Lessons from the road
Tricks and tips on saving money on the road and can help you maintain costs for your company
Published: March 28, 2011
Business travel finally appears to be bouncing back. Companies are finally putting their works on the road again. Maybe now more than ever, face time with your customers is important. But that doesn’t mean you have to pay top dollar to see them.
It is only natural for companies to start looking for ways to save costs wherever possible, especially on travel. By following a few tricks of the trade, business travelers can save money and make their time on the road more efficient. And, no, it doesn’t mean you have to eat dinner at McDonald’s every night.
Keep the airline’s hands out of your pockets
Airlines are fighting tooth and nail for every penny from you. In many cases, the true costs for a flight might not be obvious from the price of a ticket. Baggage fees and special fees can make a cheap flight turn into an expensive one overnight.
The best way to avoid those hefty, and pesky, baggage fees, is to find out how your airline structures their baggage fees. Educate yourself on how your airline structures their baggage fees before booking your flight. In some cases, a more expensive ticket is a better deal on an airline that doesn’t charge you baggage fees.
Rule of thumb: Many budget carriers will give you a break on airfares but charge higher baggage fees. If you have to fly a budget carrier, find a way to travel with as few bags as possible.
The size and weight of your checked bags may also result in additional fees. Special items like portable exhibit stands and golf clubs, essential for many trips, can be a shock if you’re not prepared. Ask your carrier or travel agent to confirm the fees when pricing a ticket. In many cases, shipping those items separately using FedEx or UPS might be a less expensive option.
Airline tips to remember:
- Take only 2 pair of shoes, wear the heavier or larger pair on the plane and pack the other in your bag
- Carry on a travel set of golf clubs instead of taking the full set. Buy golf balls at the course, they make great memories back home
- Consider renting clubs at the course you’re visiting. It may give you a chance to try a different club set for your game
- Pack travel-size or smaller sizes of your toiletries. Smaller versions of shampoo, shaving cream, and deodorant are easier to pack
- Invest in a set of luggage that has bags of at least 3 sizes. Pick the right size bag for each trip
- Pack slacks, shirts or blouses that are interchangeable, allowing to pack fewer clothes and offers more outfits for different occasions and clients.
Sleep like a baby at night
Book your hotel stay with your flight. Most major airlines have partner programs with the world’s major hotel chains. Rates through partner programs may be less expensive then getting a rate quote separately. And take advantage of hotel rewards programs to earn status for room upgrades and recognition from the staff that you are there to do business.
Stay at hotels that are geared towards the business traveler. Don’t stay at a budget hotel just because of the price. And resist that tourist hotels that might offer special pricing. You are there to do business, and the services from hotels geared towards business travel will make sure your trip is a success. Like airlines, a slightly higher nightly rate with free services included with the room may be the less expensive option by the end of your stay.
Avoid the mini bar like the plague. This is an old rule, but one many business travelers frequently forget. Sure, convenience comes with a price, but at these prices, we can find better options. Want a nightcap? Carry a drink from the hotel bar up to your room. You might find it more enjoyable than that small, overpriced bottle of cheap scotch.
Trick of the trade: Check to see if your hotel room comes with a small refrigerator, even if it’s the mini bar. Buy drinks from a local store and stuff them around the minibar items. Hotels will only charge you for drinks and snacks removed from the mini bar, not for the extras you store there during your stay.
Internet access charges are another sticky point. Booking at hotels that include free internet access may seem like a good deal, but make sure the increase in the price of the room doesn’t exceed what you would spend on internet access. In the age of smart phones, buying internet access for the night to simply check email can be expensive. Measure your real needs for connectivity on what you will most likely use.
Hotel tips to remember:
- Use international travel clubs, like AAA or American Express, to get additional discounts or free services during your stay
- Book at parter hotels for a conference or convention, saving money on taxis or rental cars and gas to get to the daily events
- If visiting clients, stay at a hotel that is close to or centrally located near your clients, again saving on taxi or gas
- Don’t eat breakfast in the hotel unless it’s included with your room. Hotels routinely overcharge for breakfast, betting on convenience over smarts
- Use a local laundry service instead of the hotel’s in-room service. Local cleaners offer the same turnaround and better service for less
This is the first part of a two-part series on travel tips for international business travelers.
