Business travel doesn’t have to mean a drop in productivity; in fact, with the right strategies, it can be a time of exceptional efficiency. We’ve gathered eleven insights from CEOs and business owners, focusing on how they stay productive on the go. From embracing asynchronous work culture to blocking out dedicated work time, discover the specific strategies these professionals rely on to keep their work momentum while traveling.
- Embrace Asynchronous Work Culture
- Prepare a Detailed Travel Checklist
- Plan and Batch Tasks in Advance
- Delegate Responsibilities to Your Team
- Maintain a Consistent Morning Routine
- Schedule Micro-Work Sessions
- Focus on High-Value Tasks
- Establish a Structured Daily Routine
- Utilize Transition-Time Tuning
- Mimic Office Routine While Traveling
- Block Out Dedicated Work Time
Embrace Asynchronous Work Culture
The beauty of our remote work setup at Carepatron is that we embrace asynchronous working. This allows us to work conveniently depending on our current work environment, all with the consideration and coordination of our team beforehand. This openness allows each team member to keep tabs on who is working on what, regardless of their change in time zone or location, prompting accountability and autonomy for all parties.
Of course, having the right tools, like setting up a “mobile workspace”—a.k.a. a handy phone or tablet, laptop, noise-canceling headphones, etc.—helps, but at the end of the day, it’s the work culture that makes for a conducive work environment when traveling for business.
Jamie Frew
CEO, Carepatron
Prepare a Detailed Travel Checklist
I’ve found that preparing a detailed travel checklist for both work and personal needs keeps me organized and ready for any situation. This list includes everything from essential documents and tech gear to tasks that can be done offline, ensuring I’m always prepared, regardless of connectivity issues.
By having this checklist, I minimize the chances of forgetting something crucial, allowing me to stay focused and productive. The mental clarity that comes from being thoroughly prepared is invaluable, especially when juggling multiple tasks on the go.
Alari Aho
CEO and Founder, Toggl Inc
Plan and Batch Tasks in Advance
A strategy I rely on to stay productive when traveling for business is to plan and batch tasks in advance. I identify key tasks that can be done during transit, such as responding to emails, reviewing documents, or brainstorming ideas, and schedule blocks of time for these activities. For instance, during flights or downtime between meetings, I focus on tasks that don’t require a stable internet connection but still contribute to my overall progress.
By preparing ahead and organizing my work into manageable chunks, I ensure that my time is used effectively, keeping productivity high even while on the move.
Shehar Yar
CEO, Software House
Delegate Responsibilities to Your Team
Delegating tasks and responsibilities to trusted employees is a key strategy for staying productive while traveling for business. Before embarking on a trip, it’s essential to identify capable team members who can handle daily operations and make decisions in your absence. By empowering these individuals, you can focus on high-level business matters and strategic planning while on the road, knowing that your company is in good hands.
Effective delegation involves clearly communicating expectations, deadlines, and authority levels to your team. Provide them with the necessary resources and support to succeed, and establish a system for regular check-ins and updates. This approach not only ensures that projects stay on track but also fosters a sense of ownership and accountability among your employees.
Trusting your team to handle important tasks while you’re away can be challenging, but it’s essential for the growth and success of your business. By delegating responsibilities, you demonstrate confidence in your employees’ abilities and create opportunities for them to develop their skills and take on leadership roles. This not only benefits your company in the short term but also contributes to a more resilient and adaptable team in the long run.
Tyler Poole
Owner, White Oaks Construction
Maintain a Consistent Morning Routine
When I’m traveling for business, one strategy I rely on to stay productive is maintaining a consistent morning routine, no matter where I am. I start my day with the same set of habits—waking up early, doing a quick workout, and spending 30 minutes reviewing my most critical tasks. This routine helps ground me, providing a sense of normalcy and control even when I’m in an unfamiliar environment.
A real-life example of this was during a week-long conference in New York. By sticking to my morning routine, I was able to tackle essential tasks before the day’s events began, ensuring I didn’t fall behind. This approach not only boosts my productivity but also sets a positive tone for the rest of the day, making it easier to stay focused on my goals.
Brandon Leibowitz
Owner, SEO Optimizers
Schedule Micro-Work Sessions
One unique strategy I use while traveling is to schedule “Micro-Work Sessions.” Instead of blocking out large chunks of time for work, I break my tasks into smaller, manageable segments. During travel downtime—like when waiting at the airport or on a train—I tackle these micro-tasks. This could be reviewing reports, sending quick updates, or brainstorming ideas.
By utilizing these small pockets of time, I stay productive without feeling overwhelmed by my schedule. This approach also makes it easier to adapt to changing plans and unexpected delays while keeping my work on track.
Dinesh Agarwal
Founder, CEO, RecurPost
Focus on High-Value Tasks
I think one of the best ways to stay as productive as possible if you’re traveling for work is to be realistic about how much work you’re going to get done. It’s tempting to overestimate your time, Wi-Fi access, and resting phases, but, in my experience, there’s always less of everything!
Instead of prioritizing quantity, I’d rather focus on value—which task will result in the most value for my team and me? Is there anything urgent that will benefit someone on my team, like a report or feedback? I’ll try to focus on completing something with high value and quick turnaround. After that, we can see how much time there still is and take it from there! It’s better to be productive and get one thing done than to attempt several things and get nothing done!
Mathieu Sroussi
Co-Founder & CEO, SmartenUp
Establish a Structured Daily Routine
One effective strategy I use to stay productive while traveling is to establish a flexible but structured daily routine. I set specific times for checking emails, working on critical tasks, and taking breaks. This routine helps maintain productivity despite the changes in the environment and time zones.
For example, during a recent business trip, I utilized early mornings in my hotel room to tackle the most important work before starting meetings. I also make sure to have all necessary documents and tools easily accessible, which minimizes downtime and keeps me focused. This approach ensures that even while on the move, my productivity remains high.
Rick Eckerson
Co-Founder, Former Personal Trainer & Bodybuilder, Ready4 Health
Utilize Transition-Time Tuning
One strategy I use to stay productive while traveling is something I call “transition-time tuning.” Before flights or during layovers, I deliberately focus on small tasks that require high mental clarity, like reviewing financial reports or fine-tuning strategies. I use the change of environment and downtime as an opportunity to clear tasks that don’t need a full workday. I’ve found that the shift in scenery helps me think more creatively, and completing focused work during travel reduces the workload waiting for me at my destination.
Ronald Osborne
Founder, Ronald Osborne Business Coach
Mimic Office Routine While Traveling
Creating a structured schedule similar to my office routine is key to staying productive while traveling. Before I head out, I plan my tasks and set daily goals, using task-management apps to keep everything organized. I also dedicate specific times, like early mornings or evenings, for focused work to avoid interruptions. This method helps me stay on top of my responsibilities and maintain efficiency, even when I’m not in the office.
Ben Walker
Founder and CEO, Ditto Transcripts
Block Out Dedicated Work Time
One strategy I always use to stay productive when traveling for business is blocking out dedicated time for work, no matter how tempting it is to explore. I’ve learned through experience that it’s easy to get caught up in the excitement of a new destination, but without clear time set aside for business tasks, it’s hard to stay on track.
For instance, when I was in Tokyo for a business trip, I made a habit of waking up early and getting a solid two to three hours of work done before heading out for meetings or events. I’d set up at a quiet café with great Wi-Fi or even use the hotel’s business lounge. Having that uninterrupted focus time in the morning made the rest of the day smoother because I knew I’d already been productive.
I also keep a small, portable to-do list or planner with me. This helps me stay on top of tasks and deadlines even if I’m on the move. And once the work is done, I can fully enjoy the destination without feeling like I’m neglecting my responsibilities. It’s all about balance!
Stephanie Webb
Travel Expert, Tripshepherd
