What’s in the Business Travel Backpack in 2022?

At some point in your career, you may need to travel for business purposes. Whether it’s a domestic or overseas trip, attending a conference or company meeting, you may be wondering what exactly needs to be included in your business travel backpack. In this article, we’ve listed a thorough, complete list of business travel essentials and we’ll explain why you need these items. 

Business trips often require you to bring both personal and professional items, so using a packing checklist for a business trip helps you organize and carry these items when you travel for work. Without a checklist, you’ll be more likely to forget an essential item that you’ll need for your work while away from the office. A checklist can also help you pack faster, so you can maximize your time before you leave for a business destination. 

What should be included in your business travel backpack?

We’ve broken our list down into 5 main categories: Business essentials, Documents, Accessories, Clothing, and Personal Items. Be sure to consider packing each of the items we mention below for your next business trip:

Business essentials

  • Laptop or tablet

Even if the hotel offers computer-rental services, it’s also a good idea to bring your own laptop or tablet. Think about the security of your business files, applications, and presentation software. Bringing your laptop also allows you to work efficiently while traveling anywhere, at any time, on any transportation. 

  • Cell phone and chargers

It might seem too obvious, however, you might leave your home thinking you’ve got everything you need, only to discover while you’re in the taxi that you forgot your chargers. So, remember to charge your batteries fully the night before and pack all your chargers into your business travel backpack right when you wake up. Or if you really want to be prepared, consider buying a spare charger to keep permanently in your travel bag.

  • WiFi hotspot

Carrying your own internet hub may be helpful while traveling for long hours to different places. You can then work efficiently without worrying about a weak internet connection. It’s also a great idea if you’re at the airport, hotel lobby, or convention center where large numbers of users log in at the same time, which can lead to slow connection speeds.

  • Headphones or earbuds

These sound devices help you work continuously during transit or conduct online meetings in various environments. You can also use them for entertainment during break time. 

  • Business cards

Going to business meetings or conferences is a great chance to expand your network. You can exchange business cards with other business owners or partners. It would be a pity if you forgot your business cards. If you’re concerned about the space and clutter they might take up, see our guides on five effective ways to store your business cards.

Tip: As QR codes are becoming extremely popular, you can consider including one on your business cards. By doing this, your business connections can scan this code with their device to see a professional website, social media platform, or digital portfolio of your business. 

Shoeboxed is a painless receipt tracking and expense management solution for freelancers and small business owners. If you’re a frequent business traveler, consider using Shoeboxed for better tracking expenses and reducing clutter. With the Shoeboxed app (available on iOS and Android), you can easily scan receipts, track mileage or and other business expenses, and even generate clear, well-structured expense reports from your mobile device

  • Presentation remotes

If you’re giving a presentation, bringing a remote device to move through your slides can be helpful as it allows you to interact with other professionals throughout the room. You can choose a traditional presentation remote, a laser pointer, a clicker, or present with a mobile app. 

  • Adapters

If you’re traveling to a foreign country, you may need power adapters that fit your charging cords. You can check the international standards before you travel to see whether you’ll need to purchase a device or not. 

  • Notebook and pen

Even though you can take notes with any digital note app on any device, it’s still a good idea to have pen and paper ready to take handwritten notes. By preparing these, you’ll still be able to capture information should your devices have any technical problems. . What’s more, creative thoughts that lead to big business ideas are sometimes scratched on a piece of scrap paper during a session or even over a coffee break.

Documents

Documents are the most important things you need to take while packing for business trips. Along with essentials such as your passport and other ID, don’t forget to check the local travel requirements necessary during the Covid-19 pandemic. 

  • Passport (and a valid visa)

If your business trip takes you across borders, don’t leave home without your passport. If you’re traveling abroad for business, you often need to provide border security with a guarantee of when you’ll leave the country. Without this,  some countries won’t let you in without a copy of your complete itinerary.

  • An ID card

Though you don’t necessarily need to show an ID card (such as a driver’s license or other identifying documents) together with your passport, carrying such documents can still be a good idea as they protect you from unexpected situations. 

  • Boarding pass

Your boarding pass is the second most important document after your passport. Nowadays, most boarding passes are available on your mobile, but make sure that you’ll have internet access via your phone if you plan to use one. Or you can simply take a screenshot of the boarding pass and use it offline through your photo gallery on your phone.

You can also print out the details of your transportation and accommodations for your convenience. This information can be helpful in case you need to fill in any forms or to tell your taxi driver where to drive. 

  • Vaccination certificate and negative Covid-19 test result

Some countries won’t let you in if you’re not fully vaccinated or unable to show proof of vaccination or don’t have a negative Covid-19 RT-PCR test result document. Remember that the test result is only valid for 72 hours before arrival, so if your destination requires this test document, you’ll need to take the test and be able to get the result documents right before you leave on your trip. 

Important note: If you’re traveling to another country, the local government might require you to quarantine for a while, usually from three to fourteen days. So, it’s extremely important to check the current law to see if you need to do a quarantine or not so that you can adjust your luggage accordingly. 

  • Business documentation

Last but not least, make sure you have all necessary business documents on your digital devices (or print a hard copy of them). You wouldn’t want to end up forgetting your presentation slides or any important portfolio at the last minute, would you?

Accessories 

You may think it’s unnecessary to bring accessories on a business trip. Still, these items can actually help you leave a good impression on your business partner, contributing to the trip’s success. They can even protect you from unexpected situations, such as weather changes, and so on. For example, here are the most simple and subtle accessories you can consider packing: 

  • Glasses or contacts lens

These are the most important accessories if you have eyesight problems. Don’t forget to bring a case and cleaning products for your eyewear as well. 

  • Sunglasses, hat, and umbrella

Though you can always check the weather forecast before your trip, these items are extremely necessary when traveling to tropical regions. Keep your sunglasses and umbrellas ready to protect you from the intense sunlight or rain. 

  • Watch and jewelry

Simple and elegant watches and jewelry complete your business attire for both casual and formal events. However, it’s a good idea to avoid bringing expensive and highly valued items because they’re easily lost or stolen. Instead, you can pack a functional and modest watch and jewelry for business trips. 

Clothing

It’s very important to dress up properly during business meetings. Here are the main items you’ll need to have a successful business trip: 

  • Business attire

You’ll need professional clothing, which in most cases includes suits, slacks or skirts, and dress shirts. Unless you’re taking a long trip, generally, one or two complete suits with a variety of shirts will be enough. Men may need to pack some ties that are interchangeable with their shirts and suits. For ladies, adding a scarf or pin can change the look of the same outfit so you can wear it on several occasions.

  • Formal wear

If you’re attending a formal event during your trip, you’ll need to pack an appropriate suit or dress. Black tie events require the highest formal wear, while cocktail events call for less sophisticated styles. Normally, you’ll see the dress code attached to the event invitation, but if you’re unsure of how to dress, you can ask a colleague or supervisor for a suggestion.

  • Dress shoes or heels 

Packing one pair of well-fitting dress shoes or heels is probably enough for your trip. Make sure they’re cleaned and in good condition before you pack them. 

  • Jacket or sweater

Even if you’re traveling to a warm climate, the temperatures inside airports, hotels, and conference centers can get chilly, so it’s still a good idea to pack a light sweater or jacket that you can easily tuck inside your bag. 

  • Casual outfits and shoes

After work hours, you may have personal time to explore local attractions or relax. You’ll want to wear comfortable clothing in non-business time. If you plan to sightsee, you’ll also need a good pair of walking shoes. You may even want to bring a bathing suit if you have a chance to visit the hotel pool or hot tub. 

  • Workout gear

It’s important to focus on your well-being and maintain a daily workout routine, even on a business trip. Packing some workout clothes allows you to continue your exercise routine in the hotel gym. If you prefer outdoor activities, you can even go for a run close by where you are staying during your business trip.

  • Pajamas, underwear, and socks

It goes without saying that bringing your nighttime clothes and underwear helps you stay comfortable throughout the day and night. You can even bring pillow spray in case you need a familiar smell that helps you drift into sleep easier. 

Personal items

It’s easy to overlook things when you need to keep your luggage as light as possible, but leaving behind the essentials could throw off your whole trip. Bringing personal items can help keep you comfortable during the long flights and the whole trip. 

  • Water bottle

Having a full reusable, refillable water bottle in your business travel backpack helps you stay hydrated without wasting money or generating the extra trash of plastic bottles.

  • Snacks

Even if your company or hotel provides food, you never know when you may have to wait a long time between meals. Bringing healthy snacks like energy bars or granola can get you through a long day of meetings. These snacks are also easy to pack into your backpack as they don’t require special preservation conditions and are super easy to eat during a quick break. 

  • Entertainment (books or Kindle)

A good book helps you pass long hours waiting or traveling and reading books is a good chance to take a break from screen time. Otherwise, you can always carry your Kindle or any digital reading device or app on your phone to keep yourself entertained. 

  • Basic toiletries

A personal toothbrush and toothpaste, deodorant, soap, shampoo, and a razor are all travel essentials. Buying a travel kit can be convenient as all these necessities are included, plus they are designed to meet the airline’s liquid safety requirements. On the other hand, you can always pack your own items at home, but don’t forget to check if they’re in good condition and meet those requirements. Don’t forget to pack the necessary medications, too! 

  • Sunscreen

Using sunscreen is extremely important to protect your skin from harmful UV rays. Don’t forget to apply sunscreen every morning and retouch it after 2-3 hours when participating in outdoor activities.

  • Face masks

Many countries require people to wear face masks in public places to protect themselves from getting Covid-19. What’s more, you can even get fined for not wearing face masks while doing community activities. That’s why it’s a good idea to always wear and keep some masks in your bag for your own good. You can choose either fabric masks or medical masks, depending on your preference. 

  • Medical gloves

Public surfaces may contain lots of bacteria. Together with face masks, medical gloves help protect yourself while traveling in public spaces. You may consider packing gloves for your business travel backpack, especially if you’re going to spend some time at the airport or train station. 

  • Hand sanitizer

Needless to say, hand sanitizers are handy as they’re small and easy to keep in your business travel backpack. Using them also means that you don’t need to re-wash your hands with water. If you’re allergic to perfumes, consider choosing hand sanitizer with a scent-free label. 

The bottom line

Packing for business trips will no longer be a struggle as long as you keep a handy checklist. You can keep the checklist as a note on your phone, laptop, or any other device so that it won’t get lost, faded, or damaged. 

We hope that this article helped you identify the most important items you’ll need in your business travel backpack so you can be well prepared for your travels.
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5 Effective Ways To Store Your Business Cards

Contact information is fundamental to networking and business communications. However, most business people collect hundreds, if not thousands, of business cards every year, and storing these business cards can seem like a daunting task. If you are struggling to find the best way to store business cards, let’s take a look at five effective ways to do it in this article. Depending on how tech-savvy you are, you can choose between several options for the best business card storage. 

1. Several quick tips to organize business cards

Ultimately, keeping your business cards organized is the way to keep all your contact information in line. Organizing your business cards in a particular system saves you from losing touch with new leads, important partners, or forgetting which supplier is potential for your business. 

Writing down important information, keeping your business cards safe in one place, and uploading them to your database, you will be able to build your networks and connect with many people in your industry. 

So before jumping to the best way to store your business cards, let’s see some tips to keep your cards neat and organized:

  • The order of the business cards

The most common order when organizing business cards is by name. Some people order them by industry, company name, job position, or even location. How you order your business cards entirely depends on how you need to access your contacts. 

The order you choose to organize your cards should be the way that works best for you. People think in different ways, so you should stick to whichever way helps you remember the information, position, or company name!

  • Take time to re-organize your business cards

Keeping old and stale contacts might be a good idea at first, but it can cause frustration when you are trying to find a business card. You need to ensure spending some time every now and then cleaning up the contacts. Ideally, you can set aside time every month or quarter to go through your contacts. By that, you can see if there are any contacts you need to get rid of or any you should get in touch with. This action helps keep the size of your contacts at a manageable level. It also makes searching much easier, especially if you are keeping physical business cards. 

Here are some ideas to remove unnecessary cards: 

  • Contacts that you never heard from again; 
  • Suppliers you didn’t end up choosing; 
  • Companies that are no longer in business.

2. Five effective ways to store your business cards

  • Use a business card book

If you’d like to keep physical business cards, using a business card book (or a card binder) is a great choice. This is a bit of an old-fashioned way to organize business cards, but it is still a good choice if you don’t have too many of them to store. 

Business card books are specially designed books to store business cards. The books include several pages of clear plastic sleeves that have individual slots for cards. You just need to slip business cards into the sleeves with your order. With a business card book, you can easily access groups of similar cards together on a single page or set of pages. Business card books are quite handy when you need to reference cards at the turn of a page. They also keep your cards protected from dirt and moisture. The problem with the business card book (or card binder) is that you either have to bring them to every business event or remember to put your collected cards in there afterward. This can cause a huge hassle for many people. 

  • Use a rotary business card file

Like a business card book, a rotary business card file (also called rolodex) simply sorts your business cards in a rolling cylinder. Cards are organized in sections from A-Z, which allows you to find the contact information at once. The upside is that it can sit on your desk, and you can roll through your cards at ease. The drawback is that it looks a bit old school and outdated. However, if you are of a certain age or fond of the traditional ways, a rotary is a good alternative to a business card book. 

The good news about rotary card filing systems is that they are still available. These file systems are also considered one best way to store business cards and keep them organized. You only need to take a business card, tape it, staple it to a blank rotary card and file it under the appropriate alphabet letter. 

  • Store business cards in a box

This method is similar to storing recipe cards in a cardboard box. If you are too busy to find the best way to store business cards, this method can still help. You can tie all your business cards together, organize them from A to Z, and place them directly into a business card file box. You can purchase a designed business card file box, but any long, narrow box or container with a lid will also work. For example, a narrow plastic storage container or even use any cardboard business card box in your office. This method can somewhat work if you prefer remembering people by the color of their business cards. However, it may be best to at least try using other ways before sorting with “the box method.” 

  • Keep photos of business cards on your smartphone

Carrying physical business cards can sometimes cause inconvenience. To avoid this, you can simply take photos of business cards and store them in a separate album in your gallery. That way, you will be able to find them if needed. 

Don’t forget to capture both the front and back of the business cards to avoid missing important details. However, you might need to name each file to organize them, and this action can take several minutes per card. Although this is probably not the best way to store business cards, it still works for some people. And most importantly, it is 100% free. 

  • Download a business cards scanner app

If you live with your smartphone by your side and need to organize your business cards in a particular order, using a business cards scanner app would be the best way to store business cards. 

There are various business card scanning apps available, and many of them are even free. Most of them will scan your business cards and convert them into a digital format automatically. This means you will be able to save them as contacts directly from your phone. You can also find the original business card by the image of the card that you scanned. Many apps will also allow you to export contacts into Outlook and many other platforms. 

Let’s take an example with Shoeboxed. Shoeboxed is the business card management app that allows you to create an online database of your contacts and get rid of business card piles. Shoeboxed not only allows you to track your business receipts, expenses, and mileage logs, but it also enables you to manage all your contacts, complete with all the traditional information on a business card.

After downloading the Shoeboxed app, you can take a picture of your business card, enter the basic information. Otherwise, you can simply put them in your Shoeboxed envelopes and mail them to us. We will then scan them and enter the data on your business cards. You can view them online and import all your contacts, with all the information on the card, to any digital contact list: Outlook, Gmail, Yahoo, Hotmail, LinkedIn, etc. From the first name, last name, address, phone number, email address, company name, and position, you will have all the contact information from your colleagues, partners, and suppliers without having to scan a single thing or enter any data yourself. 

See also: Get Accurate Information from Your Business Card Scans

So, suppose you met a lot of people at a conference that you recently attended. With Shoeboxed, you will be able to have all their contact information in one place, within a 3-minute process, from beginning to end. This is by far the best way to store business cards in the modern age. 

Final thoughts

Now you have several options to decide which is the best way to store business cards. We’d love to hear your opinion. Let us know by dropping a comment!

Don’t forget that the Shoeboxed app is now available for iOS and Android. Download now to store your business cards efficiently and free with Shoeboxed. 

Version 2.0 of Shoeboxed for Google Apps Now Live!

Great news for all of you Google Apps Shoeboxers:

Version 2.0 of our Google Apps Marketplace listing is live!

Now accessing your Shoeboxed account directly from Gmail or any other Google App is a breeze. With our new and improved Google Apps listing, you and everyone in your organization can navigate directly to Shoeboxed in seconds anytime you’re logged into your Google Apps account.

Shoeboxed Google Apps Login

 

 

 

 

 

Our new Google Apps listing is loaded with timesaving features, including a streamlined sign-in process, seamless Google Contacts integration and brand new co-branded dashboard.  Now Google apps administrators can create and manage hundreds of accounts for co-workers right from the convenience of their dashboard, meaning that entire businesses can save time, money and hassle with Shoeboxed!

Shoeboxed Google Apps Admin Dashboard

To begin enjoying single sign on directly from your Gmail account, or to make free accounts for all of your co-workers, add Shoeboxed to your Google Apps account today!

To learn more about our new app in the Google Apps Marketplace, click here.

If you have any feedback or questions about our new Google Apps listing, please reach us 24/7 at help@team.shoeboxed.com or give us a shout on Twitter @ShoeboxedHelp.

Stay Organized,

The Shoeboxed Team