light will allow you to be much more mobile if you have to change accommodations several times. However, be careful, as this type of luggage requires careful preparation of your belongings, so that no contents are confiscated during airport security: sharp objects, large liquid containers, etc.
If you need more luggage, you will need to bring one piece of hand luggage and one suitcase. In the suitcase you can put all your personal items. In the hand luggage your computer and your business documents. It goes without saying that you need to bring some money. You may have to advance expenses, which will be reimbursed by invoices, so don't lose them.
Put a bag in your luggage in which you keep your airline ticket, mail and business cards. For added security, and if it is large enough, put it in your suitcase as well, in case it gets lost on the plane. Also, don't forget all the accessories you need for your phone, such as a cable, spare battery or charger, as well as for your computer. Also remember to put your presentation or essential meeting files on a USB flash drive.
In addition to your suitcase, your carry-on luggage should contain all the important documents you need to carry out your professional mission, as well as valuables such as your computer or tablet.
Once you have chosen your luggage, take a look at the weather forecast for the city you are going to in order to prepare your clothes accordingly. If you already have a plan, tailor your outfits to the events you will be attending: meetings, gala, trade shows, etc.
Remember also to inform yourself about the professional culture of the country, as certain clothes or colors could offend your business partners without your knowledge. If you inform yourself beforehand, you will avoid mistakes and may even be able to impress your contact by incorporating some local customs. A good starting point for negotiations
Some essential elements for the success of a professional assignment
It is highly recommended that you carry photocopies of your identity documents, credit cards, visas, etc., which you keep in a safe place, or better yet, scan them and save the backup copy on the hard drive of your laptop or on a cloud platform. If you take a computer with you, it is best that it does not contain personal information (strictly professional use). This way, in case of theft, the loss of your data will be limited.
Think about saving your company's documents on different storage media, such as your computer, an external hard disk and some USB sticks. It is better to be cautious of any eventuality: battery failure, problems opening the file or other technical problems. Multiply your chances of success by backing up your data on different media. Also in the multimedia department, never leave your chargers and power adapter behind. Your two must-haves to be operational at all times.
To properly introduce yourself to your foreign counterparts, always carry business cards. The ritual of exchanging business cards is especially important in some parts of the world, such as Asia. You can even create business cards especially for the occasion, in the local language. You can also impress your clients by bringing them goodies with your company logo, or brochures or other communication materials that they can keep and study after the meeting.
You are now ready to leave on a professional mission - good business and bon voyage!
