Planning for an out-of-town business meeting can become extremely hectic. Arranging airport transfers, confirming catering, and making dinner reservations are just the tip of a very complicated iceberg, and that doesn’t include the time you’ll need to actually prepare for the meeting and your presentation. However, this doesn’t have to be the case if you utilize these tips to help alleviate your stress and gain some of that important time back.
Packing light and packing smart are two important things to keep in mind when going away. You want to be able to give yourself options on the day of the meeting, but you don’t need two large suitcases for a three day trip. I compiled a few simple tips to make packing easy:
- Leave your “problem” items at home. Even if they look great, that shirt that’s prone to wrinkling and those shoes that are a bit too tight are not things you want to worry about when you don’t have many alternatives to change in to.
- Keep all your bottoms the same color. Sticking to one basic shade (black, blue, etc.) eliminates the need to bring multiple shoes and belts in different colors.
- Bring that go-to black blazer. Throwing this over any outfit can dress it up and allow you to go straight from the airport to a work dinner, even if you wore jeans and a t-shirt on the plane.
Hacks For Staying Organized
Now that your packing has been optimized, having all your travel info well organized is the next essential step. One gem I’ve learned from planning past business trips is to create a ‘Travel Guide Folder.’ Rather than having to search through your emails for reservation confirmations or flight numbers, this is your go-to master guide for all the info you need in one place.
If you want to go a step further, it can really help to create a travel summary / itinerary that lists all reservations, meetings, etc. with addresses, phone numbers, and confirmation numbers included. Having this reference sheet at your fingertips allows you to focus more on the purpose of the trip and less on remembering which company you booked your airport transfer under.
Here is a sample travel summary for inspiration:
Pro Hack: Reserve An Office
Finally, having a place to decompress before a meeting and gather your thoughts is essential to being successful. This can be as simple as reviewing your notes at the desk inside your hotel room or grabbing a space for a few hours at a business center down the block from where your meeting is being held.
At Work Better, we have a variety of centrally located shared office spaces in New York City and one in Chicago’s Willis Tower. Working for a few hours out of one of our shared spaces near where you’re meeting can help alleviate the stress of worrying about rushing across town before your 2pm presentation. For example, our Wall Street location is located just steps away from the New York Stock Exchange, making it within walking distance of any building you would need to get to in NYC’s Financial District.