How to Guide: Busy Business Travel
Our Top Tips to Take the Stress and Mess out of Business Travel
I remember thinking as a young lawyer, I cannot wait to travel for a trial or deposition and be this high powered litigator running all over the country. I always thought business people looked so important and fabulous when traveling for work. The expectation was it was going to be so fun and exciting. Reality: it is it can be exhausting, unpredictable, and stressful, especially when you are expected to produce work product on the way.
When I came back to work after Little Man, it was the busiest I had ever been with work travel and preparing for a trial. At that time I was nursing and quickly had to figure out the best hacks to make business travel easier, comfortable, and efficient. There is nothing like perfectly scheduling out your layovers to ensure adequate pump time. Below I break down all the things I’ve learned over the past ten years which is applicable for everyone- from seasoned travelers to first timers. I will talk about scheduling, rewards programs, and random travel hacks, including what to pack and travel outfit options. Then at the end of the post, I will provide information and tips specifically about nursing moms.
Tip 1: Be Deliberate About Scheduling: Even if someone else is booking your travel, you need to review and approve. The reason is you need to be very specific and deliberate in scheduling because you know your own circumstance best and need to take into account many factors (child care, prep time, traffic, sleep). Other colleagues get upset or frustrated when they delegate travel arrangements to either an agency or staff, and then they don’t check it until it is too late because the times don’t work or are completely ridiculous.
My top tip is if you can, leave the day before the scheduled event and then fly home afterwards. So many times I try and get in and out the same day and it is more often than not, it is unsuccessful or more stressful than usual. For instance, your flight could be delayed or cancelled, you miss a layover, or get there right in time and then the line at the rental car place is really long and your stuck in traffic and then you completely miss the scheduled meeting. This creates so much unnecessary stress, even if you do make it on time. I think it impairs your ability to be your best self during that meeting, hearing, or whatever you have to do.
If you are able to come in the day before, it provides several benefits. First, it eliminates unnecessary stress as I stated above. Second, it provides additional time to prepare for your event. Third, if you get in early enough it allows for you to perhaps explore a new place or get a good dinner somewhere you have never been. It also provides time for you to get more work done and also get in a workout or maintain your own routine a little bit better. One last tip, make sure you are aware of your schedule the day after as well. The worst is when you get home at midnight on Tuesday and then 8am Wednesday morning you have an important meeting. I try to be sure I don’t have anything on my calendar until at least 1pm the next day.
Tip 2: Rewards Programs: If you are traveling often for business, you need to enroll into an airline, hotel, and rental car reward program and stick with it. For airlines, it is easy to sign up for all of the airlines that you use, but try to pick one that you use the most often and try to fly with that airline as much as you can. For me, I chose Delta because they have the most flight options from the two airports near my home. I signed up for the Delta Skymiles Program and attempt to fly them as much as possible to accumulate points. Once I chose Delta, a colleague told me how they got the credit card and used the points to fly all over the world! I took that advice with the caveat that I use the Amex strictly for business travel only, which is all reimbursed. With that Amex card, I get points for flying, then points for the purchases I make while traveling. Sure enough, with the points acquired, it was enough to pay for two of our tickets to Italy! For that reason alone, it is totally worth it!
As for hotels, I think the most available and reliable hotel chains with options even in the most obscure places are Hilton and Marriott. Sign up for both Marriott Bonvoy and Hilton Honors Programs, but pick one and commit to it as much as possible. Early on, I chose Marriott and now with the merger with Starwood and Ritz Carlton rewards program into Bonvoy I have so many hotel options. I will usually book my hotel through the app and don’t forget if you are a rewards member, military, Triple A, or an American Bar Association (some companies have their own codes) to enter it for better rates. The Bonvoy program is a little complicated so I won’t go into it here, but bottom line is with enough nights and points, you can increase your status for certain benefits and qualify for free nights! For example, I am now a gold elite status which includes extra points each stay, complimentary upgrade if available, and late check out! Honestly, the more fancy hotels equate to more points, but I actually prefer the lower tier hotels for business travel because of either the free or more affordable breakfast options! I just had the best stay at the Springhill Inn and Suites in Panama City Beach. I was not expecting it, but it was brand new, gorgeous beach views, and the food was really good! So, keep that in mind when booking your hotel, always take into consideration the easiest location to your event, breakfast options, and customer reviews. You do not want to automatically go with the higher tier, instead focus on the convenience as the most important factor!
I would recommend signing up for a rental car rewards program too. The benefits include not having to wait in line, access to upgrades, and again- not having to wait in line. It is huge to be able to skip the line and be able to go straight to the lot to pick out the car, especially if you are in a rush. Waiting and filling out the paperwork can be very time consuming and time is currency you do not want to waste in business travel situations.
Tip 3: Pack the Night Before: This is key especially for early morning 6am flights. I pack everything I can, including my backpack or briefcase. Always keep a “spit kit” or travel toiletry bag ready to go- in it always have a travel toothbrush, toothpaste, contact solution, etc. so there is no reason to wait to pack that in the morning. Make sure your empty water bottle is clipped onto your back pack or shoulder bag. Also the night before, I am showered, hair blow dried and in a bun so that way in the morning I don’t have to waste time messing with it. Guys- I would shower and shave the night before. I even have my travel outfit, socks and sneaks laid out so I literally just need to get up, put in my contacts, brush my teeth, put on my clothes and I’m out the door in 15 minutes. Don’t forget to pack healthy snacks too!
Another tip is to check in on the airline app and download the boarding pass to your wallet the night before. You don’t want to have to be messing with that the morning of or while you at the airport. If you are not checking any bags, this is a great time saver in the morning to head straight to pre-check and get through security.
The only things I pack in the morning are my phone, laptop, and portable charger because those are charging the night before, but I have them laid out next to my bag so I don’t forget them. Another tip is to make sure the night before you have plenty of gas in your car to get to the airport. I cannot tell you how many times I made the mistake of running late in the morning, then having the gas light come on which caused an unnecessary delay and extra stress. Last thing for parents, make sure all essential kid stuff is out of your car. You do not want to have baby’s favorite binkie, toy, or blanket in your car while it is sitting at the airport!
Tip 4: Easy at the Airport: In sequential order, here are the top tips for navigating the airport in the most efficient way when business traveling:
Park in the garage closest to the airport! Because this is business travel you will get reimbursed for parking, so do not waste time parking in the economy lot. Convenience is key so park wherever is the easiest and fastest access to the airport. If you it is really early and you haven’t had your coffee yet, snap a pic of the lot and row number on your phone so you won’t forget where you parked!
If you are going on a shorter trip, try to pack everything into a carry on luggage. Obviously, that may not be possible if you will be gone for a week, but anything 3 days or shorter you should be able to fit everything in there. This will bypass the need to wait at the check-in counter. Because you already downloaded your boarding pass on the app and saved it to your wallet, you can scoot right on up to the security line!
TSA PRE-CHECK!!! This is totally worth it and an absolute must if you are going to be traveling for business. Even if you are only going to business travel one time it is great to have for any future travel and it lasts five years and costs $85! If you are going to be traveling internationally then I would recommend the Global Entry which is $100 and lasts five years from your next birthday after admission, and this automatically gives you TSA pre-check clearance and expedited customs. Anyway, TSA Pre-check is crucial when business travel because of the inevitable tight timeframes of travel. So many times I got to the airport late after a deposition and if I did not have pre-check there is no way I would have made the flight. Conversely, sometimes if I get done early and I quickly get through security, I can get on standby for the earlier flight! This is even more important if you are flying to a big city where the regular security lines can take forever (i.e. Newark-Liberty, LAX, PHL, MIA, etc.)
While in the airport, if I have a layover I will do one of two things. If it is a layover for one hour or longer I will take shelter in the Delta Lounge (or other airline lounge depending on what I’m flying). The lounge is totally worth it. With the Delta Amex card it cost $29 and some other cards, depending on the type, you can get free access to the lounge. I cannot emphasize how much it is worth the cost of admission. First, you get free unlimited food and drinks, including alcohol and coffee. Second, it is so much nicer than the common areas of the airport, quieter, and more comfortable seating. For lawyers, we are still expected to bill and work on other matters while traveling, so this is the best environment to plug in and get to work. In fact, I probably get triple the amount of work done in the lounge than if I am trying to work in the loud, crowded, hard seat next to the gate. If I have an hour or less, then I will take the time to walk to the gate instead of the tram, or go for a power walk around the airport. I enjoy it because it is a sneaky little workout, gets the blood flowing, and you can check that box of getting some movement in because you never know what the rest of the day will hold when you get to your destination!
Tip 5: Travel Gear- Function, Efficiency, Ease: Figuring out what to wear is usually the fun part, but for business travel it is all about functionality and comfort. Luckily there are now a lot more cute options for business travel than there were even a few years ago. Honestly, I do not have a “travel uniform” yet, I am always trying out new things and haven’t found anything that I decided I am going to stick to forever. However, here are my top guidelines for what you need (and also what you want to avoid).
For the ladies- definitely wear a pants suit. Traveling in a a skirt suit is way too constricting and the skirt always ends up getting really wrinkly. Plus, it is always cold in the airports and planes so you don’t want to have bare legs and then tights are annoying especially if you are rushing around. Also, this may be morbid, but I always think what if there is an emergency on the plane or something and I need to be running off or swimming in the ocean or something I am going to be really annoyed if I have on a skirt suit. I love the Athleta wander stash skinny pant that can also be worn in combination with the Interstellar Blazer (pictured on me in the blog). This is really the best blazer ever, it is a stretchy material, very comfortable, and you can actually move in it without it feeling like you are going to rip the back open if you put up your suitcase in the overhead bin. It also stays in place nicely with a shoulder bag or back pack.
Shoes- I always keep my heels in my bag and then wear either cute flats or just straight up sneakers Ellen Degeneres style with my suit. As I said before, if I have a shorter layover I try to power walk through the airport so you definitely need flats for that. Also, if you have a tight layover and need to get to the other side of the Charlotte Airport, you are going to be very happy you have flats on. Lastly, my heels always seem to set off the metal detector, so again, it is faster to just have on the flats and change into your heels right before your event. these are my go-to white Adidas sneakers and these are my go-to Tory Burch Travel Ballet Flats. If you are super fancy, then these Gucci loafer mules are gorgeous.
If you are traveling a day early, then I will usually just wear jeans and a cute top or sweater. For this past trip, because it was wintertime I wore an oversized sweater that was extremely comfortable, yet looked business casual. I also wore my uggs because I was traveling from the south to freezing cold temperatures. I normally would go with sneakers though and these are a great travel pair that are again comfortable, yet stylish enough to wear with jeans and a sweater.
For the men- you guys have it pretty easy, but definitely do not wear a tie and wear your most comfortable blazer and shoes. Of course, you are going to be walking more than usual and also reaching up overhead so you don’t want your jacket to rip (which has happened to a colleague of mine before while he was putting up his bag in the overhead compartment).
Bags- Of course, try to never check a bag. If you are going to be somewhere for awhile, of course you cannot avoid it, but if it is three days or less you can use your carry on. Last year, Hubs got me a new carry-on bag and after much research, he picked the TravelPro. This is the same bag all the flight attendants and pilots use, so if it is good enough for them, it is good enough for me. I liked the vintage grey because if you do need to check it, then a color other than black makes it easier to spot. Of course, Samsonite is always a great brand and you can decide if you prefer the hard or soft case. I have had both and don’t really have a preference either way, but do feel like I can shove more stuff in the soft bag and it is lighter.
The other bag question is back pack or shoulder bag. This is like asking someone their political affiliation, people feel very strongly one way or the other. I have been a shoulder bag girl for business travel, but honestly after transitioning to a back pack diaper bag, I think I am going to make the switch. I have my eye on this Tumi Voyageur Backpack -it is a higher price point, but the reviews are amazing, it seems to be very high quality, and you can personalize it which is great. I also like the size and different compartments, which always helps to keep organized. If you want to stick with the shoulder bag, based on my research here are the top 3 best options:
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Now, if you are a nursing mom, continue reading… First and foremost, you are amazing mama! It is not easy being a working mom, but it is definitely even trickier if you are away from home and pumping!! Business traveling while nursing really deserves its own post because I can talk a lot about it, but here are the top tips for you to make it as easy as possible:
On the way there- bring your pump bag, pump and supplies (don’t forget the plug), a breast milk cooler, frozen ice packs (at least two and they MUST be frozen to get through security) and breast milk storage bags, tissues, wet wipes, an empty water bottle, extra zip lock bags, scotch tape, wash cloth, and nursing pads. Again, for the pump bags, Medela has an over the shoulder and a back pack option. I preferred the back pack and then could also fit my laptop in there and that served as my purse too.
Once through security, find the closest MAMAVA pod or family bathroom. Either one will do, but that is a MUST find right away. Download the MAMAVA app because you can search the airport to find the pod and gives you a nice map with directions and also will give you the code to access it. It may even be worth it to check this in advance. Some airports also have nursing lounges, I know for sure the Charlotte Airport has one up on the second floor, but again you can google this before so you can plan out where you will need to set up your personal pump station. Make sure to fill up your empty water bottle so you can wet the tissues for clean up of your stuff when you are done.
Once you find the family bathroom, pod, or nursing suite, make sure to get to the airport a little bit earlier than normal so you can get through security, get to a secure location, and set up your pump station. I always would pump as close in time to taking off as possible because it is really impossible to pump in the plane. It can be done, but try to avoid it.
Make sure your breast milk is secure, I always would put a little scotch tape on it, then put it into another zip lock bag for safe storage. That is like gold and you need to treat it as such! Use the water bottle, tissues, wash cloth, and nursing pads for clean up.
While there- make sure you request a room with a refrigerator. Even if it is the extra charge, order it anyway. If you end up at a hotel with no refrigerators, I have put my breast milk storage bags at the bottom of the ice bucket or sink, then covered with ice and it has been ok.
On the way home- try to have all of your breast milk and ice packs frozen, then you can get through security a little faster. If your breast milk is not frozen, it is OK, they will just need to open it to test it. So, don’t tape it and double bag it if it is unfrozen until after you get through security. Again, check into your MAMAVA, family bathroom, or nursing suite to get in another pump session before you head home!
If anyone has any suggestions, seriously, please send me an email or comment below! I will be supplementing this post with reader suggestions!
Safe Travels and check out my instagram @mack.roma to watch as I implement the tips in real time in my last business trip in Mid-December! Apologies in advance - it was very early and I was very tired, so I take no accountability for comments made before 6am :)
-Lindsey
