When business trips collide with work emergencies, swift and strategic action is crucial. We’ve gathered insights from nine professionals, including CEOs and marketing directors, on how they’ve successfully navigated such challenges. From empowering teams to make decisions to implementing cross-training and planning, discover the varied strategies that have led to successful outcomes while away from the office.
- Empower Teams to Make Decisions
- Quick Thinking With Remote Access
- Maintain Constant Team Communication
- Leverage Technology for Swift Action
- Prepare a Digital Emergency Kit
- Appoint a Second-in-Command
- Ensure Reliable Communication Channels
- Act Quickly With Effective Teamwork
- Implement Cross-Training and Planning
Empower Teams to Make Decisions
Effective delegation and empowering my team to make decisions in my absence are crucial. Once, while attending a conference, an unexpected client crisis arose. Since I had already briefed my team on handling such situations and empowered them to make decisions, they were able to address the client’s concerns promptly. I stayed in touch via phone and email to provide guidance and support, but the team managed the emergency well, ensuring the client was satisfied and operations continued smoothly.
Slavko Kovacevic
Head of SEO, Health Link SEO
Quick Thinking With Remote Access
Handling work emergencies during business trips requires quick thinking and reliable remote access. On a trip to a major industry conference, I encountered a critical situation where our website went down due to an unexpected server issue. I immediately connected with our IT team via a secure communication app and used my laptop to access our cloud-based management system.
Despite being in a different time zone, we coordinated efficiently. I delegated tasks, with one team member handling the server reboot and another monitoring user complaints on social media. Meanwhile, I communicated with key clients to assure them we were resolving the issue. This approach not only mitigated the impact but also demonstrated our commitment to transparency and swift action.
The key to successfully managing this emergency was having a well-prepared contingency plan and ensuring that all necessary tools and contact information were accessible remotely. By staying calm and organized, we restored the site within an hour and minimized any potential damage to our reputation. This experience reinforced the importance of having a flexible and responsive team capable of handling unexpected challenges, no matter where I am.
Rodney Steele
Founder & CEO, Dinsmore Steele
Maintain Constant Team Communication
We handled a work emergency during a business trip by maintaining constant communication. There was a time when my team and I were out of state to attend a conference, and our e-commerce platform began removing our products from the site. It was first noticed by one of my employees, and we eventually came together as a team. We connected with people in the office to communicate, and together we were able to fix the issue.
Madison T
Ecommerce Manager, My Supplement Store
Leverage Technology for Swift Action
Handling work emergencies while on business trips requires a balance of quick thinking, efficient communication, and leveraging technology. One instance that stands out in my career was during a conference in New York. Just as I was about to present, I received a call from a client whose website had suddenly gone offline. The urgency of the situation required immediate action, despite being away from my usual resources.
Drawing on my experience, I quickly assessed the situation, utilizing my laptop and mobile hotspot to connect with my team back in Los Angeles. I assigned tasks, communicated with the web hosting service, and coordinated efforts to troubleshoot the issue. My familiarity with remote collaboration tools and clear, decisive communication helped us identify and fix the problem within a few hours.
This experience reinforced the importance of being prepared with the right tools and having a reliable team that can operate autonomously in critical moments. It’s crucial to stay calm, act swiftly, and trust your team’s capabilities to handle emergencies effectively, even from afar.
Brandon Leibowitz
Owner, SEO Optimizers
Prepare a Digital Emergency Kit
For me, managing work emergencies on business trips comes down to having the right tools and mindset. I always have a “digital emergency kit”—important documents, contact lists, and access to our project management tools. I also bring my devices, such as a laptop, tablet, and smartphone, ensuring I can work from anywhere. I try to stay ahead of potential issues by checking in with my team regularly. In addition, I’ll check if my hotel has reliable Wi-Fi, and I always carry a portable hotspot as a backup. This way, I’m never caught off guard if I need to hop online urgently.
I try to build some flexibility into my schedule too. This way, if something urgent comes up, I have time to deal with it without completely derailing my plans. Being organized, staying connected, and having reliable internet access help me handle any curveballs that come my way, even when I’m far from the office.
Johnny Cargill
Marketing Director, The Lanier Law Firm
Appoint a Second-in-Command
To handle emergencies effectively while traveling, I appoint a “second-in-command” before leaving. This trusted team member is fully briefed on all ongoing projects and potential issues. We schedule regular updates and use encrypted messaging for immediate needs. This ensures smooth decision-making and keeps the business running smoothly, as my delegate handles day-to-day details, allowing me to focus on strategic resolutions from afar.
On a business trip in Asia, a critical decision was needed urgently on a major project. Despite the time difference, I used video conferencing to discuss the issue with my team back home and made the necessary decisions digitally. I ensured compliance and progress by staying online until all issues were resolved. This experience showcased our ability to handle critical situations remotely, proving our team’s efficiency and adaptability.
Jason Hennessey
CEO, Hennessey Digital
Ensure Reliable Communication Channels
In my role as a certified paralegal at Freedland Harwin Valori Gander, I’ve learned that staying connected is crucial when handling work emergencies on business trips. I always make sure I have reliable communication channels. Before I travel, I look into getting a local SIM card to avoid hefty roaming charges and ensure I have a stable connection. This has been invaluable when I’ve needed to make urgent calls or send large files for our personal injury and medical malpractice cases.
Once, while attending a conference, I received an urgent call about a car accident case filing due the next day. We were missing crucial medical records. I had to act fast. I turned my hotel room into a temporary office, called the client’s doctors, and worked closely with our team back home. It was hectic, but we got the records, completed the filing, and submitted everything on time. Working late in a strange city wasn’t easy, but knowing we were standing up for our client made it worth the effort. This taught me how important it is to be ready for unexpected challenges, no matter where you are.
Dioselvi Lora
Certified Paralegal, Freedland Harwin Valori Gander (FHVG)
Act Quickly With Effective Teamwork
Handling work emergencies while on a business trip can be challenging, but acting quickly and effectively is crucial. Recently, I faced a significant work emergency when one of our trusted travel vendors unexpectedly shut down due to a global tech outage, leaving my clients stranded. This situation required immediate action, despite being away on a business trip.
I first called all my employees and instructed them to secure the existing bookings with another vendor. The top priority was ensuring our clients were cared for despite the chaos. By acting swiftly, we were able to rebook the clients and minimize the impact of the vendor’s sudden shutdown. In such situations, you must have a team you can rely on to execute the necessary steps while you manage the situation from afar.
In any crisis, especially when you’re not physically present, you must rely on your team. You’re not alone in this—bringing your team to support you is crucial. I coordinated with my team members, delegating tasks to ensure every client’s needs were met efficiently. This collaboration helped manage the emergency and reinforced the importance of teamwork in handling unforeseen challenges.
When an emergency arises during a business trip, it’s essential to prioritize the situation at hand. I was in a business meeting when I received the news about the vendor shutdown. Recognizing the urgency, I paused the meeting and explained the situation to my colleagues, and they fully understood. They were supportive and even offered assistance. It’s important to remember that most people will empathize with your situation, and handling the emergency takes precedence.
Successfully managing work emergencies on a business trip requires swift action, effective communication, and teamwork. We were able to navigate the crisis effectively by immediately securing our clients’ bookings, relying on my team, and prioritizing the emergency over other business matters. Emergencies can sometimes arise, but with the right approach, you can handle them smoothly, even from afar.
Tammy Levent
Founder & CEO, Elite Travel Management Group, Inc.
Implement Cross-Training and Planning
Handling work emergencies while on a business trip requires meticulous planning and the implementation of safeguards that ensure smooth operations even when you’re not physically present. My approach to this is rooted in my military background, where we always prepared for the worst-case scenarios and ensured that everyone on the team was cross-trained to handle each other’s responsibilities. This way, no matter the situation, we were always ready to respond effectively.
One experience that exemplifies this approach occurred while I was on a trip, and my crew was installing a new sprinkler system at a client’s home. I had spent months preparing for such scenarios by training my supervisor to handle my role in my absence. This involved not just understanding the technical aspects of the job but also the decision-making processes and communication protocols necessary to resolve issues quickly.
While I was away, another utility company accidentally ran over our lines, causing a significant leak in the system. The client was understandably upset and reached out to me directly, even though I was out of the office. Thanks to the preparation I had put in place, I was able to handle the situation seamlessly. I immediately contacted my supervisor, whom I had already instructed to keep his phone accessible for any urgent calls from me. He answered without delay, and I briefed him on the issue.
Because we had planned for this exact scenario, my supervisor and crew were able to fix the problem immediately. I had also pre-arranged overtime compensation for situations like this, ensuring that the crew was motivated and ready to work beyond normal hours if necessary. The problem was resolved quickly, the client was satisfied, and my trip was not disrupted further.
This experience reinforced the importance of proactive planning and communication. By assuming worst-case scenarios and backward planning, I was able to ensure that my business continued to run smoothly, even in my absence. This level of preparedness not only mitigates risks but also builds confidence among clients and within the team, knowing that we can handle emergencies efficiently, no matter where I am.
Todd Lannen
Owner, Lannen’s Lawn & Sprinkler LLC
