Organizing your office on the road for stress-free business traveling is such an important part of maintaining your equanimity. Particularly when you’re on an extended business trip and for helping you feel you’re not so far away from what’s familiar to you – your home and your family.
Hi Hadley Court readers, this is Jessica, Leslie Hendrix Wood’s guest contributor and, today I would like to talk about the traveling office – how to organize an office, on the road, away from your home office or regular workplace, for stress-free business travel.
Although business travel can indeed be pleasurable, there is a difference between business travel and vacation.
It goes way beyond the turquoise pools and fruity drinks accessorized by colorful umbrellas.
Packing for a business trip has less to do with flip flops and sarongs. Business trips have more to do with laptops, cell phones and setting up a place to work at the end or the beginning of the day.
On another post, I talked about organized travel here. However, today, I’ll help you set up and organize your *office on the road* for stress-free, gracious business travel. For that, organization is imperative.
Organizing your Office on the Road: Carry On Luggage
One of the best companies to help women in organizing your office on the road and business travel, in general, is TUMI. We’re partial to TUMI carry on luggage, exclusively available on their website only.
Whether traveling by car, plane or train, there are a few essentials you will need with you at all times.
Are you traveling by plane?
Whether nationally or abroad, be conscientious of weight and space to give yourself more flexibility and comfort.
TIP: For business travel on a plane, I always like to have a smaller device with me. In addition, I make sure the device is fully charged and with an extra battery. After that, I make sure to check if the flight has WiFi onboard. I get my credit card number ready to easily access the WiFi and not disturb the passengers around me.
Most hotels now cater to business travelers and offer desks, comfortable chairs, outlets for laptops as well as for smartphones and like devices, as well as free wifi.
TIP: Try Safari or Firefox if your having trouble accessing the internet with Google Chrome.
We love this illustrated diagram below, “Lug it or leave it?”
A Good Travel Bag
Do you take your laptop, tablet, iPhone or any files with you when traveling?
If yes, make sure you have a sturdy, a well-structured bag. A good bag will have separate compartments for all your needs.
It should also have an adjustable strap that is wide enough so as not to cut into your shoulder. Do test out bags before you buy them to be sure that you will be comfortable.
Even if you won’t be walking around much once you’ve reached your destination, Murphy’s Law usually has it that your gate is often the one furthest away. This means you may have a hike before you get to your gate .
TIP: Be sure to look around for a battery-powered cart, if you’re tired or in a rush. Definitely look for these battery-powered carts if you have a bad back, leg, arm or shoulder. These carts will take you to those far away gates, no matter your age, for a 1.00 tip.
Organizing your Office on the Road Checklist
- Laptop, battery, charger, and cords.
- A cord and gadget organizer is essential. The one we love is the GRID-IT, available in 3 sizes, at Dallas HQ’d, The Container Store.
TIP: If you use an Apple to give a presentation, make sure you check ahead of time with the AV team that the video adapter you have matches the type they need for their video equipment. Usually, the Apple video adapter you will need will match the shape of the HDMI Out you see in the picture below, but not always. Make sure to check. Apple makes all types so don’t worry about being able to find what you need, but you’ll want to buy it ahead of time.
- Tablet (such as iPad, Kindle or Imini), charger, battery and cords.
- Cell phone, cords, wall charger and a portable charger for it such as Mophie
- Your camera, charger, flash,cords and, if needed, extra batteries.
- Assorted notebooks. We love pretty notebooks from Kate Spade
- Paper calendar and a journal.
- Pretty pens, pencils and folders.
- Mobile Hot Spot
TIP: A Mobile Hotspot or MiFi device can be obtained through Verizon or another carrier. Mobile Hotspots can hold up to 10 wireless signals at a time. In addition, they ensure you and your team are never without WiFi at an important presentation event.
Make sure you have BOTH electronic as well as hard copies of all your travel itineraries, schedules, meetings, etc.
You’ll also need an electrical converter when organizing your office on the road. It’s a good idea to double-check with your hotel as to whether they have US adapters. Many now do and, if you forget yours, many have them at the front desk, to borrow.
However, it wouldn’t hurt to travel with your own converter. For instance, the location where you may be conducting your business does not have these converters. Or other guests may have used all the ones available on loan. Think of it as an umbrella. If you don’t have it with you, you’ll wish you had!
A rented SIM card for your cell phone unless your cell provider has reciprocal agreements with a carrier overseas. Call beforehand to see what services are provided and what the anticipated fees are.
Organizing your Office: The Added Touches
Small picture frames of your children will also help you feel more at home when on a business trip. Remember photos of your loved ones when organizing your office on the road. We love these 2″ round frames by Jay Strongwater, available at Neiman Marcus.
And we love Diptyque’s line of fragrances and moisturizers for travel. Personalizing your traveling office with your favorite fragrance is a wonderful way to make your *office on the road*. Above all, help to feel like your *home away from home*.
Now that you’re organized, all that’s left for you to do is to enjoy yourself while working from your traveling office while wearing your plush hotel bathrobe and sipping on a warm cup of tea or wine from room service. We like this view, do you?
Thank you ~
Jessica Gordon Ryan
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