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02 0789729342 CH01 10/14/03 1:53 PM Page 5 SECTION ONE CHAPTER 1 BOOKING YOUR TRIP When it comes time to book your transportation and accommodations for your next business trip,you have three options.You can go directly to the travel supplier (airline, rental car agency,or hotel) and make your reservation either online or by calling a reservation agent;you can book online through an Internet travel site;or you can work with a travel agent. Each alternative has pros and cons—and,of course,you might not have a choice,par- ticularly if your company has a favored-nation relationship with a large travel agency. Ultimately,how you decide to book your next trip depends on your individual circum- stances,corporate requirements,and the relative importance of service,selection,and price. TRIP BOOKING YOUR Whichever method you use,keep these tips in mind: • No booking method consistently offers the lowest prices across all services all the time.Compare results from travel suppliers,Web sites,and travel agents to find the best current deals. • Know the fare and reservation rules before purchasing. • Know the booking fees. BOOKING DIRECT When you’re booking direct with an airline,rental car agency,or hotel,reservations can be made over the phone or on the Web.All major companies have their own Web sites with reservation functionality,and many companies offer incentives (such as low Internet-only rates or extra frequent flyer miles) to book online. Note that online reservations can sometimes be impractical when ordering nonstan- dard features or if you have specific needs,such as kosher meals or extra room ameni- ties.In these cases,you should make your reservation directly with a live agent—or confirm your online reservation with a phone call to see whether you got what you ordered. USING A TRAVEL AGENT If you travel frequently, have complicated or time-critical itineraries,want back-up for on-the-road problems,or have specific booking requirements,consider working with a travel agent who specializes in business travel.Because the travel agency business is at its core a service business,the best way to find an agency that will service your specific 02 0789729342 CH01 10/14/03 1:53 PM Page 6 6 BUSINESS TRAVEL Booking Your Trip needs is to ask frequent business travelers for recommendations.You can also use the American Society of Travel Agents (ASTA),the world’s largest association of travel professionals,as a resource.Its Web site (fwww.astanet.com) has a tool that lets you search for member travel agents;you can also contact them by phone at 703.739.2782. Here are some points to consider when selecting an agency: • Can you have a dedicated agent? • Does the agency have a 24-hour service and 800-number? • Does the agency have preferred supplier deals? If so,with which companies? • Does the agency belong to a recognized business travel consortium—such as American Express or Carlson-Wagonlit—that allows it access to hotel,rental car,and airline discount programs? • Can it monitor fare price reductions,seat,and upgrade availability? • Does it offer reporting and budgeting services? • Does it maintain traveler profiles? And remember,you don’t have to use an agent in your immediate vicinity because almost all booking is made by phone or over the Internet. MAKING ONLINE RESERVATIONS Numerous full-service travel reservation sites are on the Internet,the largest of which are Expedia (fwww.expedia.com),Orbitz (fwww.orbitz.com),and Travelocity (fwww.travelocity.com).All these sites offer airplane,hotel,and car reservations. Expedia and Travelocity both act as agents in the transaction;they pass a customer’s reservation to the travel supplier in return for a commission,and purchase inventory (hotel rooms,airline seats,car rentals, destination services) from suppliers at negotiated rates and then resell that inventory to consumers.Orbitz offers direct booking for the nation’s biggest airlines;the company is owned by American,Continental, Delta,Northwest,and United airlines,and has the greatest access to airline Internet-only fares. Another way to book online is through SideStep (fwww.sidestep.com),a travel search engine. SideStep offers a selection of flight,hotel,and rental car bargains,and claims the largest selection of Internet-only fares available online.SideStep searches more than 140 Web sites directly—including the Internet travel agencies and airline,hotel,and rental car sites.SideStep is a particularly useful tool for com- parison shopping across multiple Web sites. A good source for ongoing information about Internet travel sites is Consumer WebWatch (fwww.consumerwebwatch.com),a project of Consumers Union,the nonprofit publisher of Consumer Reports magazine and ConsumerReports.org.The Consumer WebWatch site offers in-depth studies on booking hotels and flights online. 03 0789729342 CH02 10/14/03 1:50 PM Page 7 SECTION ONE CHAPTER 2 MOBILE TECHNOLOGY Today’s business traveler depends on a variety of technologies to keep in contact and conduct business while on the road.Gone are the days when all you needed was a phone booth and a notepad to keep up-to-date.Today,you can employ all manner of high-tech gadgets to maximize your productivity when you’re away from the office. This section discusses the mobile devices most useful to the high-tech road warrior.But first,let’s work through a checklist of technology-related items you might want to pack on your next business trip. Checklist: Mobile Technology Cell Phones MOBILE TECHNOLOGY ❒ Cell phone ❒ Cell phone AC power adapter/charger ❒ Cell phone battery (extra) ❒ Cell phone hands-free device (if you’re driving) ❒ Data cable (from cell phone to laptop/PDA) Laptop PCs ❒ Laptop computer ❒ Laptop AC power cord ❒ Laptop DC (auto/air) power adapter ❒ Laptop battery (extra) ❒ Phone cord ❒ Ethernet network cable ❒ Ethernet card (unless built into laptop) ❒ Modem card (unless built into laptop) ❒ Wi-Fi wireless card (unless built into laptop) ❒ Surge protector ❒ Laptop security lock ❒ Extra floppy disks or recordable CDs ❒ ISP phone number ❒ Portable printer Personal Digital Assistants ❒ PDA ❒ PDA AC power adapter/charger 03 0789729342 CH02 10/14/03 1:50 PM Page 8 8 BUSINESS TRAVEL Mobile Technology Other Devices ❒ Battery charger ❒ Portable GPS device (or GPS card for your PDA) ❒ Portable DVD player ❒ Portable digital audio player ❒ Headphones or noise-canceling headphones ❒ Portable video game The question is—which of these gadgets do you want to carry with you? If all you care about when on the road is keeping in touch with your office by voice and email,you can make due with a cell phone and a small,lightweight laptop computer—or maybe even a PDA.If,on the other hand,you tend to take your office with you on the road,you’ll need a bigger,more fully featured laptop along with your cell phone.If you travel by car,you might want to supplement this with a portable GPS device.And if you value your downtime as much as your work time,you should add a portable digital audio player or video game system. The key is to make sure that you have everything you’ll need while you’re away from the office,while at the same time keeping the number of devices you carry at a minimum.That might mean buying a combination cell phone/PDA device,or using a GPS card in your PDA or laptop computer.By no means,however,should you leave behind any gadgets or accessories that you might possibly need while on the road—such as your cell phone charger or spare laptop battery.It’s better to be safe than sorry—and not find yourself crippled because you forgot to pack the right cable or adapter. CELL PHONES Carrying a cell phone is a necessity for any business traveler. CHOOSING THE RIGHT MODEL If all you use your phone for is talking (and checking voice mail),you don’t have to spend a bundle on a phone.Consider size and weight,along with battery life,to get the form factor that works best for you. You can,however,use your cell phone for more than talking.Newer models let you connect to the Internet, send short text messages via the Short Message Service (SMS),take pictures with a built-in or snap-on camera,and play built-in games.When you get into these fully featured models,pay particular attention to the phone’s display.Black and white (or green and white) text-based displays just don’t cut it when you’re using your phone to access the Internet.Go for a large and bright color display,instead. If a larger phone isn’t a problem,consider a device that combines cell phone and PDA into a single unit. These gadgets—such as the Handspring Treo (fwww.handspring.com)—are fairly bulky,but let you place calls and manage your contacts and appointments.You benefit by carrying just one item rather than two. The most popular cell phone manufacturers are Motorola (fwww.motorola.com),Nokia (fwww.nokia.com),Samsung (fwww.samsungusa.com),and Sanyo (fwww.sanyo.com). To find out what other users are saying read the user reviews at the Epinions.com Web site (fwww.epinions.com). 03 0789729342 CH02 10/14/03 1:50 PM Page 9 Cell Phones 9 CHOOSING THE RIGHT SERVICE PLAN These days,choosing the right cellular service plan is every bit as important as choosing the right phone. Make sure that you choose a carrier with coverage in the areas where you’re most likely to travel—includ- ing the areas in-between,if you’re driving.Even better,opt for a plan that includes free nationwide calling, so you won’t rack up long-distance charges when you’re out of the office.
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