31 Clever Business Travel Tips from Industry Professionals

by Ellie Smith / November 22, 2024
Estimated reading time: 15minutes

We’ve collected some of the smartest business travel tips from those in the know to help you be fully prepared.

In today’s fast-paced world, traveling for business is more essential than ever.

Despite the advancements in business travel over the past few decades, many professionals still find it stressful. In fact, according to Blacklane’s research, 56% of business travelers report stress due to poorly planned trips, with C-level executives being the most affected—62% of them find the journey particularly taxing.

One of the main reasons for this stress is the diminishing quality of services despite rising travel costs. Business travelers are paying more but receiving less, from reduced in-flight amenities to extra fees for basic services.

Streamlining your journey can make all the difference, which is why, at Blacklane, we know a thing or two about business travel—having chauffeured professionals around the globe for years. We’ve gathered valuable insights to help you travel smarter. Read on to discover practical business travel tips that will keep you efficient, comfortable, and ready for success—no matter where your next trip takes you.

Table of Contents

Leverage Concierge and VIP Travel Services

Maximize your efficiency and comfort by utilizing concierge services that cater specifically to elite travelers:

1- Personalized Travel Agents

For high-profile executives, having a dedicated travel agent or concierge service is invaluable. They can manage all aspects of the trip—from securing last-minute bookings to arranging upgrades or exclusive experiences. 

2- On-Demand Assistance

Some credit card companies, like American Express or Visa Infinite, offer exclusive 24/7 concierge services to assist you with travel-related requests. From rebooking flights to sourcing hard-to-get tickets for events, these services can streamline the entire travel process.

Make the Most of Your Airport Experience

For frequent flyers and executives, the airport doesn’t have to be a stressful place. Upgrade your travel routine with these steps:

3- Lounge Access

A premium lounge offers more than just complimentary food and drinks. Look for lounges with private suites, showers, and spa services. Some upscale lounges in major hubs, like Dubai, even provide private rooms for rest or meetings. If you’re traveling internationally, ensure your lounge membership includes access to multiple locations worldwide.

4- Expedited Security and Customs

Skip long lines with services like TSA PreCheck, Global Entry, or private VIP terminals that offer personalized customs clearance. At some international airports, such as JFK and Heathrow, private meet-and-greet services can escort you from the plane, through customs, and directly to your waiting car.  For a seamless transfer, consider booking a Blacklane airport transfer, ensuring you arrive in comfort and style.

5- Private Jets and Charter Flights

For executive-level travelers, private jet services like NetJets and Flexjet can be a worthwhile investment, offering enhanced flexibility, privacy, and comfort. These services allow you to bypass commercial terminals entirely and create your own schedule.

Maximize In-Flight Productivity and Comfort

Business class or first class isn’t just about comfort—use the time in the air to recharge or get work done efficiently:

6- Seat Selection & Flight Prep

Opt for seats with direct aisle access, ample legroom, and in-flight Wi-Fi. Many airlines, such as British Airways, Japan Airlines, and Qatar Airways, offer fully-reclining seats that turn into beds in their business and first-class cabins, especially on long-haul international flights. Plan ahead and request a sleep kit from the airline to ensure you rest comfortably during long journeys.

7- Meal Preferences

Some airlines offer onboard chefs or curated dining experiences that you can customize before departure. Enjoying a good meal in-flight can help boost your focus upon landing.

8- Workstation Setup

For productive work in-flight, keep a portable, lightweight Bluetooth keyboard and travel-sized tech accessories in your carry-on. Many premium airlines provide in-seat power outlets, but carrying a high-capacity battery pack ensures your devices stay charged, even on shorter flights. We’ll discuss this in more detail in the packing section.

Minimize Jet Lag with Smart Strategies

For professionals traveling for business, jet lag can be a significant disruptor to productivity. Here are some tips to manage it:

9- Pre-Flight Preparation

If possible adjust your sleep schedule a few days before departure to match the time zone of your destination. Try a jet-lag app like Timeshifter, which creates a personalized plan based on your trip details to help you adjust more quickly to new time zones.

10- Inflight Routines

Avoid alcohol and drink plenty of water to stay hydrated. Many frequent traveling professionals swear by wearable tech like Re-Timer glasses, which use light therapy to help adjust your internal clock more quickly during long-haul flights.

Many corporate professionals travel for work to build connections and drive growth.

11- On Arrival

To help your body adapt to a new time zone, get outside and expose yourself to natural daylight as soon as possible after arrival. Daylight helps regulate your circadian rhythm, making it easier to adjust and stay productive during your trip. Taking short outdoor walks or scheduling meetings in bright spaces can boost your body’s ability to align with the new local time.

Plan Your Ground Transportation with Precision

Getting to and from meetings and airports efficiently is crucial for a successful business trip. Here’s how you can streamline it:

12- Pre-Book Chauffeur Services

For hassle-free transfers, book a premium chauffeur service in advance. Blacklane offers transfers in hundreds of cities and airports worldwide, providing a seamless option for those who want to avoid navigating unfamiliar public transport or negotiating with local taxis. With Blacklane, you’ll enjoy direct transport from the airport to your destination. Our professional chauffeurs monitor your flight and adjust for any unexpected delays. Hand-picked and familiar with the local area, they can also provide recommendations or advice to make the most of your stay.

Optimize Your Hotel Stay

Choosing the right hotel and making use of available services can dramatically improve your travel experience:

13- Club-Level or Suite Upgrades

If you’re staying in luxury hotels, book a suite or upgrade to a club-level room, which often comes with additional amenities like private check-in, exclusive lounge access, and personalized services. These lounges offer gourmet snacks, beverages, and private spaces for meetings or downtime.

14- Utilize Hotel Loyalty Programs

Enrolling in elite hotel loyalty programs like Marriott Bonvoy, Hilton Honors, or the Ritz-Carlton rewards program can lead to perks such as complimentary upgrades, early check-in/late check-out, and free breakfasts. These benefits can elevate your stay and give you more control over your schedule.

As Matthew Bassant, Senior B2B Brand Marketing Manager at Blacklane and a frequent business traveler, shares: “I always make the most of loyalty programs—not just for flights but for hotels too. They’ve rewarded me with complimentary room upgrades, better facilities, and even free nights after enough stays. One tip that’s worked well for me is ensuring I earn points on my personal loyalty accounts, even when booking work travel through systems like Concur or Egencia. Over time, these points add up, turning into significant savings and upgrades for personal vacations or future business trips.”

15- Private Check-Ins

Many luxury hotels offer private or in-room check-ins for busy travelers who prefer discretion and efficiency. Arranging this ahead of time can save you valuable time after a long flight.

Stay Connected with Global Wi-Fi and Local SIM Cards

In today’s fast-paced business world, staying connected is non-negotiable:

16- Global Wi-Fi Plans

Many business travelers struggle with unreliable Wi-Fi during trips. Services like Solis (formerly Syroam) and iPass offer global portable Wi-Fi solutions that ensure you have consistent, high-speed internet access wherever you go, even in remote locations.

17- Local SIM Cards & eSIM

To avoid outrageous roaming fees, consider using an eSIM or purchasing a local SIM card when you land. This will ensure you have a reliable data connection and local number for easier communication. Many international airports have kiosks where you can quickly acquire one.

Always Have a Contingency Plan

Even with meticulous planning, things can go wrong. Here’s how to stay ahead:

18- Backup Flights

Work with your travel concierge or airline to always have a backup flight option in case your original plans are disrupted. Business professionals often maintain fully flexible or refundable tickets for added peace of mind.

19- Emergency Contacts and Insurance

Ensure you have comprehensive travel insurance, including access to emergency medical evacuation if traveling to remote areas. It’s also worth having direct contact details for embassy services in case you encounter any travel disruptions or passport issues.

Kerry Douglas, Head of Programme at the Institute of Travel Management (ITM), emphasizes the importance of preparation: “Staying safe and knowing what to do in an emergency is the number one consideration when traveling on business as it’s critical that travelers know what to do and where to turn to in case of emergency. My recommendation for business travelers is to ensure you’re aware of your company’s duty of care/security and insurance policy and you download any relevant health and security apps before you travel. At ITM we connect, inform, educate, and inspire our members to build best practice into their products and programs for the benefit of the traveler. “
By being proactive and informed, you can navigate business travel with greater confidence and security.


20- Flexible Transport Options

If your itinerary involves multiple stops or a changeable schedule, consider booking Blacklane’s By-the-Hour service. This option provides the flexibility to adapt to changes without the hassle of arranging transport at every turn, ensuring you stay on track even when plans shift unexpectedly.

Incorporate Leisure into Business (Bleisure Travel)

Bleisure travel is a growing trend among executives who want to make the most of their time on the road. According to recent data from Blacklane, some of the top reasons for combining business and leisure travel are:

And here’s how to enhance the experience:

21- Choose a Hotel with Amenities You Love

Select hotels or resorts that offer more than just a place to sleep. Look for properties with diverse dining, high-end fitness centers, spa services, and business amenities like meeting rooms or co-working spaces. Some hotels even have personal butlers or dedicated business concierges who can assist in planning leisure activities and securing reservations.

22- Health & Wellness

Consider wellness travel as part of your bleisure plans. Luxury hotels often offer yoga classes, meditation sessions, or wellness retreats. Spending a day to recharge can improve your performance throughout the trip.

Efficient Packing Tips for Business Travelers

When you’re always on the go for business, packing like a pro can be a game-changer. Here are some practical tips to ensure your packing routine is as efficient and hassle-free as possible:

23- Pack Light and Smart

An essential business travel tip, as Bassant suggests, is to travel light: “I always aim to pack as lightly as possible. Sticking to just a carry-on bag saves me time at the airport, letting me skip the hassle of checked luggage. Plus, it’s a huge relief to avoid the risk of lost bags, which could throw off an entire trip. With a well-packed carry-on, I can breeze through the airport and dive into my business agenda right after arriving.”

Bassant also highlights the value of selecting proper clothing: “I’ve found that no-crease shirts and wrinkle-resistant fabrics are game-changers for business trips. By selecting versatile pieces that I can mix and match, I save time on ironing while maintaining a polished, professional look every day.”

24- Maintain a Pre-Packed, Ready-to-Go Suitcase

To save time and reduce the stress of packing for every trip, keep a dedicated travel bag stocked with the essentials like toiletries, chargers, travel-sized grooming products, extra cables, a portable power bank, and any important documents you might need during your journey. 

For toiletries, opt for travel-sized bottles that comply with airline regulations. Fill them with items like body wash, shampoo, and lotion to ensure you’re always prepared. After returning home, simply top up any used items, and leave the rest of your suitcase untouched, ready for your next journey.

When it comes to tech, having the right charger on hand is crucial for staying connected while on the move. We recommend investing in a universal USB-C charger, as it’s compatible with most modern devices, from smartphones and tablets to laptops. A multi-port charger, allows you to charge multiple gadgets at once, saving you space and eliminating the need for separate chargers. For those who travel with larger devices like laptops, a high-wattage USB-C charger ensures fast and reliable power for your laptop and other devices in one compact unit.

Additionally, consider packing a portable power bank that supports USB-C charging. This can be a lifesaver during long flights or layovers, providing backup power when outlets aren’t available.

25- Stay Organized with Packing Cubes

Packing cubes are a simple yet effective way to keep your suitcase tidy. Use them to separate clothing by type or outfit, making it easy to find what you need without unpacking your entire suitcase. For longer stays, they also make transferring your clothing into hotel drawers more efficient.

26- Use a Foldable Laundry Bag

Keeping dirty clothes separate from your clean outfits is essential for maintaining a tidy suitcase during a long trip. A foldable laundry bag takes up minimal space and makes it easy to manage your clothing until you return home.

27- Bring a Mini Cleaning Kit

While most hotels provide clean environments, it’s always a good idea to carry a small kit with disinfectant wipes for high-touch surfaces like remote controls, door handles, and light switches. A quick wipe-down when you first arrive can give you added peace of mind, especially after a long flight.

28- Choose a Reliable Work Bag or Backpack

Your work bag is one of the most important items you’ll carry on a business trip. Choose one that is both functional and comfortable, with enough compartments for your laptop, chargers, documents, and other essentials. A well-designed bag keeps you organized and prepared, whether you’re heading to a meeting or catching a flight. We recommend something like the Tumi Alpha Briefcase, which offers a balance of style and durability.

Prioritize Your Health While Traveling

One of the most overlooked aspects of frequent business travel is maintaining your health and wellness. For professionals constantly on the move, neglecting your health can lead to reduced productivity and exhaustion, which is why staying mindful of your well-being should be a key part of any travel routine. Here are several ways to ensure that you stay at your best, no matter where your work takes you.

Prioritizing your health while traveling for work is key to staying productive and focused.

In addition to staying hydrated, choose balanced meals that provide steady energy, and try to avoid the temptation of relying on convenience foods, which are often high in salt and sugar. Opting for nutritious options will help you feel more energized and refreshed upon arrival.

29- Focus on Sleep Quality

Travel, particularly across time zones, can disrupt your sleep schedule, making it essential to prioritize rest. Limiting blue light exposure from screens before bed and creating a calming environment with tools like a portable white noise machine or noise-canceling earbuds can help ensure better sleep while traveling. Establishing a consistent nighttime routine will help you adjust more quickly.

30- Take Breaks and Move Often

Whether you’re in meetings or traveling long distances, staying sedentary can lead to fatigue and stiffness. Incorporate short, frequent breaks into your schedule to move around, stretch, and keep your circulation flowing. On layovers or during breaks, take a quick walk, or if time permits, go for a jog or visit the hotel gym. Movement is essential for clearing your mind and re-energizing, especially during high-pressure trips.

31- Keep Your Medication and Supplements Handy

Don’t forget to bring any necessary medications and supplements with you on your trip. It’s important to pack them in your carry-on to avoid the risk of losing them in checked luggage. Make sure you have your doctor’s prescription if you’re traveling internationally, as customs regulations may require proof for certain medications.

How to Make Business Travel Less Stressful

Despite the advancements in business travel over the past few decades, many professionals still find it stressful. In fact, according to Blacklane’s research, 56% of business travelers report stress due to poorly planned trips, with C-level executives being the most affected—62% of them find the journey particularly taxing.

One of the main reasons for this stress is the diminishing quality of services despite rising travel costs. Business travelers are paying more but receiving less, from reduced in-flight amenities to extra fees for basic services.

Based on the data from Blacklane’s Work & Travel Trends Report, C-suite executives have pinpointed the key services that would alleviate much of the pressure during their journeys:

According to the chart above, 41% of C-suite executives believe that pre-booked private chauffeurs, both for airport transfers and in-city travel, could significantly reduce their stress during journeys. Additionally, 39% mentioned that having reliable Wi-Fi throughout their trip would help them stay productive and reduce stress.

Blacklane’s “By-the-Hour” Service: The Best Solution for Reducing Business Travel Stress

Blacklane’s “By-the-Hour” service offers a tailored solution for professionals who value flexibility, convenience, and efficiency during their trips. With options to reserve anywhere from 2 hours up to 24 hours, it eliminates the stress of hailing taxis, waiting for public transport, or dealing with rental car logistics. Here’s how Blacklane’s “By-the-Hour” service can enhance your travel experience:

  • Set the Schedule: You control your itinerary, deciding when and where you need to stop without being restricted by fixed schedules or routes. Whether it’s multiple meetings across the city or a spontaneous detour, the flexibility is entirely in your hands.
  • Save Time: Instead of constantly switching between different modes of transport, your personal chauffeur will be waiting to whisk you to your next destination. This saves valuable time and allows for a smoother, uninterrupted travel experience.
  • Competitive Rates: With all taxes and tolls included in the price, you can enjoy the convenience of having a chauffeur without the worry of the meter running continuously. It’s a cost-effective option that provides maximum value for executives who need flexibility.
  • Reliable Pickups: Blacklane’s professional chauffeurs are trained to the highest standards, ensuring you get the most out of your journey. Not only do they provide a smooth ride, but they can also share local insights to enhance your experience.
  • Work on the Go: Whether you’re preparing for a meeting or catching up on emails, the privacy and discretion of Blacklane’s chauffeurs allow you to work in peace from the back seat. It’s your private workspace on wheels, offering the comfort and quiet you need to focus.
  • Sustainability: Rest assured, every ride you book with Blacklane is carbon offset, contributing to a greener future without compromising the quality or comfort of your journey.
  • Enjoy Peace of Mind: Travel in a premium vehicle where you can safely store your belongings between stops. The vehicle becomes your mobile office, allowing you to stay organized and secure throughout the journey.
Don’t settle for just renting a car with a driver, instead immerse yourself in an experience by booking with Blacklane.

For business travelers seeking practical business travel tips to ease the stress of commuting between meetings or airports, Blacklane’s By-the-Hour service provides the ideal solution. It delivers flexibility, efficiency, and premium service—all in one convenient package.

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ABOUT THE AUTHOR
Ellie Smith
Ellie is an avid traveler, writer, and adventurer, with a passion for exploring the world and sharing her experiences through storytelling. Working for global chauffeur company Blacklane and having lived in cities like Dubai and Berlin, she has gained valuable first-hand experience in uncovering hidden gems worldwide.