Eleven Travel Tips for the new Road Warrior

I’ve been meaning to get this down on paper for quite some time now. There is a new group of you that are rookie Road Warriors. Instead of learning all of this on your own, I decided to pass my experiences and planning along. Much of what happens on a business trip is a direct result of pre-planning. The pre-plan includes contemplating what to bring to Omaha vs. Miami in March. 

My name is Jim, and I travel for work frequently. I always get feedback from friends on how glamorous and lucky I am to travel for work. I do get to see many cities and there is nothing like the smell of a coffee filter on a bathroom door in an airplane. The views are amazing and being shoved into a corner with a professional linebacker next to you is something you won’t forget easily. 

As I write this, I am on a two and a half hour flight from Calgary to Chicago. I have a two hour layover and will arrive home by midnight if everything goes as planned. My elbows are tight against my sides so I can type to get these thoughts down. I just finished a conference call that lasted an hour as I walked up and down the terminal dragging my luggage behind me and trying to gesture wildly as I talk. If you saw me, I apologize.

This four day travel week, I was outside for less than twenty five minutes. I saw three conference rooms multiple times and traveled in ten taxis. I ate off of the Starbucks menu enough to receive a free latte. So, yes, very glamorous. I did meet or get reacquainted with Eddie, Len, Brie, Jeff, Alex and Spencer, who are all in the hotel / restaurant services industry. Seems I know them or someone like them with a different name in every hotel.

So, here are my top ten, actually eleven items for successfully navigating time on the road. I will tell you that I don’t cheat to get first class upgrades, or break line, or whatever to get ahead. I see it quite often and I know ways that I could, but I choose not to because that’s my personal code. If you are the person who is expecting to fly first class every time, this article is not for you. If your company allows that, please send me to the jobs section of your website. Everything here is absolutely above board, and again, it starts with pre-planning for the worst which will happen more than you like. Stay positive, everyone is trying to do their job. You will get treated better if you say please and thank you and remain calm. Being loud or yelling at the person who can help you is not going to get you anywhere. Getting out of any situation means keeping your wits, and sometimes it means getting a hotel room and hanging in there. 

Pre-planning

Suitcase

1.      Your Bag

Your old college duffle bag will work for casual trips, but as a new business traveler, you need one good bag. Make sure it is small enough for a carry on for most airplanes, and can expand and be checked if necessary. Especially if you go to a trade show and have pamphlets, or notebooks to bring back. It should roll. Two wheels or four wheels are up to you. I have a bag with two wheels that has a lifetime warranty. Every couple of years at Christmas, I send it back for refurbishing. It costs me a few bucks and a little time. I do it during Christmas because I get a travel break during that time when no one is working. The expandable part is if you have an excessively long trip or you need to bring winter gear for a forty below trip. No sense in searching for another bag and not two bags please. Honestly, one bag. Do not show up with two bags. (Tip: you can ship conference materials from the hotel usually for a decent fee and save carrying them around or paying the checked bag fee to get them home.)

2.      Use An App

The first thing to do is find decent airfare to where you want to go.  Everyone has a budget. Every city has weird weekend events that can kill the travel budget if you try to get there around one of them, so I scope out airfare while I am on the phone with a client. I use an app called Hopper. Hopper will get you close on prices. Start location, end location and helps with day of travel. It monitors sites for the cheapest airfare and will tell you if the current price is realistic or not. Generally, you will want to book at least a month out or start watching then. At the two to three week mark, book it. No sense playing around. Don't get greedy and try to time the lowest price. It hurts when you are wrong. Ok, you will probably be in coach. It's fine. I like value when I travel, and this is the best way to get value. (Tip: I try to take early flights. Taking the last flight is doomsday due to delays, overbookings and cancellations)

Tripit holds all of your flight information and you can add hotels, meetings, tickets, reservations, etc. I use the free version but the pro version will alert you of flight delays, gate changes and cancellations.

Scannable and Evernote will let you take a picture of anything and save it for you. It works great for business cards and logs the time and location of the place where you scanned the business card. For business cards, you can send your contact information back to the person who handed you the card. Don’t forget expenses. It works great for that as well. Very efficient.

3.      Check the weather.

Origin, destination, and layovers. Also check around the area. Planes come from lots of places, so if there is a storm in Omaha, it could affect your Chicago flight because your outbound plane is inbound from somewhere else. More on delays later.

4.      What to pack:

Toiletries with travel size are the best. Remember that all liquids or gels that are in a carry on, in total, must fit into one quart ziplock bag. There is an ounce limit also. So no large toothpaste or it will get taken from you. I carry, in my toiletry bag, a razor, an electric tooth brush, floss, a brush, a small bar of soap (if staying with friends you will need it), tweezers, a small bag of Qtips, a bandaid, and nail clippers. I also carry a small rock that my daughter gave to me years ago. It reminds me of home when I see it.

My quart bag holds: tooth paste, mouthwash, hair gel, triple antibiotic cream, and face / hair wash. (Tip: Put that quart bag in a gallon bag in case of leaks.)

Clothes I physically count the number of days on a trip. Leave Monday, return Thursday. Here is the count. Monday = 1 finger, Tuesday, 2, Wednesday, 3, and Thursday, 4. So I lay out 4 days of clothes. One, is the one I will wear on Monday, so it doesn't go in the bag. There is a point to this. If Monday is a travel day, I wear jeans. If Thursday is also a travel day, I can wear the same jeans home. I need 4 of everything else. And then I check to see if I need an additional change. Maybe meetings, then dinner, you may want to change. Workout gear. Keep a set of this ready with a pair of shoes. I determine the shoes for the week and try to stay in 1 pair. I'm a guy. You can get away with dress shoes and jeans if you need to. Shoes are the death of carry on. One of my friends is good at it but she is the anomaly. Think about your jacket too. If it is cold where you are and you are headed to Florida, leave the jacket in the car and be cold for a few minutes rather than take the heavy jacket to Florida. Also, remove hangers if you run short of room. I bring the cheap hangars and fold the shirts on the top, but compression and shirt folders are awesome. I use them when it gets kind of tight on what I need to bring. Men, always bring a sport coat. You can get away without ironing a wrinkled shirt if you wear a jacket over it. Sometimes. Just put the shirt in the bathroom with you hanging up when you shower. Most of the wrinkles will fall out as you steam up the room. Tuesday and Wednesday, I decide if I can wear the same pair of dress pants and mix it up. If not, then two pair of slacks that work with the one pair of dress shoes. (Tip: get a travel tie case to keep ties wrinkle free and place it along the side of your bag standing up. It takes no room.)

The backpack

5.      Backpack / Briefcase

So now you have your clothes bag packed, and are ready to go. It's time to think about entertainment or working on the plane. It's a long time if you don't have anything to do. I carry a backpack. Some people are against them but it’s my thing. I specifically carry an Everki Flight backpack. It's inexpensive, great quality, and a lifetime warranty. I have tested the warranty and Everki is the best. The backpack goal is to always load it exactly the same. Sometimes you cannot see the bag below and in front of you. As I am writing this, my feet are under my bag that is in front of me. I have the table down, so I cannot see what I need to get out of the bag. I can do that by feel. From closest to me, to the outside, here is the list:

Compartment 1: laptop, apple keyboard. paper tickets (my thing as well, you can use your phone, but I don't like that).

Compartment 2: Manila folders with papers, a couple of magazines, Ipad mini with Kindle and about 30 relevant books to read and ponder on, my passport, Tul mini notebook system (with Tul pencil attached), laptop charger (sometimes I put this in the carry on) and a travel pack of moist wipes. (bathrooms sometimes are not stocked?).

Compartment 3: Small Ipod shuffle. Eye drops.

Compartment 4: (there are over twenty pockets here). Verizon wireless 4g internet device that allows up to 5 users. Two pair of headphones, an extra day of medicine, keycard to remote office, business cards, usb charger cords with wall charger (dual usb plug), index cards, 1 pencil, 1 pen, dental floss. The side pockets contain water on side one and eight pens on side two. The pens are a mix of felt tip, permanent marker, pen, pencil, whatever I need for writing. (Tip: bring an empty reusable water bottle and fill it at the airport. Most restaurants will fill it for free.)

Why two pairs of headphones? Good question. The good ones are plane only and get charged in the room for the return home. The other are in ear, and very flat. I use them when there is a lot of hotel noise or street noise. I just plug in one of the many ipods I carry, and fall asleep to music at a low level. That's the reason for the really small ipod nano. I can throw it in bed with me and it doesn't take up any room or make a loud noise if it falls out of bed. Remember to count these as out of bag items, coming up later. The main part here is the in air headphones. I use the Bose QC10. They are in ear, and are noise cancelling. No crying babies, loud passengers, talkative stewards and captains. I don't like the large ones as they take up too much room in my bag, and honestly, over the ear headphones get your ears hot and sweaty. Also the QC20 Bose and Bluetooth headphones must be on power to work at all. The QC10 are wired and can work even if the noise cancelling portion is dead due to me forgetting to charge them or turn them off when I finish using them. (Tip: a small usb charger that costs less that ten bucks makes a great gift from someone so you can charge small items.)

The Trip

On Our Way

6.      What to do at the airport when you arrive

Packed, Check. Backpack loaded.  Check. Ticket printed, check. So when you get to the airport, you will go through security. No biggie, just pay attention and they will tell you what to do. Prepare that they line will be long. You will have to wait. Get there early. I have missed flights in Atlanta when I have arrived over an hour before the flight. Get inside security, then do a little work instead of hanging at the office a little too long. (Tip: And I cannot state this enough, get there early.)

7.      Inside Security

When through security, do two things. Hit the restroom. Might as well, then find your gate. Make sure your flight is shown somewhere. Gates change often. Note the boarding time and make sure it is on time. I use various apps from the airlines and another app called Tripcase to alert me when changes happen. Now go get that bottle of water filled, and grab a snack.  You can bring snacks in your Everki backpack as long as they are not liquid snacks. Hit up breakfast or lunch or dinner, whatever. Then head right back to the gate. I try not to sit down because I need the exercise. I also invested in a carabiner to put the backpack on top of my carry on so it doesn't fall off and I can roll it around vs carry it. Travel shops are small and turning in a back pack can wipe a shelf or hit a kid in the head. (Tip: Buying a large bag of snacks insures you will over eat.)

8.      Entering the plane

Eventually, you will be told to gate check your carry on. Make sure you know where you will get it back. Sometimes it is the gate, and other times, it is checked through to your destination. If you still have bag, try to place it over your head, but if that is full, you really want that bag between you and the door you entered from. Otherwise, you have to swim to the back of the plane to get your bag upon landing and that can take some time. (Tip: If you have a layover in Canada from the US with a final destination in Canada, you must pick up your bag when going through customs and recheck it. No matter what anyone says. That one cost me my luggage for a few days once.) 

9.      How to never leave stuff on airplanes

How to avoid leaving things on airplanes. Never use the back of seat pocket. First off, it is not cleaned very often. I have found miserable stuff in there. Secondly, I keep a mental count of things I take out of my bag. So right now on this flight, I have 4. Ipod mini, keyboard (with triangle fold cover, which is essential for typing and holding the ipad), one ipod, and headphones. The ipod is in my shirt pocket. Or I put it between my legs, honestly. So as you take things out, count them up, and decrease as you put them back into their proper place in the backpack. When you get to zero, you can exit the plane. (Tip: I always travel with a shirt that has a pocket. A ticket can go there, a cell phone, a passport, an ipod, whatever. It is as handy as, well, a pocket on a shirt.)

10.   Seating

I like windows. I don’t like having to get up and let other people out. I also have wide shoulders and get hit by the cart. It’s annoying. Some people like the room on the aisle, I get it, but I hate getting up and having to be moved at others will.

11.   Delays / Cancellations

Delays are inevitable and it doesn't matter whether it is the airline fault or weather. If you are going to miss a connection you are still going to move into disaster mode. Most airlines will automatically rebook you. Here is the procedure for you. Let’s say I have a connection in Chicago on my way to Calgary. If my flight leaves Louisville late, I want to know if I will make the connection. If it is due to weather in Chicago, I will most likely make my connection because every other flight is delayed also. If it is due to weather in Louisville, I quickly calculate how long I can delay before I have to make an alternate decision. In this case, I need to get to an agent and there are two ways. One, if the line is short, I can just get in line at the gate and work it out. Some airports have a customer support gate. That's cool too. Here is the real tip though. That gate agent is looking this up online. So, call the airline directly. You can do this as soon as you land and remain on hold while you are standing in line. If you get to the front before they answer, you can hang up. If they answer first, make sure they can help before stepping out of line. Also, you can check the app to see if you have been rebooked. Lastly, call your travel agent. They may be able to reroute you. (Tip: Travel agents get over run in inclement weather so look up alternatives yourself before you call anyone.)

If your flight is cancelled Do not, let me repeat, do not get in line for that free hotel room. Well, you can get in line, but if it is long, chances are that you will get a voucher but there will be no rooms available. Go to your travel app like Expedia or call your travel agent or use your travel agent app and book a room where you can get a shuttle. I would rather get a room that I pay for versus a free room that is nonexistent. Charlotte NC comes to mind for this. There aren't enough hotel rooms in Charlotte so get one asap or you will have to exit the terminal and sleep on the baggage claim floor while you are clutching your free room voucher. It's cold.... so I hear. I booked a room. You will more than likely not get your checked luggage back so here is where your essentials in your backpack come in handy. If you need meds, pack 1 day at least and keep it with you in a clear baggie.

Home Again

Post Operations

Returning home I unpack as soon as I arrive home. Any refills from the toiletries need to be completed then or left out with the quart bag to remind me to refill. Then the suitcase with the replenished toiletries and liquids go in the bag. The carry on goes in my closet with the toiletries ready for next time. The dirty clothes are placed where they need to go. It also helps to get the laundry done as soon as possible or have enough underwear to last for two weeks. Ya never know when you or someone else will get time to do the wash. Plus, as a new warrior, the day you don’t do the laundry will be day you get the call to head out that afternoon in an emergency.

When you get to the office, start charging all of the items you took on the trip. All of them. Even if you didn't turn them on. To prepare the expense report while traveling, I scan all of my items as I pay, but I keep the paper as well. On that paper, I write the names of the people I was with when I signed the bill. If not, you will forget who all showed up at dinner. There is always that one guy that you cannot remember the name for. Or if you are at the bar with customers, people come and go throughout the night and you will absolutely not remember everyone.

Welcome new road warrior and please keep the aisle clear. You will absolutely get run over by the food cart. 

About the author: Jim Storey travels nearly every week. He is that guy on the 6 am flight that is working away in the window seat. In every airport, he already knows where he is going to grab food, and absolutely knows which gate to go to. Recently, he didn't follow his own rule and not only did not get to upgrade his flight on Southwest, he missed it completely. He sleeps during takeoff, turbulence and rates pilots on their landings. He will talk your ear off until 5 minutes after take off and again about 5 minutes before landing. Otherwise he is working away. He always carries his backpack and has been known to use it as a blocker for rude passengers. He lives in Kentucky with his wife and four ‘perfect’ children. He would love to hear your kind feedback.