Travel like a pro: 20 tips for smarter business travel in 2025

Preparing for the trip

Preparing for business travel can be stressful. The flight is booked (but your seat is right next to the bathroom), you had to sit on your bag to shut it properly, and you’re 100% sure you’ve forgotten something.
When you plan ahead, you’re not just avoiding stress — you’re setting yourself up for success.

So let's imagine the perfect start to your trip: You’ve already secured the best flight (no layovers 🎉), packed light and organized, and even double-checked your list of essentials. You’re not just another frazzled traveler running through the airport; you’re a savvy professional ready to hit the ground running. By getting your ducks in a row early, you turn the hectic chaos into your own personal power move. And when you step out the door the day of your trip, you’ll be feeling like you’ve already won the first round of business travel.

1. Book early for better deals

Booking flights and hotels far in advance not only saves money but also gives you more options for seating and accommodations. Choosing direct flights can save time and reduce the chances of delays.

2. Stick to carry-on luggage

When flying, avoid checked luggage whenever possible. A carry-on saves you from long waits at baggage claim and eliminates the risk of lost bags. Pack light and invest in packing cubes to organize your essentials. Traveling light will also reduce your overall emissions - and make ground-transport a much more pleasant experience.

3. Use a travel checklist

Prepare a checklist covering essentials like toiletries, chargers, travel documents, and business materials. Having a go-to list reduces the chances of forgetting vital items. Are you booking for yourself or someone else? Then get our free travel checklist to make sure you cover all the essentials. Get the travel checklist here.

4. Duplicate your essentials

If you’re a frequent traveler, keep duplicates of toiletries, cables, and chargers permanently packed in your travel bag. This will simplify packing for any last-minute plans.

5. Get travel insurance

Life is full of unpredictability, and no one wants to get stranded without coverage for emergencies like flight cancellations or medical expenses. Travel insurance is an investment you’ll be glad you made. 

Check in with your travel admin to learn about travel insurance and safety measures for travelers, to be familiar with your duty of care policies and features before you start your trip. 
 

6. Prioritize a Comfortable Wardrobe

Pack wrinkle-resistant, business-casual clothes that allow you to shift from meetings to casual dinners effortlessly. Don’t forget a pair of comfortable shoes for long airport walks.

7. Have digital copies of important documents

Save scanned copies of your passport, ID, and itinerary on your phone and a cloud storage service. This safety measure helps in case your physical documents are lost.

8. Join loyalty programs

Sign up for airline and hotel reward programs—even for infrequent travel. Points add up quickly and could land you free upgrades, meals, or stays in the future. When booking, check with your travel admin if you have negotiated rates or loyalty programmes with airlines, hotel chains or car services. TMS systems like Goodwings enable you to add personal or company wide reward programs to your booking easily.

9. Pack healthy snacks and hydration aids

Airports and planes are notorious for unhealthy food options. Carry high-protein snacks and reusable water bottles to stay nourished and hydrated throughout your trip.

10. Research the destination

Learn about the local weather, culture, and business customs. This effort will help you pack appropriately and prepare for seamless interactions with clients and colleagues.

On the road

You’ve made it through the airport, but now comes the real test: surviving the journey. With long layovers, delayed flights, and a 5% charged phone with no Wi-Fi in sight, it can easily start to feel like the world is working against you.

You control the vibe of this trip. So let's imagine how you can avoid hiccups, and effortlessly get to your destination: With a portable charger in your bag and offline apps ready to go, you're armed and ready to keep everything running smoothly — no more running around looking for outlets or scrambling to download last-minute info. What’s more, you’ve already prepared for the jet lag, so when you land, you won’t be fighting fatigue — you’ll be stepping off that plane with your energy dialed in and your mind sharp. You’ve got the tools to stay in control, and that’s the real game-changer.

11. Leverage airport lounges  

Frequent flyers or loyalty program members often get access to airport lounges. These spaces provide a quieter and more comfortable area to work or relax while waiting for your flight.  

12. Bring portable chargers and power banks  

Stay powered up on the go! Between delayed flights and long meetings, a portable charger ensures you’re never caught with a dead phone or laptop.  

13. Plan for security lines  

Want to breeze through security checks? Make sure to arrive earlyKeep electronics and liquids within easy reach to speed up the process.  

14. Download offline travel apps  

Save maps, boarding passes, and itineraries for offline use. Tools like Google Maps, TripIt, and airline apps often work without internet and can help you stay on track.  

15. Prep for jet lag  

Landing in a new time zone? Adjust your sleep schedule before departure or stay awake until local bedtime upon arrival. Onboard, set your watch to your destination’s time and stay hydrated. Avoid alcohol and caffeine, and sneak in sleep when possible. Upon arrival, resist the urge to nap; instead, go for a walk in natural sunlight to help reset your internal clock. Skip screens before bed, and consider foods like almonds or cherries to boost melatonin and help you sleep.

16. Reserve your plane seat strategically  

Choose an aisle seat for quick access or a window seat for uninterrupted sleep. Travel management systems like Goodwings enable you to list your preferred seating, to make sure you get your preferences met, even if someone else handles your booking.

At the Destination

We all know that moment when you check into a hotel and realize it doesn’t quite meet your expectations — slow Wi-Fi, cramped rooms, or even the dreaded mix-up with your reservation. But when you plan your stay with purpose, that’s not even a blip on your radar.

Imagine arriving smoothly at your destination: You’re walking into a space designed to make you productive, comfortable, and at ease — because that’s what professionals like you deserve. And when you have time between meetings? You’ve already mapped out how to recharge with local experiences or a quick break, so you’ll be back to your best self in no time. 

17. Optimize hotel stays 

Check into a hotel aligned with your priorities. Need fast Wi-Fi? Verify before booking. Want to save time? Ask for an early check-in or late checkout during check-in.

18. Schedule smartly

Don’t cram too many meetings into one day. Allow buffer time for rest, commute, and unexpected delays. Operating at full capacity keeps you sharp for key presentations.  

19. Use coworking spaces 

If your hotel lacks the right work environment, search for coworking spaces. They provide professional settings, fast Wi-Fi, and the chance to network with other professionals.

20. Unwind with local experiences 

Business travel doesn’t have to be all work and no play. Explore your surroundings, try local cuisine, or visit a landmark to make your trip more memorable and fulfilling. If you're short on time for planning a full itinerary, tools like Goodwings' AI trip itinerary builder can help you find recommended sustainable dining options, popular local sights and give you ideas for what to do when you need to unwind, like taking a walk in a nearby park.