Travelling for work can be both exciting and challenging, especially for agency owners who must balance client demands, team management, and personal productivity all while on the move. 

Here are some tips from our outsource virtual assistant services team to help you stay productive while on the go, ensuring that your agency continues to thrive even when you’re away from your desk.

Define Your “Must-Dos”

Before setting out on your work trip, identify the critical tasks that must be accomplished during your trip. This list should be concise, focusing on high-priority actions that directly impact your agency’s operations and client satisfaction. 

By having a clear set of “must-dos,” you can better allocate your time and resources, ensuring that essential responsibilities are not neglected while you’re on the go. 

Remember that your most high-priority items will include tasks directly tied to your work trip, such as preparing for a keynote speech, attending networking events, or finalising a proposal for a major client.

Delegate Effectively

Effective delegation is key to maintaining productivity while travelling. In fact, it’s key to productivity even when you’re not travelling! Trust your team to handle day-to-day operations and ensure they have clear instructions and access to necessary resources. Use tools like project management software to assign tasks and monitor progress. 

By empowering your team to take care of certain tasks, you can focus on strategic activities and client meetings without the constant worry of micro-managing from afar.

Set Realistic Expectations

Communicate your travel schedule and availability to your team and clients in advance. This will go a long way towards helping all stakeholders know what to expect when it comes to response times and project timelines, helping you avoid misunderstandings and frustration. 

Be transparent about your working hours while on the road or in the air, and tell everyone sooner rather than later about potential delays due to travel. 

Choose the Right Accommodation for Productivity

Selecting the right accommodations can significantly impact your productivity. Opt for hotels or rentals with reliable Wi-Fi, comfortable workspaces, and amenities like meeting rooms or business centres. 

Its best to prioritise locations that minimise travel time to meetings and provide a conducive environment for focused work. The best way to do this is to thoroughly research accommodations in the area you will be travelling to and be sure to pay attention to reviews left by business travellers.

Leverage Time Zone Differences for Client Communication

If you’re travelling to another country, you might be concerned about time zone differences – but they can be an advantage if managed correctly. Plan your schedule to align with your clients’ working hours or your team’s working hours, depending on who requires the most communication and responsiveness. 

Even if you are unable to make yourself available during working hours back home, this can be an advantage. Your team will be able to communicate with clients during normal business hours, and you may be able to answer after-hour queries. 

Use Downtime

Travel often involves waiting times. Use this downtime effectively by catching up on emails, reading industry updates, or brainstorming new ideas for your agency. Having a list of low-intensity tasks that can be tackled during these periods helps you stay productive and make the most of every moment. 

You will be surprised by how 15 minutes here and there add up and help you stay on top of tasks you need to get to even while travelling. 

Embrace the New and Get Inspired

Travelling exposes you to new environments, cultures, and perspectives. Embrace these experiences to fuel your creativity and gain fresh insights that can benefit your agency. 

Take time to explore your surroundings, attend local events, or meet with industry peers in the area. These new experiences can provide inspiration and innovative ideas to bring back to your team.

Embracing these tips will help you make the most of working on the road. You can also outsource virtual assistant services to our hand-picked VAs to ensure nothing slips while you’re on the move. Take a look at our VA service here.