Five Ways to Keep Up with Your Workload While Traveling for Business

I recently spoke in Mexico City about how a good corporate travel policy can offer great talent retention. A couple of the slides on my presentation had a summary of my trips for the year. This year, I spent just a bit over 50 nights on the road or 10 weeks out of the office. I agree, not going to the office for 2.5 months can be appealing, and working with views like these every now and then is not too bad.

However, I often returned to a mountain of emails to read and administrative tasks to take care of.  There were also projects to catch up on. The more I’ve traveled, the better I’ve become at managing workload while on the road. In this post, I want to share some of the things I do to stay productive.

1. Planning is Key

Like most things in life, it is all about having a plan and maximizing opportunities. Every business trip should have very clear goals. This will bring clarity to your planning and help you allocate your time appropriately. Always consider the particulars of your destination. Things like the time of year, to plan your attire appropriately (July in the U.S. is summer, in Argentina is winter). I regularly travel to Sao Paulo or Mexico City, where traffic is chaotic, so I know to give me enough time between meetings or go back to the airport. 

Always have a backup plan. Meetings are canceled, roads are closed, and flights are delayed or canceled. Also, I strongly recommend setting time aside to expand your network. Take advantage of opportunities to meet with local colleagues, existing or past clients, LinkedIn connections, and friends. Nurturing these relationships can result in new business opportunities, career advancement opportunities, and even better, lasting friendships.

2. Email Management

I strongly recommend using a method to prioritize emails. Email is great to stay in touch and great at killing your productivity if you do not plan how to deal with it, particularly when away from the office. First, please use your out of office reply. Mine is three sentences: “I am out of the office traveling for business, expect a delay in my response. For urgent matters, call me on my mobile”. This way, you set up the right expectation immediately for those trying to reach out to you. And if it’s important enough, they know to call you. Then, I prioritize emails in 3 buckets: Immediate Action, End of Day, and After Trip. It is pretty self-explanatory. This way, I do not spend a lot of time each day sorting through email while on the road.

3. Staying Connected

Thanks to technology, we live in a time where staying connected to the office, friends, and family is easier than ever. Unfortunately, technology does not work without one crucial component: Internet Access. The key to keeping up with your workload is having access to a reliable internet connection. According to a GBTA study, 55% of business travelers spend at least one hour per day using their hotel’s in-room internet access for business purposes. 73% used WiFi in a hotel common area in the past year.

Always ensure that your phone’s international data plan is active and you understand the rules. There is a limited data allocation, and the cost of voice calls can be high in some cases. This year, I switched to a mobile provider that offers unlimited data abroad, including hotspot use.  I can connect my laptop on the off-chance I don’t have Wi-Fi access at the hotel. Also and more importantly, when I am not in a place where Wi-Fi is readily available. Make sure you bring with you all the tools to make your stay more productive: chargers, outlet adapters, business cards, sales materials, etc.

One of the best productivity hacks, particularly in cities with traffic like Mexico City or Sao Paulo, has been making Uber/Lyft/Cabify my mobile office. Thanks to the hotspot feature in my phone plan, I can connect from the car, making those 1-2 hour rides in traffic some of my most productive times. If I am not reviewing emails or putting finishing touches on my presentations, I do phone calls with clients or keep in touch with the office. While I treasure air travel is one of the few places where you can still disconnect, it is a great place to work on presentations, proposals, read reports or a book, and my favorite: write.

4. Using Airport Offices (aka Airport Lounges)

A few years ago, I was coming back to the U.S. from Guayaquil. I had a work project to finish, and the internet at the terminal was completely unreliable. The flight ended up being delayed a couple of hours, which was even more frustrating. Thirst set in, so I went to the duty-free shop to get a bottle of water. The attendant saw I had a black card in my wallet and mentioned that I could access the lounge next door. I did—and it was like being able to drink an ice-cold glass of water in hell. There was a big comfortable seat with a table for my laptop. The internet worked and was fast, and on top of that, I was served drinks and snacks! I finished my project before boarding in a comfortable place with reliable internet and little noise.

That’s how I found Priority Pass. Since then, it has changed my travel behavior. For me, airport lounges have become my airport office. Before I would try to time my arrival at the airport, there is enough time to pass security and be at the gate for the boarding process. It was, however, not the most productive use of my time. I was always rushing to get things done to leave at the right time. I was stressed out about making the flight and hoped there weren’t any unexpected last-minute issues that would derail my plans.

Since using Priority Pass, I usually arrive 60 – 90 minutes before boarding and use that time to work. I hold conference calls, finish projects, and work on proposals. All with the comfort of knowing that I am a few feet from the boarding gate without having to rush. For me, these are not VIP Lounges; these are Productivity Lounges.

5. Unwind and Keep in Touch With Loved Ones

Finally, two crucial aspects to keep your productivity while on the road. First, do not just work! Make time to unwind, plan a half-day to rest, get out, take a walk, and see the city. It helps you to re-energize, clear your head, and focus. After a couple of days of going 14-16 hours, you will no longer be productive unless you take some time to clear your head and rest. Second, keep in touch with those that are important in your life. Use technology to be present for your partner, children, and friends. I try to “wake up” and “have breakfast” with my family every day I am on the road. I also try to “put the kids to bed” every night and have even “attended” PTA meetings, helped buy clothes, etc., all via FaceTime, Skype, or WhatsApp.