The productive mobile workspace: A business traveler’s guide

Business travel can be exhilarating, offering new opportunities and experiences. However, it also comes with the challenge of maintaining productivity and effectively managing a team while constantly on the move. Thankfully, with a little planning and the right tools, you can create a productive mobile workspace and keep your team running smoothly, no matter where work takes you.

In this article, you’ll get practical tips for creating an efficient mobile workspace, maintaining self-care and productivity, managing remote teams, and leveraging remote work software to make work on the road feel as seamless as possible.

Practical things to consider before you hit the road

Creating an efficient mobile workspace is the very first step business travelers should consider. Here are some key components to ensure your environment and tools are supporting your productivity:

1. Tech essentials: Make sure any hardware you pack is lightweight, compact in size and easy to connect with different ports and adapters (especially with intercontinental travel). Travel with power banks and universal power adapters. 

2. Neutralize distractions: To minimize distractions and overstimulation, take noise-cancelling headphones and ear plugs with you. 

3. Reliable connectivity: No doubt, a dependable internet connection is essential for remote work. Invest in a mobile hotspot or a global SIM card with a comprehensive data plan. Refrain from using public Wi-Fi in airports, hotels, and cafes to avoid cybersecurity risks. 

Self-care tips to navigate the challenges of business travel

Travel and remote work add stress with factors like jet lag, layovers, uncomfortable accommodations, back-to-back meetings, and long stretches away from home. These things can all impact your focus and efficiency. Minimizing the impact of these aspects requires a mix of discipline and flexibility, especially around your own self-care and productivity.

Here are some self-care tips to help you maintain a high level of performance during business travel:

1. Establish routines and rituals: Develop a consistent daily routine with dedicated work hours, regular breaks and meals, and time to explore. A structured schedule helps maintain focus and balance and keeps stress at bay. If you’re staying in one place longer, try establishing a ritual of taking your morning coffee or lunch at the same place. Familiarity and repetition can help foster a sense of safety and ease.

2. Nourish your body: Travel can take a toll on your body. Stay hydrated, eat nutritious meals, and make sure to get enough quality rest. Incorporate exercise into your routine, whether it’s a quick workout in your hotel room or a brisk walk around the city.

3. Take breaks: Remember to take breaks and enjoy the travel part of business travel! A change of scenery can boost your creativity and help you return to work with a fresh perspective. A systemic review summarized by Harvard Business Review shows that taking breaks outdoors is better than spending break time at the desk.

4 strategies to keep your team aligned and productive as a traveling manager

Effectively managing a team from a distance requires clear communication, strong organization, and an efficient toolset. Here’s how to stay on top of remote team management challenges while traveling:

1. Transparent communication: Inform your team members about your travel schedule and availability ahead of time. Do regular check-ins through video calls to help maintain a personal connection and discuss complex matters quicker. A study by Harvard Business Review found that nearly half (46%) of respondents rated managers who regularly and consistently check in with remote team members as the most successful.
2. Set clear expectations: Clearly define roles, responsibilities, and deadlines among your team members. Use project management tools to organize and assign tasks and monitor progress, ensuring everyone stays aligned with their goals.
3. Delegate responsibilities: Trust your team members to handle their tasks effectively. Delegate based on individual strengths and capabilities to not only reduce your workload but also empower your team.
4. Connect time zones: Coordinate your schedule to accommodate different time zones. Plan your day to align with your team’s working hours as much as possible. Batching tasks during overlapping times can minimize disruption and enhance productivity.

Productivity tools for the road: must-have software for business travelers

Remote work productivity depends on being smart with your software choices. So, in this final section we’ve listed some essential productivity tools for business travelers to ensure seamless work and effective team coordination on the go.

Cloud storage solutions: Use cloud-based services to store all work documents to make them accessible from anywhere and simplify instant file sharing with your team. Plus, this safeguards you against data loss in case your work devices get lost, stolen or broken.

Productivity apps: Leverage productivity tools for both organizing your to-do lists and blocking out distracting websites and limiting your social media use. Utilize time zone management tools to schedule meetings across different regions.

Collaboration and communication: To facilitate real-time collaboration, use multi-channel communication tools like Slack, Microsoft 365, Google Workspace and others to keep everyone on the same page and allow for quick problem solving. These platforms enable seamless communication and document sharing, keeping your team connected and efficient.

Remote team productivity management: Software like DeskTime can be incredibly beneficial for traveling managers as it provides detailed insights into how time is spent on tasks and projects, helping you identify productivity patterns and areas for improvement. It allows you to monitor your remote team’s performance, ensuring accountability and transparency. 

Work smart and enjoy your travels

Balancing travel and work can be challenging, but with the right tools and strategies, you can create a productive mobile workspace and manage your team effectively. With a proactive approach, you can achieve your professional goals while exploring new horizons.