Travelling for work is one of those things that seem glamorous and exciting until you're doing it regularly. But it can be really intimidating if you're never done it before, especially if you don't know who to ask! So this week, let's get into the ultimate work travel guide. (Plus, a little freebie at the end!)

🧠 Know your travel policy.

Before you do anything, read up on any travel guidelines or policies for your company. If you can't find these things, ask:

• How reimbursements or expenses work.

  • Are you getting a company card, or expensing everything?

  • What's the process for keeping and processing receipts?

• How much money you get for the trip.

  • Is it a flat daily rate, or do you get budgets for specific things like meals?

• What systems or companies you need to use.

  • Is there a company-preferred airline? Is there a business account or booking system?

  • Is there a company-preferred hotel? Is it strict?

  • Are you supposed to book your own travel, or is that someone else's role?

• What you can reasonably expense.

  • Will the company cover checked bags, visa costs, or extra travel costs?

  • Do expenses need to be approved in advance?

If your company has an HR department, they can usually walk you through the specifics and set you up on any systems. Otherwise, ask your manager or somebody who frequently travels for work.

💸 Consider your budget.

If your company is going to reimburse you, you'll have to front a lot (or all) of the costs – and usually it's not processed for at least 1 pay cycle. That means you need to ensure you have enough money in your account to cover having a few hundred dollars (or more!) missing for a couple of weeks.

I recommend (unfortunately, from experience) leaving more buffer than you anticipate needing, since sometimes things happen and you might have to cover an extra night. If you don't think you have enough in your budget to support this kind of wiggle room, raise it with HR before you go. Work travel shouldn't impact your ability to pay your bills.

📝 Plan your trip.

Unfortunately, something I've learnt the hard way: even if you're being asked to go somewhere for a specific reason, it is still your responsibility to make sure there is an itinerary. I've showed up interstate assuming my contact will have organised everything, when they haven't – and that is just a massive waste of time.

So even if you have been assigned a contact, or a specific event, make sure you know what's booked and what isn't. And then follow up to make sure everything is in place for your arrival.

📱 Save everything in advance.

Even if you're expecting to have 5G or wifi, make sure you have a copy of everything you need downloaded before you leave. That means plane tickets, any apps you might need specifically for travel, and a copy of your agenda. If you think there's a risk you'll run low on battery, do a hard copy of all of your calendar details.

🚗 Know your logistics.

Before you leave, you should be clear on exactly how you'll be moving around your destination – rental car, Uber, public transport, or something else. Make sure you understand how you're expected to sort these out and plan out travel times in advance. And if you can, add a bit of buffer to your schedule in case of unexpected delays.

If there's anything you need to bring, like ID or a public transport card, make sure that's sorted out in advance too.

😴 Know your limits.

Work travel is tiring – there's the travel but also the fact that you usually cram so much in that you're working significantly longer and more intensely than you normally would. (Plus, when you get back to the hotel by yourself, what else is there to do but just... do some more work?)

Make an effort to carve out recovery time, or try to do flights at times that don't interrupt your sleep as badly. If your workplace is supportive, you might try working from home the day after you return from your trip just so that you can sleep in a bit more.

💳 Booking flights.

Before you book anything, make sure you've got your plan ready and you know the policy. If you don't have someone in the business to book flights for you, then you'll have to make sure you know enough to make decisions.

• What airline will you fly? Is it mandated or not? Can you link your personal frequent flyer card to collect the points?

• How much can you reasonably spend on each flight? Is there a policy around Economy or Business class?

• Do you need to check luggage?

Make sure you have the airline app on your phone and have your tickets printed (or saved to your phone) before you have to leave for the airport.

🕐 Choosing times.

Considering stuff can go wrong with flights, like delays or cancellations, you need to make sure you're leaving reasonable buffer time between your arrival and the first time you're expected to be somewhere. The worst thing is to arrive in an unfamiliar place and be stressed already – plan to have enough time to kill with a coffee.

🧳 Carry-ons are best.

If you can help it, avoid checking luggage for work trips. You're usually not there for very long, and adding the complication of luggage is another stress that you don't need. Be across the maximum carry-on sizes for your airline and try to stick to it.

(If you expect work travel to be common for you, I'd recommend investing in a carry-on sized suitcase for these situations.)

🏨 Booking hotels.

Similar to flights, some companies have policies around specific hotels. If they don't and you have choice, consider these things to make the right decision:

• Where are you expected to be working during your trip? What neighbourhoods or areas would make sense for practical travel?

• Do you need anything specific from the hotel? Usually wifi is a given, but do you need parking, conference rooms, or something else?

• Are you familiar with the neighbourhood? Do you need to do some research to make sure it's safe or well-connected?

• Are you going to be taking video calls from a hotel? Is there a place that's appropriate to do that (ie. not from the bed)?

🌴 Try to have some fun... but remember, work comes first.

If you're travelling for more than just a day trip, you might be able to sneak in a bit of sightseeing, a catchup with a friend, or a nice meal. But it absolutely can't interfere with what you're there to do, so be very careful about scheduling in your fun time. Generally, you should be only doing sightseeing after hours or after the trip.

🧘‍♀️ Extending your trip.

If you want to tack on a bit of a holiday to your work travel, make sure you know the rules before planning anything. Some places might pay for the flights there and back regardless, but you'd have to cover accomodation on your non-work days – but check the policy first (or with your manager) before booking for a longer stay.

📚 Bring something non-digital.

No matter how cramped your schedule is, if you're spending time at airports or hotels, you're going to have time to kill. It's a great time to bring a book or a craft, since you won't have any distractions – but also it'll stop you from draining your battery when you're out.

🧳 Pack well.

Before you just shove some clothes in a bag and call it a day, consider what you'll need to be dressed for and bring any accessories you might need.

This week, you can grab a free download of my ultimate packing list on Google Sheets! This is a template I've been using for many years for any type of travel, so I can vouch for it.

✨ And bring a spare set of clothes.

Accidents happen, like sickness or spilling your soup all over yourself – so do future you a favour and pack a complete spare outfit.

Good luck with your future travels! Whether you have yet another day trip booked, or still waiting for your first opportunity, I hope today’s post has helped to demystify a bit about work travel. 🛫