Planning stress-free business trips: It's as simple as that

Posted By: Matthias Vrieler In: Reisen On: Montag, Februar 6, 2017

There's a business trip coming up. The boss is happy now: the management assistant takes care of the travel planning. But also as a newcomer to the profession, you are occasionally sent on business trips and often find yourself alone with the travel organisation. Unlike the boss, you won't be flying business class or staying in a luxury hotel. But you don't have to go to a meeting at the place of arrival stressed and exhausted: we have tips for stress-free travel planning - from visas and airports to the right ID case - including a checklist for business trips to keep track of things.

Open sesame... 

In order to ensure that the business trip does not end at the airport of arrival in front of closed country borders, a visa is required normally. The EU does not have a visa, and some countries such as Japan issue visas after arriving in the country. Up-to-date information on which visa is required and where, can be found in the travel and security information of the Federal Foreign Office.

If necessary, you should plan in enough time in advance to apply for a visa at the relevant embassy or consulate: sometimes this can take up to a week or more, in many places you have to appear in person.

By the way: Some countries require a passport, which is valid for several months. Therefore, you should not wait until the last second possible to renew your passport. Among other things, because it takes three weeks until it is issued by the citizen's office - so make a note in the calendar in good time! 

Less is more 


Even luggage can be an obstacle: in order to avoid waiting times at the baggage claim area (sometimes very long) you should only travel with hand luggage. All airlines report online which pieces of baggage are permitted for the cabin. This concerns both the dimensions and the weight. A luggage scale helps here, or alternatively: First you have to step on the body scale at home, then you have to step on the body scale without a suitcase, the difference is the luggage weight.

Especially with more modern aircraft models, the luggage space above the seats is smaller, which is why you should adhere to these guidelines in order to avoid friction in the cabin.

But the same appeals to rail passengers as well: light luggage makes it easier to travel. Anyone who has ever tried to squeeze a large suitcase into the luggage compartment of a completely overcrowded ICE car knows this. 

Ready to take off?

Tickets, passports, credit cards, frequent flyer program membership cards, business cards, perhaps the hotel's contact details and, in the best case, even foreign currency for the destination: traveling requires a lot of stuff. In order to avoid having to search for an ATM at the check-in desk for a long time after the passport, or to search hectically for an ATM at the airport of arrival, it is advisable to have all travel documents in one place. A passport cover or a handy folder for travel documents, such as a travel organizer with pockets for passports, tickets and cards, is suitable. In addition, receipts can be collected in an organizer to be available to accounting for travel expenses when you return home. 


Specially designed travel organisers are more practical than wallets because of their flat design, as they fit perfectly in shirt pockets. This consideration also played a major role in the design of the BULLAZO passport organisers PLANO CLASSIC and MINI. In the Plano Classic, airplane tickets and receipts have plenty of space, and there are also numerous credit card compartments. The Plano Mini's format is slightly more suitable for trouser pockets, but here it is possible to include a pencil in a miniature format - for example, for visa forms that have to be filled in on an airplane. 

Minimal stress, maximum efficiency

Anyone who has ever sat in a narrow aircraft seat knows that this can be very painful for your back. Arriving after a business trip with tension, pain and lack of sleep not only affects your well-being, but also your performance. Going to a productive meeting with this condition becomes difficult.

A neck pillow is a good solution, a comfortable seat is even better. Now the boss doesn't just hand you a business class ticket. However, many airlines offer a frequent flyer program that allows to earn points per mile flown. These can be redeemed in rewards to an upgrade to Business Class. A popular frequent flyer programme is Miles & More, for example; several airlines, including Lufthansa and Germanwings, Austrian Airlines and Swiss International Airlines, are taking part in this programme. Those who frequently fly to the Arab world can consider participating in Emirates Airline's Skywards program.

You can also collect points on some trains. Those who can already see that they will travel more often for the company should definitely participate in such programs. Registration is usually free of charge. 

Relaxation in the airport lounge

For longer stays at airports, it is also worth paying for admission to an airport lounge instead of hanging out in uncomfortable waiting halls. WLAN, food and drinks are included in the entrance fee - but the most important thing is that comfortable armchairs and a quiet atmosphere ensure that the business trip doesn't get on your nerves before work starts. The investment pays off. The best way to find out which lounges are the cheapest and best lounges at the airports to avoid wandering around aimlessly is to plan everything before you start your journey.


Checklist: Starting your business trips stress-free

→ Is the passport still valid for another at least six months?
→ Is a visa required and, if so, where and by when do you need to apply for it?
→ Is the baggage small and light enough to pass as hand luggage?
→ Are the foreign travel insurance and all vaccinations still up to date?
→ Are all tickets, documents and some foreign currency at your fingertips, preferably everything in one place?
→ Do you know which airport lounges are suitable and where they are located at the airports?
→ Is there a membership card for the frequent flyer programme or the Bahncard in your wallet?
→ Is the address and contact details of the hotel available? 
→ Are all data also available offline, e. g. in paper form in the document pouch or as a downloaded PDF if the mobile phone reception fails?

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