Frequent work travel - hack and tips

Frequent work travel - hack and tips

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jamest1988

Original Poster:

145 posts

138 months

Wednesday 19th May 2021
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Hi!

I started a new job last year which should have involved quite a bit of international travel to customer sites and manufacturing facilities. This is starting to look like it might be on the distant horizon now as things start to ease.

Does anyone have any hint and tips to make things easier? Any tips to make the most of things (I was thinking frequent flyer miles or similar but I haven't got a clue)?

It sounds like it will be around 1 week every month or two with travel from the UK to the US and Middle East.

thanks!

anonymous-user

60 months

Wednesday 19th May 2021
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Not that frequent then!

If you have control over your own flights then ensure you pick an airline that flies to all the the locations to maximise return, I like AF / KLM, you can reach anywhere via CDG or AMS which is beneficial when you want to redeem your rewards. Whilst the ME airlines are better, generally, you’ll struggle to justify going east to go west!

Same goes for hotels, cross check, I like the IHG group.

Have an international CC with minimal charges and max rewards (BA have an Amex linked to Avios, most have some sort of cash back), especially in the USA do NOT use a current account / debit card.

Buy iron free / travel suits / shirts CT and Moss Bros do some, don’t be one of them walts who travel in a suit to go to the hotel.

Take headache tablets, keep essentials in your non checked luggage, have more than one CC, check the weather!

I’ve been stuck in strikes in France, suggested to fly via Turkey when travelling to Portugal from Germany, stuck in blizzards in NJ / NY, hurricanes in Miami and cancellations out of Africa.

That was at least every other week for 3 years, USA, EU, SA. It has a big impact on your personal life too.

randlemarcus

13,585 posts

237 months

Wednesday 19th May 2021
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Top of my head:
Points - pick one airline/hotel/car hire chain, and make that your go-to brand.
Use a rewards credit card.
Do your expenses as soon as possible.
Pack light, if you can use cabin luggage, do so.
If you use hold luggage, you probably won't need to buy underwear or shirts again.
Allow time for disasters with travel. They WILL happen.
Take your entertainment with you. Anything is better than being bored.
Don't hammer the booze.
Make time to see the city/country you are visiting. Nothing more dispiriting than looking back when folks ask "how was exciting place?" and thinking "plane, taxi,office,hotel, office, taxi, plane"

GT03ROB

13,536 posts

227 months

Wednesday 19th May 2021
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Learn how to pack, checked bags are the spawn of the devil.

Fly one airline consistently, get a decent level of status & when the st hits the fan you have some chance of recovery

Muzzer79

10,830 posts

193 months

Wednesday 19th May 2021
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As above really

If you are able to; pick one provider for each function, join the loyalty program and stick with them.

So:

Airline
Hotel
Car Hire
Credit Card

You can then use your loyalty rewards to make your travel more comfortable or spend them on your own holiday. Or both, if you're that important smile

Always carry-on luggage unless you physically can't.

Make sure your company has appropriate insurance for your travel.

'Join' the destination time zone as soon as you get on the plane. So, if you're going east to a destination 5 hours ahead and your flight leaves at 5pm, you need to be going to sleep after take off.

Final thing - a good set of noise-cancelling headphones. Thank me later.



Muppet007

435 posts

51 months

Wednesday 19th May 2021
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I have a ton of electronic devices to carry around, so I normally pack a UK extension with a EU plug on the end.
Saves having to carry a EU adapter for all the devices.

Natural sleeping tablets can be a bonus, I always struggle to sleep in hotels but a couple of Nytol help. Make sure they are the ones with diphenhydramine.

Carry a battery back up / charger for your phone. Do have a situation like me when you get to boarding, with you pass on your phone and your phone dies.
I carry the smallest one possible.

Make sure to have load of the clear plastic bag for security, I have preloaded one ready to go for travel.

All basic stuff I'm sure.

ro250

2,864 posts

63 months

Wednesday 19th May 2021
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Interesting comments about using reward credit cards. I've used Amex in the past which gives cashback but charges a fee per use and that adds up.

I guess OK if you can expense that bit but if not I use the Halifax Clarity credit card which doesn't charge any fees on transactions.

Muzzer79

10,830 posts

193 months

Wednesday 19th May 2021
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randlemarcus said:
Make time to see the city/country you are visiting. Nothing more dispiriting than looking back when folks ask "how was exciting place?" and thinking "plane, taxi,office,hotel, office, taxi, plane"
This is important. The temptation is always there to time a visit to fly in, work, then fly out as soon as possible.

Instead, take a bit of extra time. Relax - you would at home after all.

If your meeting finishes at 5, fly back the following morning. Take a walk (assuming you're in a safe place) Talk to people.

fat80b

2,432 posts

227 months

Wednesday 19th May 2021
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It's a big topic and depends heavily on your company travel policy around booking etc. Probably ask your colleagues for the best tips.

I personally collect BA and Virgin airmiles, have credit cards for both and get to book my own flights so am pretty in control of my itinerary.

But equally, have previously been in companies that have a central booking team that would quite happily route you through guatemala to save $50.....Here you needed to carefully specify your flight needs if you don't want to get screwed over.


If the US, consider signing up for one of the car rental companies schemes to speed your way through their processes. I use Hertz gold which means that when you arrive at the car rental place, you find your name on the board, go straight to your car and drive off without having to queue.

Also if you are looking at a lot of US travel, consider jumping through the hoops to get a Global Entry to skip the queues in and out of the US. a pain to sign up to but a godsend once you have it.

But for specific hints and tips, it comes down to the routes that you use regularly. Things like knowing the best spot to grab food in each airport and the like, which gate the flight home always goes from, which lounges are worth it and which are pants.

Or other things like carrying hand luggage only and using DFW as an entry point which means that you can use the semi-secret special queue that allows you to skip baggage collection / immigration for the masses. From plane door to being in an Uber in less than 10 minutes! (c.f. SFO on the afternoon flight where I was queuing for 3 1/2 hours at passport control)



//j17

4,587 posts

229 months

Wednesday 19th May 2021
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1. If it's more than an over-night try and get a serviced apartment rather than a hotel. The cost difference isn't usually huge and the thrill of going out to eat every evening soon wears off (usually about the point you have to buy a new suit as you've become too fat for your current one), as does sitting on your bed to watch TV in the evening.

2. If you're on expenses rather than a company credit card seriously look at one of the cash back or similar cards. Free money.

3. Write a pack list, or have a dedicated 'go' bag that you don't touch at home. Cuts down packing time and "Have I got everything?" worry - and Monday evenings trying to find somewhere that's still open to buy a tooth brush/razor/mobile phone charger/etc...

4. While collecting tier points to get airline lounge access it only really works if you can do enough flights/distance on the same airline/group. If work are booking and it's EasyJet out/BA back one week, then Swiss/RyanAir the next you're better off buying access to one of the members lounges. While airline lounge access was nice, personally I found collecting 'air miles' more beneficial.

5. Oh, and you'll get a lot of time to waste in airports - use it to explore. For example at Gatwick when you've been through security follow the signs to the lounges, even if you don't have access. In 30s you find yourself in the departures hall, not fighting your way around the long 360 loop through Duty Free.

Edited by //j17 on Wednesday 19th May 16:47

fat80b

2,432 posts

227 months

Wednesday 19th May 2021
quotequote all
Muzzer79 said:
randlemarcus said:
Make time to see the city/country you are visiting. Nothing more dispiriting than looking back when folks ask "how was exciting place?" and thinking "plane, taxi,office,hotel, office, taxi, plane"
This is important. The temptation is always there to time a visit to fly in, work, then fly out as soon as possible.
100% not for me. When you've done it for several years and have a family at home, it is fly-in, fly out, and ideally stay on UK timezone while you are there - Bed at 8pm, get up early to work UK hours and get the first flight home !!

random_username

155 posts

106 months

Wednesday 19th May 2021
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As said above, try and pick an airline, or at least an alliance that you can stick with to earn points and status, with half an eye on redeeming them for personal travel (eg. if you are flying to and from the middle east on Emirates, are you really going to want to fly with them to the ME for a holiday?)

Quite a few airlines will do a 'status match challenge' where you have to fly a certain number of times/miles and you can get status quicker when you are starting out.

Read your employers travel policies carefully about economy / premium eco / business - there's a massive difference in comfort between the three!

Some credit cards (eg. Amex Platinum) will get you status at hotels / lounge access which is helpful too.

Other things:

If you are expensing and are allowed to claim the value after currency conversions, use a card that gets you points rather than better conversion rates.
If you can book your own hotels / flights etc rather than having to use an agent, look at quidco / topcashback type deals. A weeks business hotel at 10% cashback can be quite lucrative (check you aren't breaking any corporate rules though).
Likewise - most airport parking offers quidco and the like.

I usually travel with a fireTV stick and a wifi travel router, so I can stream content either from my home media server or from iPlayer etc wherever I am (via VPN to home).
Buy travel plugs with built in USB chargers smile
Watch what you eat/drink and try and be healthy. It's all too easy to eat and drink way too much when travelling and I know a fair few people who have suffered health wise because of it...

toon10

6,398 posts

163 months

Wednesday 19th May 2021
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Some from experience off the top of my head…

Get yourself a good carry on luggage case and a good laptop bag that can attach to the case handle so you’re not carrying anything on your shoulder.

Pop your phone, laptop, iPad and liquids in your laptop bag. It makes it easy in security to just dump your coat and hand luggage and whip out everything you need

Put your rings, wallet, watch, belt, keys, etc in your coat pocket or a small bag that can fit inside your hand luggage prior to entering the airport so when you go through security, you don’t have to faff on taking everything off. Just put them all on post security. You’ll find people “surprised” at having to remove their belt and empty their pockets while you’re behind them in the queue waiting!

Pretty specific but worth noting as a lot of people don’t realise… If you’re company supports the oil and gas industry and your flight is on an oil route, KLM/Air France let you join their petroleum club which gets you some priority boarding and lounge access. I did hear this might be ending soon though so need to check. I make sure I use Schiphol as a hub for all my flights. Priority boarding is huge on business flights to make sure you get your luggage stowed away. The late boarders tend to run out of space and have to put big cases next to their feet which is really uncomfortable.
Type “Google airport wifi” into Google. You will get a map of where you are and you can select the airport you are using and it will give you a list of the lounge and airport wi-fi passwords. Most airports offer free wi-fi but in case you find one that doesn’t. Thank me later.

Use the same hotel groups if you can as you can build up rewards. I tend to stay in IHG places like the Holiday Inn’s and get a free beer on arrival.
Keep a battery bank charged in your case.

Buy good headphones in terms of comfort and sound quality. Wireless and noise cancelling are useful for when you are in the air although I prefer wired without NC as I like my quality. I use a headphone DAC/Amp with mine.

Look out for airport apps. Schiphol has a great app which will ping you when you need to make your way to the gate and tell you how long you need to get there and even offers some directions if you’re not familiar with the place.

Always factor in some spare time to see the places you visit. If I have meetings starting on a Tuesday I will tend to fly on a Sunday night or Monday morning so I can explore a bit. If I'm not in a hurry to get home, I sometimes take a flight the next morning after meetings have finished rather than a full day of work then flying home straight after. It can be very tiring and stressful so having a few beers after in the hotel bar then getting up nice and fresh to travel back on work time is better than a day of work and travel then having to get up for the office the next day.

Whoozit

3,751 posts

275 months

Wednesday 19th May 2021
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I did four years of nearly weekly shuttling UK-ME/Turkey/CEE.

Top tips for me were

Carryon bag only. A soft bag will fit into the overhear locker no matter how little space is left, at a pinch it goes under the seat. With really careful packing, I could do 5 nights on the road. Sad, obviously.

Always have jeans/sweater to change into on the plane (for a bloke - YMMV).

Instead of a UK multiplug, convert everything to USB charging and carry a USB multicharger with the right plug cable for your journey, or just the one adaptor

Get a big USB-C battery pack

Earplugs/good sealing earphones for the planes. NOT bluetooth cordless, too easy to lose.

White noise/water music while sleeping on planes.

An iPad with movies/series downloaded will be your friend

Always load up the same carry in your briefcase, in the same pockets. That way, you can lift it and know you're missing something. And never, ever think "oh i'll put it away in a moment/in the seat pocket". Lost two laptops on planes that way.


Edited by Whoozit on Wednesday 19th May 17:20

//j17

4,587 posts

229 months

Wednesday 19th May 2021
quotequote all
fat80b said:
Muzzer79 said:
randlemarcus said:
Make time to see the city/country you are visiting. Nothing more dispiriting than looking back when folks ask "how was exciting place?" and thinking "plane, taxi,office,hotel, office, taxi, plane"
This is important. The temptation is always there to time a visit to fly in, work, then fly out as soon as possible.
100% not for me. When you've done it for several years and have a family at home, it is fly-in, fly out, and ideally stay on UK timezone while you are there - Bed at 8pm, get up early to work UK hours and get the first flight home !!
A lot depends where you're going, or rather how often.
- Going to a new big/interesting city? Sure, take a look around.
- Going back to the same city you've been going to every week for the last 18 months? Get out of Dodge ASAP.
- Going to the destination country's equivalent of Slough trading estate? Get out of Dodge ASAP.
- Going to LBG office in one of Manchester's less inviting areas where they expressly tell you NOT to wear a suit in order to avoid getting mugged....

FiF

45,217 posts

257 months

Wednesday 19th May 2021
quotequote all
Only thing I can suggest on top of the really good suggestions so far is to be really organised about expenses. From your OP it doesn't sound as if you'll be off this week and visiting a/b/c involving expenses in GBP, currency a/b/c, then back near midnight Friday, knackered over weekend, off Sunday pm, or crack of dawn Monday first flight out Heathrow and off to another selection, with occasional massive road trips round Europe/Scandi say. Suddenly a month has gone, it's expenses claim time and then you're catching up office stuff plus in whatever hell your employer's bean counters impose.

Found years ago not to employ our Sales Director's method, huge bin bag of receipts in the corner, literally a bin bag. rolleyes Used to have a 'filing system' in my travel folder with a series of envelopes for each currency and would pack the expected ones for a trip plus the usuals gbp/ euro/ USD. Also might be showing my years but used those small photo film canisters for coins, so you land with a few useful coins ready.

This was all pre smartphones, but things became easier when smartphone apps came out as you could start recording those bits and bobs that you often forget, usually non receipted, tips and occasional drinks were a bugger in USA. Not going to recommend a particular app as my experience may not be up to date, and your employer may, like mine for years, actively resisted an app.

Freakuk

3,383 posts

157 months

Wednesday 19th May 2021
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I've not done it for a few years now, not at that frequency either but I did have to travel to the same places/companies/offices.. most has been covered to be fair

1. If you can book your own travel do that, if not be very specific on when you need to travel - they'll book the same flights etc you had planned on booking anyways
2. Same hotel chain - earn the rewards, upgrades, free drink etc etc
3. Travel as light as you can, as has been said if you can get away with hand luggage only, it's a godsend
4. If you are going to the same places, it will soon become clear how to streamline your time in various airports, you'll know the gates, time to the gates, and the layout of the airport
5. Depending upon where you are travelling to it might be easier to get the train rather than taxi from the airport, first time I went to Munich with work I think it cost me around 40-50 Euro's for a taxi to the hotel, next time I took the train 1/10th of the cost and just as quick
6. If you can or want to make sure you spend time in the locations, google maps is your friend, walk, travel, enjoy the cities, food, people
7. Already mentioned but Quidco etc for hotels, likewise I've used various apartment type rooms, so you can stay in a cook if you want to
8. Noise cancelling headphones are a must for me on a plane, if it's a long flight and there's major time difference sleep when you can, I don't sleep on planes unfortunately, but once stuck in Orlando on business a work colleague at the airport got me drunk in a bar before I flew, slept like a baby
9. Look up stuff to do and see before you go, before you book hotels so you can base yourself near what you want to do and see. I've booked concerts previously knowing I'd be somewhere and there's a band I want to see.

Steve Campbell

2,185 posts

174 months

Wednesday 19th May 2021
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Consider how you will get to the airport this side, especially if jet lag might be a factor. I did quite a lot of US trips and it took an almost accident on the M4 jet lagged and knackered after a bad nights sleep on the flight before I realised a taxi to and from the airport was the right choice…..and find what works for you to alleviate the US jetlag….for me (if away all week) it was sleep as much as possible on overnight flight but then go to bed as soon as I got home in morning for no more than 2 hrs. Others have different routes to get over jetlag ASAP.

dmahon

2,717 posts

70 months

Wednesday 19th May 2021
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Hotels.com have a good buy 10 get one free offer. It’s the best reward system I have found.

Would personally rather stick to Emirates or Etihad for Middle East and Virgin for US rather than something pants like BA to chase status.

Good luggage and packing help take the stress out of it.

Try to stay healthy. It’s very easy to slip into eating rubbish food, having too many beers, jet lag at both ends, not doing any exercise. Would try to stay disciplined as it can be a terrible lifestyle.

bakerstreet

4,812 posts

171 months

Thursday 20th May 2021
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randlemarcus said:
Make time to see the city/country you are visiting. Nothing more dispiriting than looking back when folks ask "how was exciting place?" and thinking "plane, taxi,office,hotel, office, taxi, plane"
In a previous career I did a bit of travelling for work, but don't anymore and I can't emphasize the above enough.

I did Vegas three times. 6 days for each trip (Trade show) and I think I had a total of 1 day off throughout that entire three trips. Did two trips to Dubai (4 days each) and not even sure I took a day off then.

I'd like to go back to Vegas for a holiday, but now have two young children and I can't see it happening for years.