By Jenna Goudreau
updated 8:57 a.m. ET, Mon., March. 1, 2010
With the economy on the uptick, businesses are re-strategizing and that means more meetings. It’s likely that more business professionals will be packing their bags and hitting the road this year than last.
In a recent U.S. Travel Association Study, researchers found that more than 75 percent of customers prefer in-person meetings, and an overwhelming majority of corporate executives — 81 percent — believe a slow economy calls for more contact with clients, not less. While many businesses have slowed business travel in the last two years, greater confidence in the economy will drive reinvestment in travel to offer clients the face-time they need.
That means you’re likely to be on the road again soon, a prospect that may sound glamorous —seeing the world on the company’s dollar — but in reality can be time-consuming and exhausting.
To help you get the most out of your business trips, ForbesWoman asked travel experts to weigh in on how to reduce stress on the road, how to schedule strategically and how to work in some fun.
Build your routine
"The hardest part of business travel is the disruption of routine," says Chris McGinnis, travel author and director of Travel Skills Group. "The good part is it forces you to explore new things, but the bad part is that it often results in less sleep and productivity." One of the easiest ways to decrease your stress while on the road, he says, is maintaining routine practices that will help you function at optimum levels.
Penelope Trunk, chief executive of Brazen Careerist, an online career management community, traveled almost every week for her company in the last year. She knows a thing or two about routine: She sticks to one airline, Northwest, so that she knows what to expect and can reap the benefits of being an elite passenger. Similarly, she almost always stays in a Marriot hotel, so she knows the food, fitness centers and accommodations will be consistent. Plus she opts for cabs over rental cars to eliminate some of the transportation anxiety.
Trunk also tries not to eat unhealthy foods on the run, and sets her priorities before every trip. As a frequent business traveler, seeing the sights is less important to her than a good workout. "Everyone's got their top 10 things they want to do," she says. "Know your priority list." Creating a checklist of what you want to accomplish on a trip will help keep you focused, without wasting time or exhausting yourself.
Schedule strategically
If you haven't organized your time, running around to meetings will be extremely stressful, says career consultant Simma Lieberman. And it wastes the time you've set aside for fun things. Avoid languishing at lunches for two hours, she advises, by clearly communicating the purpose and lengths of meetings before you attend. Also, if possible, she suggests not scheduling meetings back-to-back to allow some time in between to recoup and prepare for the next.
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Another important thing to remember, says Lieberman, is you can't say yes to everything. "There's an unconscious feeling that you have to overachieve and always be available," she says. Once, when she was on business in Las Vegas her female colleague was flabbergasted that she would take an hour off to go swimming in the hotel pool. Meanwhile, the colleague was busy trying to "out-meeting" everyone, Lieberman says.
In fact, it helps to be strategic when setting up meetings. If you are rarely in the location, you may have the urge to put in face-time with as many of your business contacts as possible. Brazen Careerist's Trunk knows firsthand that this approach is usually tiring and unrewarding. She suggests instead strategically reaching out to key people without burdening yourself. "Know the ROI of the meeting," says Trunk. "Your filter system on the road should be the same as in the office."
Be creative
"Women often like the idea of getting away from home — where they're usually in charge of the house and kids — and tend to cocoon in the hotel room," says travel author McGinnis. Being alone in a foreign place might make it tempting to simply lounge around the hotel, but he urges travelers to force themselves out.
Being creative with scheduling and meeting locations provides the opportunity to do some exploring while also doing business.
Executive vice president of Preferred Hotel Group Lindsey Ueberroth always arrives a day early and in the afternoon when she travels internationally. The approach eases jet lag, allows time for acclimation and is a good way to scope out some areas that may be unique sites for business meetings or to visit on personal time. Rather than meeting in a hotel lobby or restaurant, for example, invite a client or colleague to an exhibition you'd like to see. If the relationship is very formal, set up a business meal near the site you want to visit, and go before or after.
Ueberroth tries to avoid room service as much as possible. Especially on short trips, she says, meals may be her only chance to escape the meeting room and experience the local charm. Researching the best local spots beforehand and befriending the hotel concierge, guides her toward the best parts of the city.
"Every trip is an adventure and opportunity to learn more about the world," says Ueberroth. "Many times I've been able to turn a business trip into a personal vacation."
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