Baby wipes, whiskey and a 'capsule wardrobe' - how to have a smooth business trip

This travel expert delivers a masterclass in arriving in style.

By Clare Dunne MD, The Travel Broker

AFTER MORE THAN three decades in the travel industry, you learn a thing or two about life on the road.

I try to jet off a couple of times each year as part of my work. It’s important in our business to experience the destinations, airlines and hotels we recommend to our clients. In fact, I’m just back from California – it’s a tough job, I know, but somebody’s got to do it.

In all seriousness, that hands-on approach has served us well through the years and some of our regulars have been with us since we first opened our doors in 1994.

We’ve discovered through our repeat corporate clients that the most important thing for any business traveller is time.

They want to get to where they need to be with the fewest flight connections possible and they want their accommodation to be minutes away from the boardroom meeting.

It’s also important that they don’t go outside their budget – the days of no expenses spared for row-A passengers are over.

With that in mind, here are some tips to help make sure you arrive in style for your next business trip while saving a few bob at the same time.

About the bag

A lot of business customers have told me they’ve ditched their hardshell suitcases for a soft, over-the-shoulder bag.

There’s so much pressure for overhead space in the cabin these days, especially with low-cost carriers. If you’re travelling without a business-class ticket, the last thing you want to happen at the gate is for your carry-on to be taken to the hold. That will slow you down when you arrive at your destination.

Netherlands: Flying with Air Baltic Bombardier CS300, the first airline to operate this new airplane Aircraft cabin
Source: NurPhoto/SIPA USA/PA Images

A compact canvas bag is more likely to make it into the cabin with you and they’re much easier to squeeze into tight spaces.

A word of caution though: make sure your clothes are protected with some kind of plastic just in case the bag gets wet.

Speaking of which, I like to travel with what I call a ‘capsule wardrobe’. I stick three or four versatile items in the bag that can be worn at different times of the day: for a morning meeting or dinner with a client, for example.

I stick to just two colours, white and navy, which makes it easier to mix and match outfits.

You have to train yourself. Otherwise you end up bringing outfits that you’re never going to wear.

When you’re packing, try rolling your clothes so they arrive wrinkle-free. There are plenty of YouTube tutorials that showcase various rolling methods. Experiment with some of them.

Ready-to-go kit

Many business trips are booked at short notice. That’s why some airlines have rolled out ‘premium economy’ class, a mid-way option between traditional business and economy classes.

You get some of the perks of a business-class ticket like a few inches of extra legroom, but the most useful amenity is that the departure date can be more flexible so you can change your travel plans at the last minute if you need to, sometimes without paying a change fee.

When you’re in a race against the clock, it’s useful to have your essentials already packed. I recommend you put together a ready-to-go kit just for business trips.

shutterstock_667936507 Travel essentials
Source: Shutterstock/nadisja

Stock it with 100ml toiletries in a plastic Ziploc and include any chargers or cables you’ll need along with a USB hub and adaptor plug. That way, if you have to fly out tomorrow, you can just grab the kit and put it in your bag without worrying that you’ve forgotten anything.

I keep a sewing kit in mine. If you’re travelling with a limited wardrobe, you don’t want to be stuck if a button falls off your shirt.

Baby wipes are handy as well for any spillages. I gave a presentation recently and ended up spilling coffee on my dress just as I was about to get up to speak. Crisis averted.

I’ve also started bringing a basic first aid kit with painkillers. If you end up arriving at the other end of the world at 2am, it’s very helpful to have some paracetamol to hand if you’re feeling a bit ropey.

Make use of services

If you’re travelling for more than two nights, I recommend using the hotel’s laundry service in favour of packing more clothes.

Most hotels offer such a service and they can pick your shirts up in the morning and have them clean and dry that evening. You usually pay per item and it doesn’t cost a lot.

Make the most out of Wi-Fi where available, too. It might seem obvious, but you don’t want to get stung by a big bill if you’re travelling a bit further afield. If you’re heading somewhere that’s off the map, it’s worth investing in a data package from your provider just in case.

If you travel a lot, it’s worth becoming a member of an airline loyalty card programme. You can swap accumulated points for an upgrade if you rack up enough points, which makes life a bit more comfortable.

shutterstock_624710303 Business travellers
Source: Shutterstock/Puwadon Sang-ngern

Frequent flyer programmes that use the Avios points system let you build up points in other ways too. They partner with retailers, so you can collect points at the supermarket, for example.

Quite a few airlines do company schemes along with individual schemes and the accumulated points can be spent on upgrades or gifts for employees.

Of course I’m going to say this, but frequent corporate travellers should use the services of a travel agent. We can genuinely save a lot of hassle and time, especially for complicated bookings.

We’re looking at hotel prices and flights every day. We know what’s happening out there and can cut a good deal for clients.

Whiskey goes a long way

A great tip for business travellers is to buy a gift at the airport before you depart, just something small. Duty-frees often stock exclusive brands, so you can pick up some nice one-off items.

A small gift helps break down a lot of barriers and people are very surprised by it. I’ve had great reactions at the end of meetings when I’ve pulled out a little bottle of Irish whiskey. It really helps build a rapport and clients will remember you for it.

Finally, make sure your passport is in date – and that it’s yours.

You wouldn’t believe the number of times a client has called me in a panic because they’ve arrived at the airport with an out-of-date passport.

Keep it in one place alongside your ready-to-go kit, and keep a picture of it on your phone, just in case you need to produce a copy of it if it gets lost on your travels.

Clare Dunne is managing director of The Travel Broker and a board member of the ITAA. This article was written in conversation with Conor McMahon as part of a series of masterclasses with some of Ireland’s most influential business people.

If you want to share your opinion, advice or story, email opinion@fora.ie.