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Business travel: what is it and how can it help your company.

Posted Feb 22, 2023

Business travel is any journey that is taken specifically for work purposes. This can incorporate any form of transportation and travel duration, as long as it is not for leisure purposes or as part of your daily commute. From a short drive across town to a flight halfway across the world, if you’re taking a trip on behalf of your company, it’s business travel.

What are the main reasons for business travel?

There are many reasons why an organisation would choose business travel. By making an effort to send employees to events, businesses can gain knowledge, strengthen relationships and secure new business. From small check-ins to following big sales leads, more often than not, business travel provides an outcome that is worth the investment.

Some of the main reasons for business travel include:

Securing a deal — First impressions are always better in person, so when you’re meeting another organisation (particularly when pitching for their business), making the journey to their base of operations shows that you’re serious about forming a beneficial relationship with them.

Networking — You may not have a new lead to follow right now, but by travelling to networking events relevant to your industry, you’re likely to meet individuals who may be worth keeping in touch with for future opportunities.

Attending meetings and events — Living in a digital age, video conferencing has become the norm for many businesses. However, certain events are more productive and more practical in person, such as training seminars.

Visiting branch locations — If you’re part of a large organisation, your business may have several places of operation. This means that branch visits will be necessary to check that locations are running smoothly and safely.

Giving a personal touch — Sometimes, business travel can be as simple as showing your face. It’s an excellent way to keep your ear to the ground and keep an eye on employee morale.

Why is business travel important?

Opportunity.

It’s true that you can source business leads online without ever needing to leave the office, but doing so could throw away untold opportunities. It’s much easier to strike up conversations with people in person than via email, helping to build more natural first impressions. By taking your business on the road to an event, you could leave with a contact list that is filled with people you didn’t even know existed.

Putting a face to a name

It’s no secret that people like interacting with other people more than they do with a faceless organisation. If a meeting is essential, conducting it in person can help you connect on a human level and increase your chances of converting prospects into new clients. Even if you have already secured someone’s business, meeting them in person will help to cultivate your relationship by allowing them to interact with you rather than your name in their inbox.

Digital communication is convenient, but much of what we say can get lost in translation without the nuances of face-to-face interactions. Words on a screen can be misinterpreted, which can lead to errors or damaged relationships. Travelling for an important meeting can ensure that both parties stay on the same page.

The ability to lead and inspire is a crucial element in the success of many businesses. By taking the key stakeholders in your company to an in-person meeting with a client, you can reassure them — and the client — that you are invested in the mutual success of your partnership and that you can confidently inspire those around you.

How to manage business travel

Business travel can offer a range of benefits to an organisation, but it’s not as simple as just getting up and heading out the door. Many business trips will be far from home or span several days, meaning that some pre-planning organisation is required to keep you and your employees punctual and safe during your journey.

First things first, how are you going to get to your event? If you are transporting multiple employees to an event, you’ll need to plan what the most efficient way to get there is based on many factors, including:

The number of passengers

While it might be cheaper for the business to ask everyone to drive their own cars to an event, renting a minibus ensures that everyone arrives at the right location, at the right time, and minimises the risk of unforeseen circumstances like an accident. While it often makes sense to travel as a group, each journey is a balancing act between the above factors to find a travel solution that’s right for you.

If you’re travelling far or are attending a multi-day event, you’ll need to consider accommodation. Whether you choose to stay in a hotel or rent an apartment, you’ll want to make sure that the location is easy to reach, close to your destination and is the right size to accommodate your team suitably.

Saving money on a cheap hotel is a smart way to reduce costs, but your employees won’t thank you if they don’t have their own bed and have to skip breakfast to get to the event on time.

Simply put, business travel costs money. You’re asking employees to travel away from home on behalf of the business, so you need to cover the costs for them. Travel and accommodation are the big ones when it comes to your spending, but you’ll also need to think of more minor things like reimbursing your staff for their meals, an entertainment budget for your team’s off time, and any money you need to set aside if you plan on schmoozing a client.

You need to strike the right balance when setting the budget, as you need to keep your employees happy and motivated, but you need to keep costs low enough that it’s still worth the investment from a business and financial perspective.

Disaster recovery

You can plan every detail for the perfect trip, but you also need to prepare for if the worst should happen. If your transport breaks down or your accommodation becomes unavailable at the last minute, you’ll need to be able to act fast to secure a replacement. You have a duty of care to all your employees, which means you need to ensure they can all safely reach suitable accommodation, even in a disaster scenario.

Hire a business travel expert

As planning business trips that are safe, cost-effective and beneficial to the company can be complex and time-consuming, many organisations choose to outsource their business travel needs to an external company that will take care of all the logistics for them.

At CMAC, we provide unbeatable corporate travel services to get businesses to and from wherever they need to go. Our list of tried and tested suppliers ensures that we can procure the right vehicles to suit your specific needs. Plus, our hotel and accommodation solutions provide on-demand and planned hotels for companies across the globe.

To learn more about our full range of award-winning business travel and ground transportation solutions, get in touch with our customer service team, who are happy to hear your queries 24 hours a day, 7 days a week.

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The experienced managers will offer you several options for conducting an event according to your budget and preferences.

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The experienced managers of Optima Tours will be pleased to develop a budget optimization plan for your corporate trips and events, provide free-of-charge consulting, and offer recommendations for reducing expenses for your business trips.

We will be glad to sign a mutually beneficial contract for corporate services with your company and see you among our long-term partners.

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Travel hacks for your Moscow business trip

Moscow has three main international airports: Sheremetyevo, Domodedovo and Vnukovo. From all of them can you can get to the city via the Aeroexpress Train or taxi.

Please follow the signs to get to the Aeroexpress Station. If you have any trouble, go to the nearest Information Stand – the attendants there speak English, and surely will be able to assist you. The Aeroexpress Trains will take you to one of Moscow’s train stations, depending on which airport you leave from. Travel time is about 30 minutes. Tickets cost 340 rubles (7 euros or $10), and you can buy them from a vending machine just before train departure (credit cards are accepted), or to save time, buy your tickets in advance from the Aeroexpress website.

If you prefer, you can grab a taxi. You will need to order your vehicle in advance; otherwise, you run the risk of becoming a victim of the privateer taxi drivers, who will aggressively offer you their services as soon as you leave the arrivals area. Ignore them.

http://www.taxi-pilot.ru/eng/taxi_in_moscow.html

http://www.9995556.ru/about (possibility of renting a car with driver)

http://www.womantaxi.ru/ (female taxis – drivers are women)

http://www.moscowminitaxi.ru (possibility of renting a car with a driver for a day or longer)

Bankcards and money

The official currency of Russia is the ruble, and payment in other currencies is not possible. You can change your money into rubles right at the airport, but not at very favorable rates. If you need cash to pay for your taxi (the average price from the airport to the city center is 800–1,200 rubles (17–25 euros or $ 24-35), and credit cards are not accepted), then change a small amount at the airport. After that, exchange the rest at a more favorable rate in any bank in the city. In Moscow, almost everywhere you can pay by credit card, with the exception of some small shops, subway ticket offices (!) and most museums. However, it is always best to have cash in your wallet, because if a bankcard terminal is not working at a store, you will learn this only when you reach the checkout counter: posting announcements about such problems is not done in Moscow. In addition, if the seller does not have change for a large bill, he/she will likely ask you to solve this problem yourself, in which case you will have to resort to using your bankcard.

Getting around in the city

Ideally, if your office and hotel are located not far from each other in the city center, then you can walk between the two places. The territory of Moscow is huge, and trying to get to faraway places on foot is impossible. Alternatives are the Metro (subway) and taxis. Pros of the former are the speed and relative cheapness, cons are the intolerable stuffiness in the railcars and the huge number of passengers. The pros of the latter mode are obvious, but all these are nullified in monstrous Moscow traffic jams during rush hour. Rule number one: plan your meetings in advance and choose the appropriate times and modes of transportation.

By the way, along with the “official” taxis, people in Moscow often use private “motorists.” You can flag down a car anywhere in the city, just go to the roadside and raise your hand in a characteristic gesture. The average price in the city is about 300 rubles (6 euros or $9). Keep in mind that when you travel with a private “motorist,” you are responsible for your own safety. Phone numbers of emergency services are given in the box.

Translation problems

Contrary to the opinion of Muscovites, in Moscow very few people can speak normal English. Yes, they will be able to explain to you how to get somewhere in English, but not much more than that. If you will need to converse a lot, it is better to use the services of a personal translator. This service is provided by translation bureaus and specialized agencies. Here we list some of them:

http://www.primavista.ru/eng

http://moscowtime24.com/services/interpretation-services.html

http://www.welcome-moscow.com/

http://interpretermoscow.com/en/

Where to work

Moscow has no shortage of restaurants for holding business meetings. However, as far as good work spaces go, the city offers limited opportunities. If you need to rent an office for a few days, with all the necessary equipment, then take advantage of the co-working centers. Recently, this concept has gained a lot of popularity in Moscow, so it will not be hard to find something suitable: for example, a strict office for a serious meeting in the business district of the MIBC Moscow-City, or the so-called creative space for creative work near a park.

By the way, socket types C and F of 220 V are used in Russia, so do not forget the 220-volt adapter for your laptop.

Co-working places:

http://coworkstation.ru/

http://flacon.ru/space/coworking/

http://ditelegraph.com/

Emergency numbers

In Russia, a common three-digit number system is used to call different services in an emergency: Ambulance – 103, Police – 102, rescuers and firefighters – 101, 112.

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The 10 best business travel backpacks for style and comfort

I recently ran into a pretty big issue on a work trip.

During the middle of a flight, my laptop was running out of charge, so I opened the overhead bin and pulled down my Away backpack, which had a charger inside the main pocket.

As I went to open the pocket, I couldn't get the zipper to pull. No matter how hard I tried, the zipper was stuck.

I eventually pried the pocket open enough, and when I landed back home, my local zipper-repair shop told me that I had one of two options: buy a brand-new backpack or pay $80 to install a new zipper track (that wouldn't even match the original one).

Away's lifetime warranty excludes backpacks (technically called "soft goods"), so I figured it was time to invest in a new bag. I wanted something that would be durable, stylish and spacious — but not too unwieldy.

I took to Instagram to ask for recommendations, and I got an overwhelming number of suggestions. I eventually distilled the list down to some top picks. And just in case you might also be in the market for a new travel backpack that works for business trips or hauling laptops around, I thought I'd share the tips, suggestions and research I used to make my decision.

Without further ado, here are the best business travel backpacks that maximize form and function.

Related: Review of the Away Larger Carry-On

Tumi Navigation Backpack

In my informal social media poll, no brand received as much praise as Tumi . That's not necessarily surprising, as this travel gear brand has been a fan favorite for frequent flyers for many years. Though Tumi makes a handful of durable bags, the Navigation Backpack excels for a wide range of travel needs.

There's a separate padded laptop compartment (that can fit even the largest MacBooks), as well as a main storage area and plenty of other smaller pockets.

But my favorite feature is the bag's zip expansion capability, which will certainly come in handy if you pick up some souvenirs or other swag during your trip.

The Navigation Backpack comes in five colors, giving you plenty of choices to match your personal travel style.

Tumi also offers two more contenders for the best business travel backpack: the slightly larger Alpha Bravo Search (which also came highly recommended in my Instagram poll) and the Bradner Backpack — the brand's most stylish one yet in my book.

Buy: From $525

Aer Pro Pack 20L

As far as business-travel backpacks go, Aer's is certainly quite stylish. It comes in three colors (black, navy and olive), and it's made of sustainable materials without compromising on durability. A separate laptop compartment safeguards your most precious technology, while the main compartment is large enough for all your chargers and other travel accessories.

The standout feature is that the main compartment features a 180-degree flat-open zipper system, which gives you unobstructed access to all of your belongings.

Plus, there's even a hidden pocket to store an AirTag or other smart device tracker so that you can locate your bag even if it's stolen or if you misplace it.

Buy: From $179

Rimowa Flap Backpack Large

If you're looking to make a statement, Rimowa's travel bags are the way to go.

This luxury bag manufacturer has entered the travel backpack space with its new Italian-made large canvas Flap Backpack, which even sports the iconic groove design on the outside.

The inside features a padded laptop sleeve and a large drawstring compartment to fit all of your travel essentials. With a flap-top enclosure secured by a magnetic buckle (that's emblazoned with the Rimowa logo), there's no doubt this is a very stylish, spacious and durable bag.

The one big downside? It is Rimowa and, as a result, doesn't come cheap. But it's also the bag that'll probably make the strongest first impression once you enter the boardroom.

Buy: From $1,700

Samsonite Novex Laptop Backpack

No worries if you are shopping for a travel backpack on a more down-to-earth budget, as the Samsonite best-seller has a lot going for it, starting with the price. At just $74.99 (on a 25% off sale at the moment), it's one of the most affordable bags in this guide.

Yet, the Novex Laptop Backpack doesn't compromise on the basics. The separate laptop and tablet pocket features a special webbing system that provides extra durability in case you drop the backpack. Plus, thanks to the special supportive lining on the top front pocket, you won't have to worry about misplacing your headphones, glasses or phones.

The main storage compartment has room for all the essentials, though you may not find it large enough for a full change of clothes or a pair of shoes.

While this backpack is a solid option and is a great deal considering the price, it doesn't feature all the bells and whistles you'd find with some of its competitors.

Buy: From $74.99

Nomatic 20L Backpack

Though you may have never heard of Nomatic before, this brand receives rave reviews from its loyalists. The company's best-seller backpack comes in two sizes, 14 liters and 20 liters, both of which are expandable by nearly 20%.

The flat rectangular design may be controversial at first glance, but at least you can't complain about finding space for all of your gizmos. The bag has a staggering 24 unique storage compartments that range from enclosed pockets to mesh nets, and it's a great bag for those who like to stay extremely organized when they're on the road.

Plus, with a water-resistant coating on the outside, this might just be one of the most durable travel backpacks out there.

Buy: From $279.99

Timbuk2 Never Check Expandable Backpack

The Timbuk2 Never Check Expandable Backpack has space for everything and then some. The padded rear pocket is the perfect spot for a laptop, and I love that you don't need to dig through your bag just to find your computer.

The main compartment is quite spacious, and you can even expand this space by nearly three liters, giving you more room for your belongings. Plus, the front pocket has a dedicated organizer with multiple pockets, so you'll never forget where you put your passport, charger and cables.

This may be one of the bigger bags in this guide, but you'd never know it just from looking at it. (You could opt for the smaller Timbuk2 Q Laptop Backpack if you want something smaller.)

If there's one downside, it's the style — the bag isn't nearly as eye-catching as some of the others.

Buy: From $209

Incase A.R.C. Daypack

Apple aficionados will no doubt be familiar with Incase, a popular brand of cases and protection solutions for iPhones, iPads and Macs.

That said, Incase's A.R.C. Daypack could be a great backpack option, even if you don't tote around a MacBook or iOS device. Much like an Apple product, the backpack's design is minimalist, yet highly functional.

The laptop pocket is big enough for a 16-inch computer, and it's lined in faux fur for additional protection. On top of that, the travel tech compartment has RFID-blocking technology, preventing thieves from stealing your digital info.

A water- and stain-resistant coating, two dedicated water bottle holders and a pass-through system for rollaboard bags make this the ideal bag for anyone going from the gym to the office to the airport. If you need something bigger, Incase also makes a larger A.R.C. travel pack.

But perhaps just as importantly, both bags are made from a sustainable mixture of recycled polyester, giving them their A.R.C, or "a responsible carry," acronym.

Buy: From $127.18

Ogio Renegade RSS Laptop Backpack

If you're looking for the bag with the most pockets, this might just be the one for you.

Ogio's flagship backpack has dedicated space for everything (laptop and iPad included) and then some. A phone pocket, two zippered side pockets, five main pockets — you might just get lost looking around for your gear.

No matter how much you stuff this nearly 30-liter backpack, you shouldn't have much of a problem carrying it around. I love the supportive padded back panel and shoulder straps, which make it easy to lug it around the airport or corporate campus.

Just note that the bag isn't necessarily the most stylish, nor does it feature a strap to store it on the handle of your rollaboard bag.

Buy: From $160

Briggs & Riley Traveler Backpack

At first glance, your eyes might be caught by this Briggs & Riley backpack. With its boxy corners and flat pockets, it definitely makes a statement.

Then, once you start opening the different pockets, you'll likely be impressed by how much you can fit inside, especially thanks to the 180-degree lie-flat opening that allows unfettered access to every nook and cranny.

The tablet laptop and tablet sleeve are in the same area as the main packing compartment, but it's separated by a zippered inner pocket to keep your clothes all by themselves.

Another nifty feature includes a so-called "PowerPocket" that fits an external battery pack and keeps a charging cable within easy reach for a quick boost of juice while you're on the go.

Style, form and function — this backpack is a winner, and while it isn't the cheapest in the line-up, it also doesn't come with the Tumi or Rimowa price tag.

Buy: From $329

Bellroy Classic Backpack Plus

Sometimes, the simplest solution is actually the best. If you're the type of person who ascribes to the "less is more" philosophy, then Bellroy's Classic Backpack Plus is probably your best bet.

You won't find any complicated zippers or expandable compartments inside, but this bag packs a mighty style punch in a versatile package.

There are two main compartments in the backpack — one for your laptop and another for the rest of your belongings. The front of the bag features a small zip pocket for storing small essentials, and that's basically it. But don't be fooled; the bag sports a 24-liter capacity, so you'll find plenty of room for your gear.

If simplicity is what you're after, then you can't go wrong with Bellroy's flagship backpack.

Buy: From $189

Bottom line

Now that my Away Backpack is really on its last breath, I find myself facing decision anxiety.

There are 10 great choices for a replacement, and I'm torn as to which one to use going forward. I'm personally a big fan of the Rimowa design, but that $1,700 splurge might need to wait until I write my holiday wishlist.

Until then, I'm currently leaning toward a Tumi backpack. After all, there must've been a reason that it was the most-loved business travel backpack in my research.

Related reading:

• Key travel tips you need to know — whether you're a beginner or expert traveler
• The best travel credit cards
• The 18 best places to travel in 2023
• 6 real-life strategies you can use when your flight is canceled or delayed
• 8 of the best credit cards for general travel purchases
• 13 must-have items the TPG team can't travel without