A Road Warrior's Guide to Travel

Your plane hasn’t even left the gate, and you already feel defeated by another harried day of travel. Airports, delays, and forced downtime become the bane of the road warrior’s existence, because they usually mean you’re getting even farther behind on your constantly expanding to-do list. When you travel smart, though, you can continue to make huge strides with whatever you want to accomplish — even when you’re stuck at an airport gate.

When was the last time you really evaluated the contents of your suitcase? You probably prepare for a trip on autopilot, and include items that you never use or wear. Before the next trip, eliminate anything that isn’t necessary. I know it sounds obvious, but I promise you’ll be surprised. 

All road warriors have experienced the 

sinking feeling that hits when you realize you forgot your phone charger or your hairbrush. It’s worth investing in a duplicate set of power chargers and toiletries. Always keep these in your travel bag. 

Create a checklist of all the “power” items that you routinely travel with and get into the habit of reviewing that list the night before a trip to make sure each device is fully charged. It is also a good idea to do the same thing in your hotel room the night before traveling back home, too. 

Don’t underestimate the value of easy access to confirmation numbers for your hotel, rental car, and flight, as well as phone numbers for each of those companies. Sooner or later, your plans will change, and having all of the pertinent information at your fingertips can change the game. Plus, it’s nice to be able to check your flight status without having to dig through your briefcase to find your printouts.

On short trips I always have a Balance Bar or a bag of nuts from Trader Joe’s. For flights longer than five hours, I build time into my schedule to grab a sandwich, a salad, and a bottle of water at the airport. I also recommend figuring out where you’re going to eat at your destination before you begin your journey, if possible. The day before you travel, call the concierge at the hotel where you’ll be staying and ask for lunch and dinner recommendations nearby. 

If you’ve ever watched The Amazing Race, you know that contestants always jockey for seats at the front of the plane so they can be the first ones off when it lands. While you might not need to be that strategic, keep in mind that an aisle seat has its advantages — it allows you to easily get items out of the overhead bin and move around the cabin. 

Having preferred customer status can be a big help if you go on more than a handful of business trips a year. If something goes wrong, preferred status often means you can resolve a situation more quickly. And if you’re a preferred customer with an airline, you get to board the plane early, which pays off every time because it ensures that you  have access to overhead space for your carry-on. 

If you can afford the annual fee, invest in a club membership with an airline you frequently fly. You’ll gain access to that airline’s club space, so when you’re waiting on your next flight you’ll have a calmer, more comfortable place to be your most productive self. 

You never know when a problem with your bank or credit card company will cause a card to be denied. Always travel with cash so that you won’t be left stranded. 

Getting lost can be a huge waste of time and make you feel anxious, frustrated, or downright panicked. Prior to leaving for your trip, plan your routes and how you’ll travel. 

If you can, avoid planning your meetings, arrivals, and departures during the busiest travel times of the day. For example, in New York City, taxi drivers change shifts between 4 p.m. and 5 p.m., so getting a cab can be difficult. The same goes for traveling during rush hour in any big city. 

Many of us have the latest gadgets, but no idea how to use them productively. For example, apps exist to help you find great places to eat or visit and help you check in for your flight while waiting in line for a cab. 

Your cell phone’s camera, of all things, provides several timesaving options that you’ve probably never considered before. Use it to: snap a shot of items you want to buy, restaurants you want to visit, billboards of shows you want to see, etc; take a picture of your parking lot space number and parking structure floor; take a picture of your rental car and license plate (it seems like they’re all silver or beige!); take a picture of your hotel room number (after a while, especially if you’re in a different hotel every night, they all start to look the same).

These three words should become your travel mantra. Whether you’re on a 20-minute cab ride or waiting to board a flight, you can reply to an email, make a phone call, amend a meeting agenda, catch up on reading, make changes to an ongoing project, and confirm appointments. The trick is that you have to “always be ready” with what you need to attack those tasks. 

I travel with a medium-sized Moleskine journal, and it’s always out while I’m flying, just in case I need to write something down. I also like to write at least one thank-you card every travel day. Between the time the gate agent closes the aircraft door — meaning that I have to power down my electronics — and the time the plane reaches over 10,000 feet — when I can power back up — I can generally write two to four cards. 

Don’t keep your travel schedule to yourself. Share with clients and contacts the basics of where you’re going and when. You may find out that a prospective customer will be in the same city, or that a layover destination matches a client’s home base. 

The airport isn’t just a travel hub — it can also be a valuable meeting space. Often, you can rent conference rooms through an airline club even if you’re not a priority member. 

You can’t focus on work all the time, and taking an occasional break will keep you more productive when you are working. When I’m taking a break, I like to catch up on inspiration. I download TED talks or other podcasts. Or keep a folder of articles you want to read and peruse those. The important thing is to use what time you can expanding your knowledge, motivation, and inspiration. You can even pass on things you believe might interest a client or colleague — it’s a great way to connect.