Expert tips for mastering better business travel

Business travel is a crucial component of modern corporate life, but it’s not without its challenges. From navigating unfamiliar territories to ensuring seamless meetings and presentations, the art of successful business travel requires preparation.

In this blog, we’ve gathered key insights from CTM’s seasoned business travellers who have honed their travel routines over the years. Whether you’re a frequent flyer or a novice on the road, this blog is your passport to more productive, stress-free, and rewarding business travel experiences.

What are some of the pre-travel routines or practices you follow to prepare for your business travel?

Chris Rose – General Manager, Queensland, AU/NZ

“While it’s a given that I set my out-of-office replies while I’m travelling, I also find it useful to activate an email notification a few days before travel to inform internal and external stakeholders that I’ll be away. By proactively informing people about my upcoming travel, I can help them forward plan their enquiries and requests, which reduces the pressure and impact on both my team and myself while I’m on the road. Opting for carry-on luggage has become a non-negotiable part of my travel routine, a strategic choice that saves valuable time both at the airport upon departure and arrival at my destination.”

How do you prioritise and manage your wellbeing while travelling for business?

Jamie Pherous – Founder and Managing Director

“It has become a learned discipline to make sure I always exercise before a flight and then ensure I am drinking lots of water on board to keep me hydrated and feeling refreshed. For international travel, I make a conscious effort to sleep based on the arrival time zone whenever possible (easier said than done, I know) and take a long walk when I arrive at the other end to get into the time zone and get the body moving.”

Tamie Reier – Executive Director, CTM Meetings & Events, North America

“As a woman, safety is my priority when travelling alone for business. When checking in to a hotel, I request a room that doesn’t have an adjoining room for safety reasons. I also have safety features turned on in my Uber app, so my husband gets a notification of who my driver is and license plate number. He knows when I get in and out of the Uber just in case of an emergency.”

John Balloch – Chief Partnership Officer Global Air & GDS

“I always try to make time for a run. When I travel over to London, I enjoy the run along the Thames from the Millenium Bridge to the Tower Bridge loop. It’s a short 5km circuit past medieval ruins, historic old pubs, and cobbled paths, with the amazing backdrop of Big Ben, St Paul’s Cathedral and The Gherkin.”

How do you remain calm when unexpected changes occur?

Kate Suddards – CTM Sport, Business Development Director, EMEA

“I seek out a comfortable spot with Wi-Fi to stay updated with work and listen to airline announcements. If I foresee missing any scheduled meetings, I quickly inform my colleagues or customers of my status and make efforts to reschedule these meetings, ensuring that the core objectives of my business travels remain intact. Being a seasoned traveller, I always keep my phone and laptop chargers, along with spare battery packs, in my backpack, providing me with the flexibility to remain productive even when confronted with unexpected challenges on the road.”

Amy Edmonds – Director of Business Development, UK

“It’s easy to get stressed when travelling, so try to remain calm and always be nice to whoever you encounter along the way. I always remind myself that things outside of a representative’s control usually cause travel disruption, so “don’t shoot the messenger” and always be respectful. You might just need their help.”

How do you manage your time effectively while on the road?

Shannon Saines – Head of Client Value Management, Brisbane, AU/NZ

“Having airport lounge access is essential for me to stay on top of my workload before a flight. I always pack carry-on to minimise wait times at the airport and get straight to my client appointments. On the plane, I use the time to clear out my inbox—without Wi-Fi, it’s the perfect chance to focus without new emails popping up. I also rely on tips from my colleagues for choosing a hotel close to my meetings and finding healthy, time-saving meal options. Airline apps, along with the CTM Mobile app, keep me updated on gate or time changes, helping me stay efficient on the go.”

Eleanor Noonan – Global Chief Operating Officer

“While I’m away, my team plays a crucial role; we maintain daily contact to discuss and resolve issues efficiently. It comes down to preparation, communication and great teamwork!”

How do you incorporate sustainable practices into your business travel routine?

Lauren Hook – Head of Sustainability

“I choose accommodations that allow me to walk or use public transport to minimise my carbon footprint and opt for self-catered meals to reduce food waste. I pack light, including comfortable shoes, to encourage active travel like walking or cycling, and always bring a refillable water bottle to stay hydrated without relying on single-use plastics. I embrace local culture by eating seasonal, locally sourced cuisine and avoiding takeaways with excessive packaging. Lastly, I like to spend my money where it helps support the local community.”

What general advice and tips do you have for frequent business travellers? 

Wayne Koh – General Manager, Sales & Client Value Management, Asia

“I highly recommend considering the APEC Business Travel Card (ABTC), particularly if you are an eligible, frequent international traveller. Many airports offer dedicated ABTC lanes, ensuring efficient customs clearance. Also, the ABTC grants you the convenience of multiple, short-term entries to pre-cleared APEC economies, eliminating the need for separate visa applications when visiting participating member countries.”

Cherie Drummond – Chief Product Officer, AU/NZ

“Pack essential toiletries and at least a spare t-shirt in your carry-on, just in case your bags go missing! Downloading any helpful apps that allow for easier transition through immigration is always a must, e.g. MPC (Mobile Passport Control) for the United States and other countries where it is being introduced.”

Jean Towers – Senior Strategic Client Manager, UK

“If you are travelling internationally and especially somewhere you have not been before, it is so important to have cultural awareness and to understand what constitutes respectful behaviour in both business and leisure settings. What you consider being common practice might be deemed offensive, rude, or inappropriate.”

Dennis Moll – Executive Director, Global Account Management, North America

“A very helpful tip for all U.S. Citizens travelling internationally is to ensure you register with the Smart Traveller Enrollment Program (STEP). It is a free service and ensures the U.S. Embassy or Consulate is aware of your presence and can reach out to you in the event of an emergency.”

*CTM traveller survey: business travel tips and insights – August 2024