Category: Business Travel

Over the past few weeks I’ve been enjoying going to the ocean and playing at the beach. Every 2 years pink salmon spawn going from the ocean back to the same river they were born. (I know, nature is just so darn perfect isn’t it?) Very predictable, they KNOW their path.

I’m right in the midst of putting together a year long program that is very INTENSE, so if I had my way I would work all day and night, but my husband has been saving me! Almost every other night we have been going to fish, since the “humpy” season will end here soon. The salt air, the sea and time away from creation gives my brain a rest and I feel completely relaxed and refreshed by the time I leave.

During these little trips I’ve been pretty much fishing with the boys, I’ve never seen so many boys (grown men) so focused on one thing before. It really is quite cute!

Of course the “girly-girl” comes out in me where I get bored from fishing and start looking for sea glass, cool rocks and the ultimate, perfect sea-shell. I enjoy making jewelry out of these little treasures during the winter time, and this winter will be perfect for that since Seattle lives up to the rainy-days it’s known for. I love all of the treasures that the sea has to offer. Even drift wood! I decorate with it too! Last weekend I made little drift wood sail boats, they are adorable!

NEEDLESS TO SAY, that I can’t wait for our vacation that we’ve decided to spend travelling up and down the coast of Washington, Oregon and California.

I know you are thinking to yourself, okay this is all wonderful and all, it’s lovely catching up on Deb’s downtime, but what does this have to do with my business? Everything!

Tide tables are very predictable and determined by the moon. This ebb and flow of the sea can be determined to the MINUTE. Think about that for a moment, it’s pretty miraculous.

My questions for you are these:

Wouldn’t it be much better for YOU to determine the ebb and flow within your business versus being surprised and reactive when things are crazy busy, or your cash flow is slow?

And, what if you looked at the slower times, or down times, in your business as a gift, versus a negative?

What if taking “a break” could increase your creativity and cash flow?

When I’m at the beach and its high tide, the water comes all the way up to logs. I can barely even see the beach, so it’s not so good for discovering seashells but, when the tide goes out I discover all of these pretty little treasures that I couldn’t see before.

So why don’t we do the same thing in your business?

Plan and leverage your personal ebb and flow – up and downs within your business. Be predictable, know your path. Be proactive instead of reactive. KNOW your own “tide table” within your business.

All of my customers and I plan for the upcoming year’s calendar in November the year prior. There are just natural times of the year that you really want to amp up your business promote and market launches, and other times you just know that are going to be pretty slow.

January and August are pretty slow for us in the coaching biz. BUT, instead of taking off during that time I usually am busting my buns to create new products and services. As soon as everyone else comes back from vacation and are busy getting their kids in school, is when we actually go on vacation.

The reason I do this, is because ONE I know there won’t be as many people wherever we go on vacation and TWO when I come back from vacation I know that most of my stuff will be complete and I will be able to use my new found energy from my time off to connect with my clients on a whole new level.

When I go on vacation, I don’t worry about a thing. NOTHING! I don’t check my emails and barely use my phone. I am totally immersed into our vacation, spending time with my hubby enjoying the sites and adventures we are on.

During this time something magical happens, it’s like when the tide goes out and I discover all those pretty little sea treasures at the beach, the same thing happens in my business. All of a sudden, my creative juices start flowing and my energy is re-ignited. Some of my best ideas come from when I am on vacation. My ideas ARE my sea treasures!

I teach my clients how to take off 145 days a year. You can start leading towards this by working Mon-Thurs and taking 2, 10 day vacations, plus a few long weekends off a year.

Downtime is needed in your business, just as much as busy and abundant times.

So here are a couple tips for you.

Decide which times are slow in your business. Use this time to create, get ahead, re-organize or to take some time off and just relax.

Plan your days off ahead of time: YES, even if you don’t know what you are going to do during that time, mark your calendar for time off in advance. (WAY in advance – YES, November in 2013 is a good time to plan your entire calendar year for 2014!)

During these downtimes, plan to repurpose or re-launch items you already have done and totally automate it so you can bring in money while you are resting.

Be predictable! Know your path by having your business system set for the year.

Create your own time table for your business and for YOU!

I used to work so much that I would go to bed at 10pm sleep for 2 hours and then get up in the middle of the night and work all night long, go back to sleep for an hour and then get up at 6am and start my work day. I can’t even think of working that way anymore. I like my 8 hours of sleep!

Working your business this way is NOT healthy. Not spending time to take care of you or your family because of your business is not healthy either. When you take time off you show up more fully, more energized to give your clients what they need. Holding the empowered space for your customers to step into takes a lot of energy.

If you are not making the money that you desire, but you are crazy busy all the time it means to me some pure focus, systems and a TEAM need to be implemented.

This is a tough concept to swallow when you are just at that breaking point of making a profit, or just starting, but there are ways to implement all of these in some small way today. You don’t have to wait until you make gobs of money in order to start thinking and acting like a millionaire. Systems and planning, equal freedom… financial freedom, not to mention a piece of mind.

REMEMBER, YOU need a break, your clients need breaks and even your TEAM needs a break.

I challenge you to take a break and recharge, update outdated systems in your business, or even go into a creation, hibernation mode for a couple of weeks.

Learn to find the treasures within your business when your “business tide” ebbs.

I can’t wait to hear what you implement in your schedule to take a break and how you plan in advance for slow times. We’d love to hear about all the ways you automate income while you are on vacation, too!

If you are traveling for business, you will probably be traveling with and dependent upon at least a smartphone and a laptop to get all of your work done and stay connected with your colleagues and family. That means these devices will need to operate at peak performance while minimizing the risk of a failure that could leave you in the lurch or forced to use an expensive business center at your hotel or serviced apartment.

With that in mind, here are six must do tech tips to do before you leave on your next business trip to ensure you stay productive and connected:

1. Download Any Computer or Software Updates. Before you leave on a business trip, be sure to download and run any and all operating system and software updates (e.g. Windows, Internet browser, Adobe etc.) as such updates can not only take time to download (a real pain if you are in a location with slow Internet), they might even crash your computer after they install. If you use Windows, you can update your operating system by going to the Tools menu and selecting Microsoft Update while Apple Mac users should be able to click on the apple in the top left hand corner of the computer screen and select Software Update.

2. Update and Run the Virus Scan. Make sure the virus definitions for your antivirus software are all up-to-date and do comprehensive virus scans before you leave just in case your antivirus discovers something big that cannot be quarantined while you are away.

3. Reschedule Scans and Download Updates. Both Windows and antivirus software scans and updates that need to be downloaded can not only take awhile to download, they can slow down your laptop’s performance or your ability to use the Internet considerably while they download. That means it might be a good idea to reschedule any weekly scans or updates to take place after you return home from your business trip.

4. Run Disk Cleanup. Windows is rather notorious for cluttering up a hard drive with junk or orphaned files that can slow your computer’s performance or even cause it to crash. Running the Disk Cleanup wizard and using its advanced settings to delete shadow copies of Windows backups before you leave on your business trip will likely improve your laptop’s performance while you travel.

5. Clean-out Your Email and SMS Inbox. If you get tons of email or SMS and/or are carrying around multiple devices to access various types of messages, be aware that the storage space on those devices can quickly fill up if messages aren’t being kept on your corporate server. Be especially careful about email downloaded to or sent from your laptop’s Windows Mail or Microsoft Outlook programs as these programs are notorious space hogs on your hard drive – which can cause it to fill up and then fail at the worst possible moment when you are on a business trip.

6. Drop Copies of Important Files into the Cloud and Get Synced. Cloud storage services like Dropbox should mean that you will never need to make a frantic call to your secretary asking for a large and important file to be emailed over in a hurry. So before you leave on a business trip, make sure you are carrying the latest and most up-to-date copies of any files you might need by simply dropping them into a cloud storage service. Likewise, make sure that all of the devices you use are synced so that you aren’t also calling your secretary for an important phone number, email message or address.

Over the years, I’ve read a lot of business travel articles. Most of the advice I tried at one time or another. What worked, I kept. What flopped, I didn’t try again.

So based on my hard-learned experience, I’ve compiled some great business travel tips in this section that I hope will make being on the road for work a little less of a pain, and if not fun… at least a little more enjoyable.

In fact, I wish I’d had these business travel articles / tips when I first started travelling for business a million years ago. Because at first, it was kind of fun. Hotels with clean sheets on a bed everyday that I didn’t have to make up. Meals delivered to my door that I didn’t have to cook.

But after a few of them, it just didn’t seem so much fun anymore. Getting from here to there just became too much of a hassle. That’s why I hope this will be different from many of the other business travel articles in that it gives you practical advice that will be real help to you. Some can help save you money. Others will help save you time. Still others will save you stress (these are my favorites!).

1. Don’t check your bags at the airport.

Seriously. Just don’t do it. What’s going to happen if you show up at your destination, but your bags don’t? How are you going to make that all-important presentation in your jeans and t-shirt? Pack lightly and use the kind of luggage that has wheels.

And while we’re on the subject of bags, consider keeping one packed and ready to go at a moment’s notice. I read about this tip years ago in one of those business travel articles. I started keeping small bag with cosmetics, toiletries, and a change of clothing in my car so that whether I have to jump in the car and go somewhere, or head to the airport, I’m ready at a moment’s notice.

If you need an extra bag (or a new set of luggage), I’d like to recommend you try eBags.com. They have high-quality bags at great prices. Click the link below to check them out.

2. Stay healthy.

When you’re traveling, it’s easy to get run down, tired, and sick. So it’s important that you continue to eat right and exercise to keep your health quotient up and your stress level down.

Stay in hotels that have a pool and/or gym. If that’s not possible, consider going for a run or a walk in the morning or at night (instead of renting the in-room movie!)

Additionally, be cognizant of what you’re putting in your mouth. Business travel is no excuse to indulge or get off your regular routine. Don’t overeat and avoid foods that you wouldn’t normally eat. (Trust me, late-night room service desserts can be killer!) Consider carrying your own healthy, portable snacks for those times when the late-night munchies hit you.

One more thing… wash your hands often. In a strange town, surrounded by strangers and strange germs. – it’s no wonder so many people wind up getting sick when they travel. You might also consider carrying alcohol wipes or hand sanitizer in your briefcase or purse.

And while you’re at it, be sure carry a small bag with over-the-counter medications with you so you don’t have to run out to get some if you should fall ill while you’re traveling. Include pain reliever/fever reducer, antacid, vitamins, and any other OTC drugs you use often like sinus tabs, etc.

3. Bypass big airports and hubs.

I have traveled through some of the largest airports in the world, and there is absolutely nothing cool or glamorous about it. Oh sure, they have lots of flight choices, and cool restaurants and stores – but if you’ve seen Chili’s, you’ve seen them all. Big airports have lots of congestion… people and planes. Check-in and security lines are a nightmare.

Instead, book the smaller or regional airports whenever you can. For instance, fly into or out of Newark instead of JFK. You may (or may not) have to drive a little further, but you will save so much time and brain damage.

4. Take advantage of frequent flier and loyalty programs.

Why wait in line if you don’t have to? If you can, try to use the same airline all the time and sign up for their frequent flier program. (Like American’s “Aadvantage” program or Delta’s “SykMiles.”) Each program has its own benefits, but some include getting to board sooner, notification of specials, air miles which can be traded for a ticket or upgrade.

In addition to American’s “Aadvantage” program, I also have a membership to their Admiral’s Club. If you’re not familiar with this, it’s a place inside major airports where members can go between flights to make use of their facilities. Some of them are pretty posh. Most have restrooms, restaurants/bars, comfy chairs, free beverages and snacks, internet and computers, soothing environment. These types of clubs are really geared to the business traveler. Believe me, the quiet alone (compared to the chaos outside) is worth the $400 yearly membership fee to me. I almost don’t mind layovers! If you must fly major airports, seriously consider checking into your carrier’s internal club. Before you pay the membership fee, though, check with your credit card company. Some (mostly platinum cards) offer complimentary entrance into these areas.

Rental car companies have their own “frequent flier” program, called “loyalty” programs. Members usually have their own area to check in and drop off, saving you lots of time waiting in line.

5. Have iPhone, will travel.

I discovered this a few months ago when my family and I were traveling in Los Angeles. Desperate for directions, I grabbed my iPhone to check Mapquest on the internet, and discovered I actually had a map icon on my screen. Cool! Didn’t know that was there! All I had to do was type in my location and destination and it gave me step-by-step visual and written directions! A cool little portable GPS/phone/web browser! And I thought it was just for calling and playing my videos! With this, I thought, I can go anywhere and actually get there!

Since then, I’ve learned that other types of phones have this feature as well, so be sure and check your owners manual and operating instructions to make sure you don’t discover yours by mistake, too. If it doesn’t carry this feature, consider buying a phone that does when it’s time to replace your old one.

6. Try to fly direct.

This seems like a no-brainer, but in our efforts to save money, we often end up with one, sometime two or three layovers in a roundtrip. Direct flights may cost more, but think about what you’ll save in time and frustration! Let your travel agent know that you would prefer direct flights over layovers whenever possible.

But if you’re someone who books his/her own flights, and you’re interested in saving money, one of the best booking sites I’ve found is Cheapoair.com. Check them out by clicking on the banner below:

7. Just don’t go.

This is the biggest money-saving tip from any of the business travel articles you’ve ever read! When you can, opt for having a conference call or video conference instead of hopping a plane. While it may not be appropriate for all business situations, use it whenever a face-to-face isn’t a necessity.

8. Give your business to business-friendly hotels.

Make sure the hotel you book caters to business travelers. Late check-in policies, free in-room internet, soundproof rooms, conference rooms, complimentary newspaper, gym… these are all amenities that can make your travel a lot more comfortable.

In today’s working world, not every member of your business can make it back to the boardroom for meetings. Many businesses have employees who travel constantly or work primarily from home. To keep everyone on the same page, it’s important to use methods that allow the entire team to communicate with each other at the same time. Web-based meeting solutions can offer you and your company the perfect communication solution through the option of online business meetings. Online meetings pave the way for employees or clients worldwide to attend your meeting, receive pertinent information and have the opportunity to participate. Conduct your next online business meeting easily, increase attendance and engage your team without spending a fortune by incorporating some of these components:

Plan & Promote. A well-planned meeting is engaging from the start and delivers vital information to your team easily and inexpensively. Effective web-based meeting solutions provide you with tools to help you plan and promote your online meeting for maximum effectiveness and attendance.

Provide Easy Access & Interaction. The more options your team members and clients have for accessing your meeting, the greater the attendance will be. With the appropriate meeting solution, clients and employees can connect with you and attend your meeting from their computer, smart phone or mobile device.

Be Concise & Reach Everyone. There’s nothing worse than a boring meeting that drags on forever and ever. Take advantage of the tools available in your web-based meeting software to help you present information in a clear, concise way that reaches attendees who are visual, audio and interactive learners by nature. These tools help everyone get the most out of the meeting and they increase the information retention rate.

Follow-Up. Use your web-based meeting solution software to follow up with meeting attendees in the conference room. This space can help you respond to questions, post the next meeting schedule and agenda, and provide with a space for sharing sales or business results following your last meeting. Follow-through is an important part of meeting with your team or clients because it helps to keep your agenda fresh in everyone’s mind.

Online meetings must be interesting, interactive and engaging to keep your conference members involved in the meeting and excited about the information you’re conveying. By using web-based meeting solutions for your online business meetings, you can create a company atmosphere that leaves everyone feeling that they’re a valued, contributing member, while conveying the information that will help move your business closer to its goals. This win-win situation is an effective business-builder that you’ll want to use on a regular basis.

Commercial travel has come a long way. One upon a time it meant getting into a stagecoach and making a long and arduous trek across the country. Trains soon took over and today they are faster than ever before. Thanks to the Wright Brothers way back when, air travel ‘took flight’ and we have never looked back.

At any given time there are thousands of people on thousands of airplanes going to destinations all over the globe. Airports are plentiful, screening and security are in place and baggage claims are buzzing each and every day as people make their way to and from places for work and pleasure alike. Flying to your destination on a commercial airline is great; you get where you are going fast and can work en route. What is even better for the work traveller? Chartering a business jet of your very own.

Some companies already have their own jets and the executive can come and go as they please. For others, charter is the way to go and once they have chartered, they may never go back to commercial.

One great thing about chartering a business jet is the fact you can make your own schedule. You don’t have to arrive at the airport for an international flight hours before takeoff, you simply have more time to prepare for your flight and your trip. Security doesn’t take as long when there aren’t thousands of people to process and there can never be the worry of lost baggage. Take it on board yourself, and stow it accordingly.

But perhaps the best perk of going private is the fact you can choose a jet specifically for your needs. The latest gadgets, information and entertainment systems are on board and many allow you to design the cabin in any way that you wish. If you want to work en route, you can switch the seating to a more work friendly look. Just want to relax? You can do that too, in oversized comfortable chairs that offer more head, shoulder and leg room than you’d ever enjoy on a commercial flight.

Large, small, prop or not, business jets are a great way to get to your next important out of town meeting. You arrive well rested, without having wasted a lot of time at an airport and have had your schedule adhered to your way. What more could you ask from your transportation?

Gas prices are rising. According to the Los Angeles Times, gas prices were the highest in the nation yesterday at $3.85 per gallon. Airlines are raising their rates and President Obama is considering tapping into the national oil reserves. With unrest in the Middle East continuing, it is uncertain when gas prices will return to “normal”.

How will this impact meetings and what can a planner do? In general, this will mean that less people will attend meetings because they will be unable to justify the cost. Here are some tips that planners can use to help their attendees take the sting out travel.

1. Encourage Your Attendees to book their flights NOW. Even if your conference is in the 3rd or 4th quarter of this year, it will be in your attendees best interest to lock in their rate now. Going to TripAdvisor or Kayak can compare airlines, dates of travel, and the attendee can receive an alert if fares go down. As the event planner, it might be in the best interest of you and your staff to start sending alerts out to the attendees when you see low fares.
2. Consider alternate methods of transportation. We Americans only usually travel by air or by car. But there are other ways to get from Point A to Point B, that may be just as economical, but may take just a little more time. I recently found a bus service called Megabus, which has limited service around the US. Consider Amtrak as well.
3. Make sure the ROI is sound. When justifying the event or conference to upper management, travel will be a piece of the puzzle. Put a ROI calculator on your website. Email attendees about the calculator. Get the conference services staff involved. One meeting planner recently shared with me that the conference costs were not the inhibitor, it was the travel costs that management wasn’t approving.
4. Get creative with Sponsorships and sell more of them. If you think there is any way to lower the registration cost of the conference to the attendee, do it. Consider selling sponsorship space in unique spaces such as computer kiosks and other conference equipment rental units.
5. Consider regional meetings. If you think one big annual meeting will not draw the attendees due to rising airline fares, consider breaking the meeting up into 4 or 5 regional meetings. I know this isn’t the optimal solution for association meetings, but it does allow the education and networking to go on.
6. Provide carpooling options. Be proactive on your website, in your emails, on your social media outlets, that you will help attendees find carpools. Try creative outreach methods, such as “Is the only thing keeping you from our meeting, the price of gas?” Have interns within your organization call potential attendees and ask if they need a ride.
7. Consider Hybrid Meetings. Part-live and part-virtual, hybrid meetings allow the attendee to sit at home or in the office and see and/or participate in the event. Many event planners are already planning hybrid meetings for 2011, but the demand may increase if gas prices continue to rise.