Planning a business trip: checklists for business trips
It is not always easy to organize a trip. And when it comes to business trips in particular, success lies in prior planning. That’s why a checklist for business trips is essential. Here are the most important points to consider when planning.
General travel preparation
There are things that need to be taken care of well in advance, which is why proper planning is essential for a successful business trip. The first thing you should do is check the validity of your identity card and passport and apply for a visa on time – if necessary.
The destination is also important for the following points:
- Is a foreign health insurance certificate required?
- What about travel insurance abroad?
- Would a vaccination certificate be useful?
- Do I need baggage insurance?
Cash in the appropriate currency should be taken directly with you if possible, as well as a credit card, EC card and traveler’s checks if required.
If you are traveling to the airport by train, you should also remember your Bahncard. You should also not forget your driver’s license if you want to hire a car locally. And, of course, make sure you have your hotel reservation with you.
All technical devices should be stowed together in one bag. In addition to the laptop, this also includes the charging cable and possibly a socket adapter for abroad. Be sure to pack any business documents that are available in paper form.
Travel bookings
If the flight or train journey has already been booked, and well in advance, you should take care of your accommodation. The classic choice is a hotel, but private accommodation and smaller apartments such as SMARTments are also becoming increasingly popular. Finding out about local accommodation options in good time will help you to take advantage of good offers.
If, for example, you would like to rent a car for the entire duration of your business trip, you should also make this booking in good time.
This belongs in the suitcase:
- Document folder with travel documents, business papers, vaccination certificate, travel information, booking confirmations, (international) driver’s license
- Technology including charging cable, travel adapter
- Travel first-aid kit tailored to the country in question (you can have the most important items collected at the pharmacy)
This belongs in your hand luggage:
- Emergency clothing in case the suitcase gets lost.
- Fresh underwear and a clean shirt are essential.
- Consumer electronics / a good book
- Important medications
- Washing kit
- The most important batteries / chargers.
Especially if sensitive company documents are being transported, the suitcase should be secured and locked.
The representation
It is advisable to organize a replacement for the duration of your trip and give them the appropriate powers of attorney so that business can continue as usual.
Important: Decide directly which decisions can only be made after consultation. Also take into account the possible time difference; it is best to agree on a time when arrangements can be made. You should also set up email and telephone forwarding and discuss the answering machine with an out-of-office message.
Business trip abroad
Planning a business trip Keeping a calendar
We have already touched on the topic of traveling abroad, but there are a few other things to consider when traveling abroad on business. In addition to the document folder with the relevant papers for entry and stay, you should obtain some important information in advance. The best way to do this is via the Federal Foreign Office.
In this way, information about cultural customs and dangers can be obtained locally before you travel. Also pay attention to entry and customs regulations.
A paper contact list has often proved to be a lifesaver. It is advisable to write down the most important contact details, such as the details of your accommodation, business partners and bank, in case your card is stolen or lost. The most important emergency numbers also include those for blocking cards, accounts and cell phones. A photocopy of the passport should be kept separately in case the original document is lost. This contact list is particularly important so that you don’t lose any time if things have to be done quickly and the technology may not work or be within reach. The same applies to a city map or a map and a dictionary.
Follow-up of the business trip
After a business trip, it’s time to take stock: Were all objectives achieved? Was the business trip a success? Could something have been done better that you can take over for the next trip? Set aside some time to look through and organize all the paperwork, enter business cards electronically, exchange agreed documents and complete the travel expense report. If you have a replacement, you should now revoke the powers of attorney and cancel the mail and telephone forwarding.
Additional tips
Drink ¼ liter of water per hour of flight.
¼ liter of water provides the body with the necessary fluids to arrive at your destination feeling fit. However, alcohol and caffeine should be avoided.
Movement on the plane.
During a long flight, get up frequently and stretch your legs to ensure that your blood can circulate properly. When sitting, shift your weight from one foot to the other, tensing and stretching your toes and heels.
It depends on the direction of flight! Awake or asleep?
If you are flying west, you should stay awake during the flight to help your body adjust to the time difference. You will then fall into bed exhausted on the first evening and feel more settled by the morning. If you are flying east, however, you should use the flight to sleep. Daylight helps combat jet lag. The sun's rays cause the release of hormones that make you feel happy.
Don't book the middle seat on the plane.
Avoid the middle seat on long-haul flights if possible. You'll be disturbed non-stop, have to get up, and won't be able to relax. If you want to sleep, make yourself comfortable by the window. However, it gets cooler faster by the window, so you should ask for a blanket on board or plan ahead and pack a cozy sweater. If, on the other hand, you want to get up more often to stretch your legs, it's best to sit in the aisle. If legroom is important to you, you should quickly secure one of the coveted seats at the emergency exit.
Arrive at your destination feeling refreshed
Still water and a cloth handkerchief are all you need to moisturize your skin and arrive at your destination feeling refreshed.
Roll instead of fold.
If you take all these points into account, nothing should go wrong on your next business trip. With this in mind, we wish you a pleasant journey and every success!
If you take all these points into account, nothing should go wrong on your next business trip. With this in mind: Have a good trip and good luck!