How to stay productive while traveling and working remotely?

Many regular business travelers admit that international assignments are inspiring and enriching, but they often negatively impact work efficiency. Business travel typically means that some work duties are performed remotely – in hotels, airports, during train journeys, or between client meetings. Therefore, up to 20–30% of people may experience a periodic drop in productivity. The main causes include fatigue, disruption of circadian rhythms, logistical stress, and environmental changes. On the other hand, travel work doesn't have to be an obstacle to productivity. On the contrary, with a well-prepared plan and the right tools, every delegation can be effective.

How does business travel affect productivity?

Business trips offer undeniable benefits. In-person business meetings build the best relationships and negotiation opportunities. However, in practice, travel-related factors can reduce the quality of work:

• Jet lag and changing time zones disturb sleep and concentration.
• Tiredness from flights, train rides, or car journeys - traveling long distances always takes energy.
• Disruption of routine - lack of daily routines, training, and a healthy diet reduces efficiency.
• Logistical stress related to delays, lost luggage, or changes in plans can happen on any trip and hurt your well-being.
• Change of mental context – during a business trip, you have to navigate between meetings and tasks to be performed, which results in an increased cognitive cost.
• When on a business trip, the time between work and rest is blurred, making regeneration much more difficult.

The effectiveness of remote work while traveling for business depends on the environmental conditions and the level of organizational support. For those who regularly travel for business, it's crucial to optimize these conditions as much as possible.

Preparation for delegation as a basis for productivity

Ensure your digital and hardware are ready to avoid any unexpected failures while traveling and enable remote work. This will give you peace of mind. Here are some tips in a nutshell you can follow:

• Carefully plan and identify tasks that must be completed before the delegation so your team can work effectively. Delegate some projects to colleagues and create instructions for them.
• Back up your most important files and download the necessary documents to work offline.
• Set up a password manager and VPN. Try to avoid open, unsecured Wi-Fi networks.
• Check the technical condition of equipment such as laptops, cables, adapters, power banks, noise-cancelling headphones, and additional portable drives. Charge all devices before your trip.
• Verify whether an alternative workspace, such as a conference room, will be available at the target location.

The worktrips.com platform is incredibly helpful when it comes to business trip planning. It allows you to manage your business trips in a single online tool. You can book hotels, flights, trains, and car rentals without having to compare offers on dozens of websites. You can choose the best business trip option tailored to your individual needs.

Time zone synchronization - help when working remotely on a business trip

Check the time difference between your destination and the company where you work. Then, discuss with your team and clients the expected hours of availability during your business trip. Use team tools (Slack, Microsoft Teams, Asana, Trello) with pre-set statuses, such as travel or offline. You can also use Calamari to track work time and integrate with team communication systems, making it easier to inform colleagues about your availability. To minimize the negative effects of jet lag, spend the first few hours after arrival adapting to your rhythm (sleep, light activity). This will help you maintain high productivity the next day.

Task management techniques to support productivity

Use simple, proven task management techniques to stay productive while traveling and working remotely.

• Try the Pomodoro technique. Work intensely in 25-minute blocks, interspersed with short (5-minute) breaks. Take a longer break (around 15-30 minutes) after four such cycles. It's a great way to maintain high concentration, ideal in changing environments, whether in a hotel or on a train.
• Try the 1-3-5 technique. It's a simple management rule for your day: one major priority, three medium-sized tasks, and five smaller ones. Focus solely on these, avoiding distractions with new tasks.
• Use the "Eat That Frog" method. Start your day with the most difficult task (your "frog"). Once you're done, you'll gain a powerful boost of energy and motivation, and the remaining tasks will seem much easier.
• Build your task matrix, consisting of four categories: important and urgent (do it now), important and not urgent (schedule for completion soon), not important and urgent, and not important and not urgent. This way of organizing tasks eliminates chaos and speeds up work.
• When traveling, e.g., during a flight or train journey, set aside time for "low-focus" tasks, such as reading or research.

Working "on the move", during flights, trains, or car journeys

During flights

Managing your time on board a plane isn't easy. Due to limited communication options, it's best to allocate your time for specific types of work. Quick tasks like note-taking or planning are worth completing. Noise-cancelling headphones will help you focus despite the cabin noise. Or you can simply dedicate the flight time to rest.

On the train or local transport

Trains or local transport often offer a more stable working environment than flights, allowing for slightly more demanding tasks. If you have a stable Wi-Fi connection, you can complete tasks that require communication with your team or client, or check your inbox and respond to emails. Don't forget to plan time for transfers between vehicles, for example, when you need to get from the train station to a taxi.

Hotel and airport work

A good strategy is to create a semblance of an office in your hotel room. Arrange a suitable workspace. Rearrange furniture if necessary. Also, remember to provide good lighting. If your chosen accommodation offers conference rooms or work areas, check their availability in advance.

Time spent at the airport doesn't have to be wasted. If you have a connecting flight that involves a long wait, you can use this time effectively to get some work done.

• Choose the right place to work. Many airports have business lounges with Wi-Fi, power outlets, and quiet workspaces. For example, at Warsaw Chopin Airport, the LOT Business Lounge Polonez was recently modernized and offers more space, a conference room, and comfortable workspaces.
• At the airport, pay attention to privacy and ergonomics. When in public spaces, use a privacy filter. Don't forget to maintain a comfortable position, take breaks to stretch, and hydrate.

Common problems and emergency scenarios when working on a business trip

Even the best-planned business trips don't guarantee that everything will go smoothly. Sometimes emergencies beyond your control can arise. The table below summarizes common problems and possible proactive solutions.

Summary

Business travel and remote work can impact productivity both positively and negatively. The key issues discussed in this article will help you maintain efficiency during a business trip. A well-prepared plan and the right tools will minimize stress, chaos, and fatigue while maintaining productivity and job satisfaction. Don't forget about your mental health and work-life balance. This is the most effective strategy for long-term business productivity.