Going on a business trip? Before packing your bags in a hurry and rushing headlong into the train station or airport, it’s best to think about preparing your business trip. Once there, it would be a shame to have to improvise, all because you didn’t organize yourself well enough upstream. So, to succeed in your business trip and leave in complete serenity, here are all our tips!
First of all, check the validity of your identity papers!
1. Find out about your destination on France Diplomacy
Before you even get travel guides, visit the France Diplomacywebsite, in the “Travel Advice” section. You will then have access to essential information about your destination to best prepare your business trip: dangerousness and degree of security of the country, political situation, formalities of entry and stay, health information (health risks, vaccines, costs in case of hospitalization, etc.), natural hazards (hurricanes, seismic zones, etc.), activities to avoid, recommendations, useful contacts … This information is updated very regularly to avoid unpleasant surprises!
Also, consider registering on the Ariane website. Created by the Ministry of Foreign Affairs and International Development, it allows all French nationals to report to the ministry as part of a business trip or a one-off mission abroad. During your trip, if the situation of the country warrants it, you will be alerted by email or SMS of the information and safety instructions to adopt if necessary.
2. Plan wide to anticipate the unexpected and leave with serenity
Your meeting takes place at 2pm in Lisbon on Tuesday? It is then possible to catch a flight in the morning without any problems, but never forget that the unexpected exists! Leave the margin by checking that there are indeed flights after the one you had planned to take in case it is cancelled or if you miss it. To completely forget the stress, it would be even wiser to arrive the night before. Booking one more night is certainly a small extra fee but it will allow you to be in the best arrangements the next day. Generally speaking, the day before you leave, try to leave work early to have time to sort out all the paperwork and rest well to get fit and relaxed. If you’re going to the other side of the world, here are some tips to manage jet lag and be effective as soon as you arrive.
3. Consider taking out business travel insurance
Whether you’re com-forward for an appointment during the day, staying in Asia for a few days to attend a trade show or going to train company employees for several weeks in Europe, don’t miss out on travel insurance, a glitch has happened so quickly! And as the saying goes, prevention is better than cure! Having professional travel insurance is essential especially to cover your health costs in case of accident, hospitalization, need for repatriation especially outside Europe, otherwise the costs would be exorbitant! If you work for a company, it is she who is responsible for contracting it for its employee and reporting to the social security the travel of its employees. If you are going to Europe, be sure to apply for your European Health Insurance Card (EHIC).
Note that some premium bank cards include a wide range of assistance and insurance guarantees to protect you during your trip. This is the case with the Visa Premier BforBank card, which gives you benefits in the event of loss or theft of luggage, repatriation insurance, vehicle rental coverage and special insurance for ski holidays.
4. Book your accommodation in advance!
Nothing worse when you have to stay several nights alone and away from home than to find yourself in a hotel with impersonal decoration located outside the city centre. But unfortunately this is what happens regularly to business travelers because the best located hotels are often full or too expensive and exceed the travel policies of companies.
As you will have understood, it is better to opt for a short-term furnished rental, especially for economic reasons, but not only. There are many advantages to staying in an apartment or in a furnished apartment during your professional stay. They are conveniently located, close to all the amenities you’ll need after a day at a frantic pace to grab your takeaway dinner, sample a local speciality in the small restaurant around the corner, or why not shop for a nice home-cooked dinner. Indeed, a furnished apartment will make you feel like you’re at home! Here you will find a short-term rental in Paris.
No matter where you go, MagicStay can offer you a selection of quality furnished apartments to make you spend a great business trip!
5. Make a list of important things and check it out the day before departure
On this list, write down the things you will need to take with you. The day before you leave, check, point by point, that you have everything. Essential elements include:
– Train or plane tickets
– Check-in on the flight
– Insurance – health insurance (European Health Insurance Card)
– CNI or passport and photocopies
– Your means of payment (CB, checkbook)
– Booking your accommodation
– Transport from the train station or airport: remember to book a taxi in advance or a VTC, if you rent a car, don’t forget to book
– Hotel details (address and phone number)
– Contact information of your interlocutors on the spot
– Documents, folders, USB sticks… In short, all the elements relating to your business trip
– Computer, tablet, phone… Loaded as much as possible and their chargers (don’t forget to take a universal adapter for some destinations!)
6. Travel light!
We always tend to take too much! Instead of unnecessarily cluttering up, opt for accommodation that offers a dry cleaning service. In addition, light and well-organized luggage avoids scattering. Also remember to cover yourself or slip a sweater and a pair of socks into your carry-on to protect yourself from the air conditioning on the train and plane: it would be a shame to arrive sick, especially abroad!
7. Optimize your organization
Frequent business travellers have a well-established organization so they don’t have to endure unlimited calls from headquarters to communicate about their results or the evolution of their trip non-stop. Agree and secure upstream with the seat of the frequency of your phone appointments, video or email reports. If you can’t remotely manage your files that have remained in the office, let your employees know, relay them to the most urgent ones and opt for the automatic email in which you specify the duration of your absence and communicate the contact details of the person to contact if necessary.
8. Expect OFF moments
It’s often the race during a business trip. There are many trips, appointments, presentations etc. follow each other throughout the day and you don’t have a minute to go. As part of a business trip that extends beyond a few days, it is essential to arrange your schedule to take time for yourself. Enjoy the services available in your accommodation: spa, hot tub, swimming pool, gym or more simply a bathtub to take a bath, read a book, watch a movie, etc. In the context of a furnished apartment shared with several employees, it is also an opportunity to learn to discover yourself outside of work, as if you were at home, having a drink in your living room and discussing everything except work!
9. Take the opportunity to see the country!
There’s nothing better than a furnished apartment to get into the local culture. Well located, it allows you to limit your travel and thus leave you a little room in your schedule. Between appointments, take the opportunity to discover and visit emblematic places of the city, go taste a local speciality at lunchtime, drink a coffee in a typical establishment or do some shopping to find an original souvenir for your loved ones. And why not even prolong the fun and allow you a stay bleisure from time to time! Here are some tips to plan your trip bleisure.
10. Recover on your return
It is sometimes difficult to take one or two days off when you return from a business trip. If it’s really impossible, try to arrange your return on Friday, especially when you’re jet lag! On the other hand, if you regularly make business trips abroad, it is essential to take the time to rest well between each trip to be as operational as possible!
Finally, before you leave, discover the mistakes to avoid at all costs during a business trip!