A business trip is no cakewalk. Your company expects results, hence you have to give every meeting, every presentation, every interaction with your clients or colleagues, your best shot.

In order to reduce the stress and ensure a smooth, successful trip, you need to plan your business trip efficiently.

Follow these 10 tips and make your business travel safe, hassle-free and successful.

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Tip 1: Schedule your time

~ Make a written schedule for your trip, complete with flight/ train/ bus timings, the schedule of your work meetings, the details of any social gatherings and so on.

~ Fix appointments well in advance. Give yourself sufficient travel time and, if possible, time to freshen up between meetings as well.

~ In case of international travel, get working on your visas early.

~ A missed flight is one of the biggest hazard of business travel. 

Amitee Rodrigues, head of the outbound division of Green Land Vacation India Pvt Ltd, a company that deals with national and international business and vacation travel bookings, says, "Most companies opt for the cheapest possible fares in a bid to cut costs. If you have one of those special fare tickets, which is more likely than not, and you miss the flight, you end up paying a huge difference because you have to pay a no-show penalty along with the money for a new ticket. However, this does not apply to business or first class travellers who are put on the next flight without any penalty or extra charge. In case of a normal fare ticket, deducting Rs 100 for domestic travellers and Rs 500 for international travellers is the norm and they are put on the next flight as per availability. However, if there is no flight available, you are left with no option but to wait long hours for a flight with an available seat on the same airline."

~ When flights are delayed due to unavoidable weather conditions such as fog, you can only wait for the weather to clear and reschedule your meetings accordingly.

Tour operators say refunds usually do not happen in the case of flights delayed due to weather conditions; the general practice is to accommodate the travellers in rescheduled flights. 

In case there are chances that your travel dates may be changed, it makes more sense to book a normal fare ticket instead of special fare one since the latter is non-refundable and cannot be rescheduled. 

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Tip 2: Confirm business meetings; send reminders before take-off

Time is money on a business trip.

Confirm timings of all your meetings just before you leave your city. Inform every one (politely) of your tight timeline and request them to avoid rescheduling.

Once you land, you will have clarity as to where to head and when to do so. Understand the address well and ask for landmarks to avoid getting lost. You could take the help of the hotel staff to ensure you reach the right destination.

Tip 3: Be safe

Ignorance, when you are travelling, is not bliss. Collect information about your destination; you can easily do this online or by talking to colleagues who have been there earlier or to the clients you are scheduled to meet. Try to gauge how safe it is to travel at night, the usual modes of transport, the clean and safe eating places in your area and so on.

Carry a map if you are not familiar with the city.

Activate the area recognition code on your cell phone (this service is available with all mobile service providers) so that you know where you are headed while in a cab.

Don't hitchhike.

Don't accept rides from unlicensed taxi drivers.

Bipin Doshi, 26, who freelances with various production houses as an associate producer, says, "Having travelled to almost every corner of India on projects ranging from game shows like Indian Idol [Images] to documentaries, I have realised that knowing the unwritten rules and culture of a city is extremely important. Locals are more helpful and at ease with you if you behave like you know their lifestyle. Do not look lost or underconfident. I have learnt that keeping a confident face and not flashing too much cash is a safe option. "

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Tip 4: Handle money with care

If your company believes in giving you cash beforehand, learn to be careful with that cash. Distribute it; don't stash it all in one place.

It is better though if they agree to transfer money to your conveyance account (most companies nowadays open conveyance accounts that are non-taxable. If you don't have such an account (this is separate from your salary account) and travel frequently on work, you can request your company for one.

Keep some extra cash on you in case of delays. In case you are spending your own money, write down a daily diary of expenses. Don't forget to keep all the bills of your expenses safely; these will be required. Make vouchers of your expenditure and get them reimbursed as soon as you return to your place of work.

Tip 5: How to pick the right hotel

Choose a reputed hotel with efficient security and easy availability of public transportation or taxis. Do not choose a hotel that is tucked away from civilisation.

Once in your room, check to make sure all the doors and windows have locks that work. Ensure your phone is operational and the hotel directory is in place. Before opening the door for anyone, use the peephole.

Refuse to check into a hotel that seems to have a dubious reputation.

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Tip 6: Pack smart

Travel light. For frequent travellers, it is a good idea to keep a checklist and travel bag ready. This will save time and will eliminate your chances of forgetting something important. Pack your luggage systematically to avoid wrinkling your clothes.

Do not put bottles with liquids like a bathing gel between your clothes as it could ruin them if it spills. Place your toiletry in a toiletry pouch, zip it up and place it in a plastic bag before adding it to your luggage.

Find out about the weather at your place of destination and pack clothes accordingly. Mix and match your clothes so that you have enough pairs despite of carrying less. Remember to carry all important documents, files and CDs. Use locks on every piece of your luggage. Ensure that your handbag has the following:

~ Airline, cruise, bus or train tickets and passport for all travel outside India.

~ Wallet with sufficient cash and cards, your complete permanent address, contact details and photograph. Carry only one debit or credit card. Carry travellers' checks or international travel cards for trips abroad. 

~ A driver's license or other proper photo identification required for domestic travel. If you are a journalist, defense officer or a police official, carry your identity card as well. 

~ Itinerary with confirmation numbers, addresses and phone numbers of where you'll be staying 

~ Mobile phone

~ Sufficient change for commuting and other purposes. In case of international travel, carry some local currency for immediate use until you can make it to a currency exchange bureau. Travel agents, embassies or local currency exchange offices can help you arrange currency of most countries even before you leave India.

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Tip 7: Be conscious of your appearance

With a bit of planning, you can look good even when you are on the move.

Keep a face wash and wet tissues in your handbag and a small perfume bottle that will keep you smelling great all the time. Deodorants come handy too.

Carry a hair gel or a hair spray for a hair quick-fix and a mouthwash for smelling fresh. For women, concealer, lip-gloss and eyeliner could work wonderfully for a quick makeover.

If you are travelling to a hot climate, make sure you take sunscreen with you. Women could carry light scarves to avoid sunburn. Try and carry clothes that do not need extensive ironing. Wrinkle free trousers are a good bet.

You could also carry a small foldable iron especially designed for travel purposes. Apart from formal clothes, also carry some charming eveningwear for get-togethers and work parties.

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Tip 8: Women, stay alert

Find out what kind of attire that will suit the city's culture; stick to it to avoid trouble. Dressing on the conservative side is always a safer bet. Every country and culture has its own views on what is appropriate behaviour for women; the reaction to violations of these rules can sometimes be quite severe. For instance, foreign travellers in Saudi Arabia have been arrested for 'improper dress.'

Monika Patki, 30, senior manager, international sales and licensing, in a music company, travels regularly on work; these are her suggestions on safety measures for women travelling on their own.

She says, "While talking on the mobile, take care not to announce that you are alone in the city; ensure you don't give out any personal details about your stay or schedule. Keep an eye on your personal belongings and make sure no one is following you. When in a cab, keep an eye on where you are being driven. Avoid dressing provocatively. If you are travelling abroad, carry the number of the Indian embassy and the number of your hotel. Another thumb rule is to make sure that, if possible, you are escorted to your hotel after a late night gathering."

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Tip 9: First-aid and medical care

Be prepared for small personal emergencies. A few paracetamols, headache tablets, throat soothers in your bag may just prove to be a lifesaver when you have back-to-back meetings and no time to see a doctor.

Carry your prescribed drugs, if any, and your complete health information with you. Keep your prescription slip handy.

For international travel, carry your medicines in their labelled containers; many countries have strict laws against drug trafficking and may get suspicious of pills in unlabelled bottles.

Throw in a mosquito repellant and buy sealed, branded mineral water.

Ensure you have an insurance cover that includes medical expenses.

Tip 10: Coping with delays

Carry all important documents and files on your laptop and CDs on all the other projects that need your contribution. In case you get stuck, you will at least be able to contribute from there and stay in control. Keep the number of your travel agent so that you can reschedule your bookings. Keep your hotel booking flexible so that you can extend your stay if required.

All the best for your next business trip!

Illustration: Uttam Ghosh

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