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Twelve Rules for Safe & Productive Work Travel

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Twelve Rules for Safe & Productive Work Travel

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Any seasoned business commuter knows it--work travel is a grind. Putting on hundreds of events around the globe each year means Opus has seen it all.

In this e-book, Opus gathered tips from the events industry's most grizzled road warriors to keep you safe, sane, and successful on the road.

Any seasoned business commuter knows it--work travel is a grind. Putting on hundreds of events around the globe each year means Opus has seen it all.

In this e-book, Opus gathered tips from the events industry's most grizzled road warriors to keep you safe, sane, and successful on the road.

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Twelve Rules for Safe & Productive Work Travel

  1. 1. 12 RULES FOR SAFE & PRODUCTIVE WORK TRAVEL Paula Grayson EVP, Agency Customer Success | Opus Agency
  2. 2. UNEXPECTED DOWNTIME DURING FLIGHT DELAYS, slower-than-molasses WiFi, dead phone batteries, never-ending taxi rides— business travel is a grind. Putting on hundreds of events around the globe each year means Opus has seen it all. We’ve worked in all sorts of conditions, from a working barn on a rural ranch to the first class lounge at Dubai International. Opus gathered tips from the events industry’s most grizzled road warriors to keep you safe, sane, and successful on the road.
  3. 3. Don’t forget to leave a copy of your itinerary—including flight times and hotel stay—with someone at home who can expect your return. When it comes to important documents, the old adage holds true: “two is one and one is none.” Make copies of your passport, important cards like driver’s license and insurance info, and even credit cards, and give them to trusted family members or friends for safe keeping. Maintaining copies in secure online storage is another good option. KEEP THE HOME TEAM IN THE LOOP. ROAD WARRIOR PRO TIP: 13OPUS AGENCY
  4. 4. When confirming your destination, give the hotel or venue name, along with the cross streets. This gives the impression that you’ve been there before, and know exactly where you’re headed. In addition to streamlining the payment process, driver identities are on display before getting picked up in most ride sharing apps, along with user ratings. In addition to confirming the driver’s identity before entering the vehicle, check that their license plate matches what’s in the app, and don’t hesitate to ask your driver to wait until you get inside at your destination before leaving. RIDE-SHARING SERVICES ARE YOUR FRIEND. 2 Confirm your rideshare’s license plate before getting in! More #TravelTips in this @OpusAgency #eBook: bit.ly/opustravels #EventProfs ROAD WARRIOR PRO TIP: 4OPUS AGENCY
  5. 5. Apps like Find Me enable friends or loved ones to track your whereabouts for a set amount of time. Traveling alone is sometimes a necessity, but there’s a lot you can do to mitigate the risks. Walking back to the hotel after a late post-event dinner? Grab a trusted colleague and walk together. Taking a taxi back to the airport? Find someone else from your hotel with whom you can share the ride. Remember: there’s power in numbers. GO WITH A BUDDY! ROAD WARRIOR PRO TIP: 35OPUS AGENCY
  6. 6. Someone knocking at the door and claiming to be hotel staff? If you weren’t expecting them, it only takes 30 seconds to call down to the front desk to confirm their identity before opening the door. Your hotel room door should have a safety latch—use it! It’s the simplest way to keep unwanted guests out of your room (even people who may have gotten access to your keycard). Keep valuables in your room’s safe, and keep the Do Not Disturb sign on your door (you can always call for fresh towels to be brought up to you). It’s best not to keep your keycard in its labeled holder, and avoid letting strangers overhear your room number. LOCK IT UP. ROAD WARRIOR PRO TIP: 46OPUS AGENCY
  7. 7. Keep your luggage and bags to a minimum—it’ll help you look like an experienced traveler at all times. Cross-body handbags are great for traveling—they keep items close to your body and more secure. While away from your home city, do your best to appear as though you know exactly what you’re doing and where you’re going—even if this isn’t always the case. Appearances count for a lot—a confident commuter at home in her environment makes a much less enticing target for harassment of any sort. Keep your eyes up (and off your phone) while walking from place to place, move with intention, and take the time to assess new environments when entering them. You’ll look like a local with somewhere to be, rather than a distracted out-of-towner. PRESENT AN IMAGE OF CONFIDENCE AND BELONGING. 5ROAD WARRIOR PRO TIP: For travel, it’s all about projecting confidence and belonging. More #TravelTips in this @OpusAgency #eBook: bit.ly/opustravels #EventProfs 7OPUS AGENCY
  8. 8. Make it a habit to identify two major exits whenever you enter a room or building for the first time. Learn the emergency evacuation procedures in your hotel and any event venues you might visit (snap a pic of your hotel room’s escape map with your phone). In an emergency situation, especially in a large crowd, it’s not always easy to stay cool- headed. Getting to know the layout of the buildings you’re occupying will help reduce crucial decision-making time, and ensure you get out of a dangerous situation safely. BE PREPARED TO GET OUT. ROAD WARRIOR PRO TIP: 68OPUS AGENCY
  9. 9. Fly airlines consistently to gain select status. The creature comforts are a nice bonus, but it’s really all about shorter security lines and priority boarding. Slogging through a crowded airport is an unfortunate reality of most business travel. Minimize your headache with tools like Global Entry (which includes TSA Pre-Check), mobile passport check-in, and mobile check-in apps with electronic boarding passes. Prepare everything you can ahead of time, rather than in line at the security checkpoint. STREAMLINE YOUR AIRPORT EXPERIENCE. ROAD WARRIOR PRO TIP: 79OPUS AGENCY
  10. 10. Type out your email replies before paying for/connecting to in-flight internet. The lack of internet access at the start of your flight will help you focus and accomplish more—just remember to download any necessary documents to your desktop beforehand. You might think a six-hour cross-country flight will be a great chance to catch up on your to-do list, but there’s no way you’ll get six hours’ worth of work done in that time. Noisy or obtrusive neighbors, turbulence, crowded conditions—these will all cut down on the efficiency of your work. Set a reasonable goal for yourself, and once you’ve achieved it, focus on rest and recuperation until you land. You’ll be more productive once you’re on the ground. PLAN YOUR IN-FLIGHT PRODUCTIVITY CONSERVATIVELY. ROAD WARRIOR PRO TIP: Planning to work through your 4hr flight? Count on 2 good hours. More #TravelTips in this @OpusAgency #eBook: bit. ly/opustravels #EventProfs 810OPUS AGENCY
  11. 11. Keep all your cords and devices in a dedicated travel bag that you can easily grab each time you travel, rather than scrambling to make sure you have everything when packing. There are a zillion tech solutions for travel productivity, but there are a few essentials that can end up saving the day. Air cards, spare device chargers, mobile battery back-ups, international power converters, and a portable wireless mouse will make life a lot easier. Some frequent travelers even pack travel monitors to give their weary eyes a break from staring at a small laptop screen. DON’T FORGET YOUR GADGETS! ROAD WARRIOR PRO TIP: 911OPUS AGENCY
  12. 12. Looking at a long drive with no calls on the schedule? Catch up on those personal calls you’ve been meaning to make, or hone your professional skills with podcasts or audiobooks. If motion sickness isn’t a concern, use your air card to hop back online from the passenger seat. Flying in and out of major cities often means considerable time in the back of a car getting between home, the airport, and your destination. Depending on the city, this can translate to hours spent on the road, which can totally sap your productivity. Whenever possible, plan ahead to put that time to good use. Schedule status updates and team huddles for when you know you’ll be in the car. Just don’t forget to bring your hands-free device! MAXIMIZE CAR TIME WITH STRATEGIC PHONE CALL SCHEDULING. ROAD WARRIOR PRO TIP: 1012OPUS AGENCY
  13. 13. It’s so easy to get caught in the work travel trap of late nights, heavy dinners, and little sleep. Listen to the little voice in the back of your head saying “make good choices.” Life on the road can burn you out. When you get caught up in the pursuit to maximize efficiency while away from home base, it’s easy to go a little off the rails. Block out time in your calendar to take a walk around a nearby park, exercise in your hotel gym, or even spend an early morning taking a short spa session. Your lowered stress levels and renewed focus will make any worries about lost time melt away. SCHEDULE LEISURE TIME TO KEEP YOURSELF SANE. ROAD WARRIOR PRO TIP: Work travel got you down? Scheduled me-time saves the day. More #TravelTips in this @OpusAgency #eBook: bit.ly/opustravels #EventProfs 1113OPUS AGENCY
  14. 14. A little accountability goes a long way—try to find a travel buddy who will join you in making positive choices on the road. Eating healthy, exercising often, reading or meditating regularly—these are all activities that require regular repetition. Going on the road for a week is a great way to completely blow those habits up and halt your positive progress completely. Instead of trying to do everything just as well as you do when you’re home, try achieving smaller versions of these same goals. Rather than reading two books a month, focus on reading for 20 minutes each night before bed. The feeling of accomplishing these goals will help you maintain your habits at full speed once you get back home. DOWNSIZE YOUR PERSONAL HABITS TO STAY ON TRACK. ROAD WARRIOR PRO TIP: 1214OPUS AGENCY
  15. 15. TITLE GOES HERE As Executive Vice President of Agency Customer Success, Paula's expertise lies in bringing on new clients and developing the team and systems necessary to successfully manage new initiatives, while meeting client business objectives and strategies. Through her work with all of Opus’ clients, Paula has put this expertise to good use in service of extremely high-touch events involving world dignitaries and CEOs from around the globe. In the process, she has developed lasting partnerships with clients who know and trust the level of work and customer service she provides. A seasoned veteran of the integrated event management industry, Paula joined Opus in 2000 and has extensive experience in all aspects of client event marketing initiatives. She has successfully executed enterprise global events, city seminars, conferences, client trainings, C-level events, incentive programs, complex registration programs, and more or less any ancillary activity you can think of. OPUS AGENCY is a brand events and marketing agency. We create and manage hundreds of events and campaigns every year, all over the world, including things like strategic executive-level summits, immersive brand experiences, and conferences with 30,000 attendees. We have amazing people that share strong values, and a specific methodology that ties everything we do to customer success. We call it TeamCS™. Interested in putting Opus to work for your brand? Contact Kristin Waters to learn about partnering with Opus Agency. 15OPUS AGENCY
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  17. 17. OPUSAGENCY.COM

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