5 Ways to Get Work Done while Traveling

January 16, 2017 by · Leave a Comment 

Perhaps the trickiest part of business travel is getting the work that is generated from that travel done while you’re not in the office. Here are some ways to keep your productivity at its peak even though you’re not sitting at your desk.

You may not think this first tip is an effective use of time, but we think it can be a game changer. Creating a strategy for completing the work you need to do before you dive in will give you a guide to keep you on task and on track once you hit the ground. Using your travel time to get organized may be the most helpful thing you can do to make the best use of your time once you arrive.

Fueled coworking space - ideal for business travelers

The Fueled startup space in New York.

Once you’ve formulated your strategy, organize your devices by decluttering your inbox by listening to voicemail messages, deleting junk emails, filing documents into folders, and clearing out old emails that you don’t need any more. Plowing through the plethora of unorganized details will translate into increased productivity when the real work begins.

Get your own hotspot. Don’t depend on the wifi at the airport or the hotel. Carriers have these portable devices, or your smartphone may have an integrated hotspot mode as part of their service. These provide truly high speed internet access on the go. For a monthly fee, which you may be able to expense, you have the peace of mind that you’ll have the internet you need to do your work anywhere, anytime. Plus it’s a lot more secure than public wifi.
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Travel Top Five: Lowering Your Ride Sharing Costs

January 11, 2017 by · Leave a Comment 

With the steadily increasing popularity of Uber and Lyft, it seems ride sharing is becoming a popular mode of transportation for business travel. If you rely on it regularly, what are the best ways to save money? We’ve done some research and here’s what we found:

Booking in advance allows you to secure a ride when you need it, instead of waiting when you’d really rather be on your way. You’ll save money by scheduling your ride when you know it’s not rush hour. If you use Lyft, scheduling locks in your fare; Uber doesn’t offer that feature.
A Lyft ride sharing vehicle in Santa Monica, CA
Search online for coupons. Both companies are competing for customers, so do a little poking around on either company’s official site or at sites like Groupon. Uber offers free rides for those who refer a friend who downloads the app, so if you’re traveling with a friend, have him or her download the app with your referral link, and you can both get a free ride to wherever you’re going.

Avoid traveling during surges. Fares are adjusted automatically, based on demand. For example, prices soar after events because of the demand for drivers, so if you can wait, the cost will drop. Don’t think you’ll get the average fare for a trip you’ve taken before if you’re among the throngs waiting for a ride.
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What to do If Your Flight is Canceled

January 9, 2017 by · Leave a Comment 

It’s every weary traveler’s nightmare scenario: the flight you’re supposed to be on is canceled. What you do next will determine whether your day is totally ruined or ultimately redeemed. Not every situation can be remedied, but knowing a few action steps can make all the difference in getting you to your destination.

Get on the phone.

The faster you get on the phone with the airline to rebook your flight, the better your chances are of making it to your final destination. It’ll do you little good to stand in the long line with everyone else who’s waiting to speak with the ticket agent at the gate. Tip: If you feel like talking to a gate agent, go to another gate of the same airline where a flight recently left. They’re all plugged into the same system, and can do just as much for you as your original gate’s agent.

If your flight is canceled, there are a few options for you, if you act fast.

Adjust your itinerary.

Be sure to have some alternatives in mind, because the agents don’t always know the destination region where you’re flying. For example, you may not be able to get into Chicago due to weather, but if Chicago is your final destination, you could reroute through Milwaukee or even Indianapolis and be within driving distance of the Windy City. Thinking through your options and presenting them to whomever you’re working with to rebook your flight will let the agent know you’re flexible.
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Chip Technology Keeps Checked Luggage in Check

January 6, 2017 by · Leave a Comment 

We’ve reported here before about the increased use of RFID chips in checked luggage and luggage tags to tilt the odds that your bag will arrive with you at your final destination in your favor. There have been new innovations in the effort to reduce lost bags, this time from Delta. Once you see what they’ve been doing, you may never look at those little paper baggage tags the same again.

This year, Delta has implemented RFID technology into its complimentary baggage tags, eliminating the possibility of a bag being unscanned due to a smudged, wrinkled, torn, or obscured tag. Now, in every airport where Delta operates, its bags only need to be be in proximity to the radio scanners to be accounted for. As with the older tags, fliers can track their checked bags using Delta’s mobile app.

Delta Airlines demonstrates its RFID system on a piece of checked luggageImplementing these kinds of changes can be costly and disruptive because they require infrastructure adjustments. While some airports, such as Las Vegas’ McCarren International Airport, have been using RFID for over a decade, any new tracking system is typically the responsibility of the individual airline.

Delta spent $50 million on the system, which included scanners, printers, and said tags. Widespread use of these types of tags has been slow to come online in the airline industry, according to the International Air Travel Association. But the deadline for all 265 member airlines to be able to fully track and trace all bags is 2018. And the system is expected to work, not only on an airline’s own flights, but also connecting flights with another carrier.
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What to Do if Your Mobile Phone is Lost or Stolen

January 4, 2017 by · Leave a Comment 

It’s our worst nightmare: you’re traveling and your phone is either lost or stolen. What’s the first thing you should do? According to Asurion, a technology solutions company, 19 million people have had this happen. If you find yourself in this situation, here’s what you can do.

First, try calling or texting your phone. If you’ve lost it, the device may have been found by someone honest. If you’re traveling with someone, you can use their contact information to request a call back, or you can leave the number of the front desk at your hotel and follow up later in the day. Your lock screen will display your most recent text, so send a short message to your phone and hope your Good Samaritan will see it and call you back.

Mobile phone being used by a woman with red painted fingernailsBe sure your phone’s “find my phone” feature is activated. This will enable you to discover its location for retrieval and if you share your account with other users, they too can see the device’s location. Unfortunately, if the phone is powered down, this feature doesn’t work.

Be sure your lock screen is enabled. It may seem like a pain to have to authenticate yourself with your fingerprint or a code every time your phone lapses into sleep mode, but it protects your valuable data. Apple’s lock mode will allow you to access your device remotely and either disable it or display a custom message. It also allows you to disable ApplePay.
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Prepare Your Phone for Your Next International Trip

January 2, 2017 by · Leave a Comment 

Preparing for an international trip with your mobile phone requires research and planning. Get off the plane and just start using it, and you’ll be hit with a variety of fees and roaming charges, easily racking up several hundred dollars in a single week.

Whether you need the ability to call or just the ability to access data and text, the following tips will help you utilize your device to its fullest while keeping overall costs down.

Know your phone and your plan

All phones use either GSM (Global System for Mobiles) or CDMA (Code Division Multiple Access) as their radio systems to communicate with cell towers. GSM phones are unlocked and can be used with any carrier, while CDMA phones are locked to a specific carrier.

Business travelers have a few hacks they could use to help save money on their next international trip.

Read through your plan to make sure you know what the charges will be for international use, or if you’ll even be able to use your phone while abroad. If you have a GSM phone, you can switch out your SIM card with one in the country you’re visiting (more on that later). Otherwise, you may be able to purchase a temporary plan through your carrier.

If you have a CDMA phone, you may want to buy a pay-as-you-go phone once you arrive in your destination country.
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Shopping for Luggage: Backpacks vs Business Briefs

December 30, 2016 by · Leave a Comment 

When you’re in the market for a backpack or a classic business brief, there’s no one “best” choice for you. The best choice for you will be determined through your own personal preference.

Backpacks are still fairly popular, especially among Millennials. Many business users enjoy the hands-free flexibility the shoulder straps provide. However, there are still some industries — finance, banking and law for example — where a briefcase is perceived to have more seriousness and gravitas than a backpack.

Crew Executive Choice 2 Backpack

Crew Executive Choice 2 Backpack

Once you’ve determined what you want, and how you’re going to use your new portable office, there are a few important features you should consider when making a selection.

Backpacks

  • Comfort: Examine the shoulder straps for cushion and adjustability, and make sure your handles are comfortable. The Crew™ Executive Choice™ 2 backpack and Platinum® Magna™ 2 features padded shoulder straps, as well as leather carry handles.
  • Breathability: Look for backing material that allows airflow so heat won’t build up on your back. The contour of the design should maximize airflow as well.
  • Storage: With its large internal cavity, a backpack can also function as an overnight bag, eliminating an extra carry-on. Make sure to get a backpack that has both a padded sleeve for your laptop, and a larger compartment for clothes. Read more

Corporate Travel to Increase due to Cheap Airfare in 2017

December 26, 2016 by · Leave a Comment 

Emerging market activity in South America and Asia combined with cheap airfares is expected to afford more companies the opportunity for more corporate travel and to conduct business face-to-face with its clients in 2017.

2017 may see more corporate travel around the world. Delta's new A330 can make your trip a little more comfortable.According to Advito’s 2017 industry forecast, the outlook for various regions is the result of some tangible economic indicators, as well as some intangible appetites. Here’s how the forecast breaks down by region:

North America

North American business travel is expected to be strong, although concerns about the presidential election and a possible interest rate hike are creating some uncertainty for 2017. Continuing competition between the top three airline carriers will keep airfares cheap, while hotel rates will increase as the chains reduce the number of rooms they make available at a negotiated discount. They will instead seek to implement dynamic pricing for corporate travel clients, thereby decreasing their negotiating options and driving up rates between three and five percent.
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Road Warrior Tips: Managing Electronics and Battery Life

December 23, 2016 by · Leave a Comment 

It’s a road warrior’s constant battle, managing battery life. We all rely on our phones and tablets to provide information and entertainment while we’re on the go. Following these simple tips will help you enjoy your travel instead of worrying about when the red battery icon will appear.

Travelpro Crew 11 USB Port

The Crew 11’s built-in power port is a great way to keep your mobile devices powered up and ready to go.

  • Investigate the different online storage platforms available and choose one place to access your documents and pictures. Apple supports iCloud, Google has Google Drive, and Dropbox is a third party provider that works on all platforms. Evernote is another cross-device, cross-platform option.
  • Before you leave, download any new apps you might need, like a currency converter if you’re going overseas, or a maps app or guidebook that will help you navigate a new city. You’ll not only save battery life, you’ll conserve data by planning ahead. Read more

IRS Sets New Per Diem Rates for Business Travelers

December 19, 2016 by · Leave a Comment 

Ah, winter! That time of year when a young business traveler’s fancy turns to thoughts of travel allowances.

Each October 1, the IRS releases their new per diem rates that business travelers can either collect or declare on their taxes. The new figures allow employees to receive a set amount (per diem in Latin means “for each day”) to compensate for meals and incidentals incurred daily while traveling for work purposes.

Your lodging and food costs are part of your per diem business travelers' rates.

Your lodging and food costs are part of your per diem business travel rates.

Employers provide this benefit to employees in exchange for the filing of an expense report. Why is the expense report necessary? If the employer cannot produce this paperwork, the government views per diem reimbursement as income, which means it’s taxable. As long as the paperwork is filed and the amount expensed doesn’t exceed the federal daily limit, that money is all yours.

What if you’re self employed? These federal per diem rates don’t help you much as they only apply to meals, and you’d better keep excellent records for everything else related to your travel if you want to deduct it from your taxes.
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