Tips to Become a Master Global Business Traveler

Becoming a global business traveler offers a world of opportunities, like attending conferences, delving into new markets, and networking across borders. But for those new to the game, the business travel experience can be overwhelming. With the right strategies and tools, however, you can make international business travel a breeze.

Here are some pro tips to help you achieve global business travel success.

Planning and Preparation: The Foundation of Seamless Travel

When it comes to international travel, there’s no such thing as being overprepared. These best practices will help you plan a smooth business trip.

Know Your Company’s Travel Policy

As a first step, you should become familiar with your company’s travel and expense policies, since these guidelines will determine which expenses are covered, from flights to meals. The policies will also help you understand any procedures you’ll need to follow, like whether you’ll need to keep receipts and submit a post-trip expense report. Some companies use travel management software that automatically enforces policies as you book your travel and make on-trip purchases.

Book Early

Booking flights and accommodations in advance helps you get the best options for your schedule. Choose flights that align with your workday and secure a hotel near your meeting location to save time.

Get Your Visa and Documentation

Different countries have special rules and regulations when traveling for business purposes. As some visa applications can be lengthy, look into whether or not you need a special document to visit or work at your destination. Keep both physical and digital copies of these important documents.

A detailed itinerary, including travel documents, meeting schedules, and contact information, will keep you organized and ready for any situation.

Pro tip: Always double-check that your passport is valid and has room for entry and exit stamps. Most countries require that your passport is valid for at least six months beyond your intended departure date from their territory.

Safety First

Health and safety should be a top priority for any global business traveler. Review vaccination requirements for your destination and carry any essential medications. Travel insurance is also a must, as it helps protect you in case of unexpected events like medical emergencies, lost luggage, or sudden travel disruptions. A comprehensive travel insurance policy will give you peace of mind so you can focus on your business objectives.

Pack Smart

Bring versatile, essential items to keep your luggage light and organized. Tools like packing cubes can help you stay organized, and packing according to the local weather conditions can keep you from overpacking. Make sure you have everything you need for business meetings, including chargers, adapters, and business cards.

Pro tip: Always pack essential business items — like your computer, presentation materials, or a must-have outfit — in your carry-on bag. This way, you’ll be prepared if your checked bag gets lost or damaged.

Research Local Customs

Understanding local customs and business decorum shows deference to your hosts and supports smooth relationship building. Take some time to learn how people greet each other and any dining etiquette in the country you’re visiting.

Also, though English is common in business, knowing a few basic phrases in the local language can go a long way toward building rapport, especially in places where English isn’t widely spoken. Language apps or tools with translation features can also help you communicate easily.

Tips for In-Transit Success as a Global Business Traveler

Time spent in transit is not just downtime — it’s an opportunity to prepare, stay productive, and help you arrive ready for business. Whether on a long-haul flight or going through airports, these tips can help you arrive at your destination refreshed and focused.

• Catch Up on Work: Flights and layovers can be valuable times to catch up on emails, review presentations, or prepare for upcoming meetings. Many airports and airlines offer Wi-Fi so you can stay productive while in transit. Investing in a portable charger or carrying the necessary adapters can help ensure you stay powered up.

• Have It All Offline: If your flight doesn’t have reliable Wi-Fi, download any necessary work documents, presentations, or emails in advance so you can review them offline. Also, consider downloading entertainment such as podcasts, audiobooks, or movies to keep you occupied and relaxed during the journey.
• Stay Hydrated: Long flights can lead to dehydration, which aggravates jet lag and fatigue. Drink plenty of water throughout the flight, and avoid drinks containing caffeine or alcohol. Staying hydrated will help keep your energy levels steady and reduce the effects of jet lag when you arrive.
• Adjust to Local Time: As soon as you board the plane, start adjusting to your destination's time zone. This will help your body acclimate and reduce the effects of jet lag. If it’s nighttime at your destination, try to sleep during the flight. If it’s daytime, stay awake and engage in productive activities to help your body adjust.

Global Business Traveler: On Arrival

Here are a few additional tips for after you touch down.

Relax and Recharge

It’s important to find a balance between work and leisure activities. "Bleisure" travel combines business and leisure, letting you explore new destinations while fulfilling work commitments.

This blend is the perfect way to combat burnout and maximize your time abroad. Schedule downtime into your itinerary and take the opportunity to experience the local culture — it can make your work more enjoyable.

Read more: How to Plan Your First Bleisure Trip

Maintain Wellness

Travel can disrupt your usual routines, but maintaining health and wellness while on the road is key to staying productive. Research local gyms or fitness centers before your trip, and prioritize nutritious eating to keep your energy levels up.

Packing healthy snacks or identifying restaurants with nutritious options can also help you stay on track. Most importantly, make sure to get enough rest — even a short business trip can take a toll when sleep-deprived.

Handle Stress

Business travel can be stressful, especially when you’re managing meetings, tight deadlines, and long flights. Practice stress-reducing techniques like meditation, deep breathing, or stretching to help you stay calm and focused. Taking short breaks during the day can also boost your energy and help you recharge before important meetings.

Keep Track of Your Business Expenses

A travel expense is any cost you incur while conducting business away from your usual work location, such as transportation, accommodation, meals, and other necessary incidentals.

Depending on your company’s policy, you may use personal cards and seek reimbursement or use a corporate card for expenses. Most companies require you to submit a detailed travel expense report with receipts explaining the business purpose for each expense.

International travel can be stressful. But with Navan, you can streamline the entire process, from booking to automatic expense reporting. And you won’t have to worry about manually submitting receipts or complicated forms. Navan simplifies global business travel, giving you more time to focus on what really matters.

Ready for stress-free business travel? Request a demo.