Match tasks to places
Before you leave, sort your to-do list by what each task needs:
| Place | Works well for | Avoid |
|---|---|---|
| Plane or train | Writing, reading long documents, editing slides, planning | Calls, tasks that need live data or large downloads |
| Airport or station | Short replies, quick reviews, admin | Confidential calls, deep work |
| Hotel room | Calls, video meetings, focused work | Working from the bed all evening |
| Taxi or car | Listening to a recording, thinking through a meeting | Reading on screen if you get motion sick |
Prepare for being offline
Connections on planes, trains and in transit areas can be slow or missing. The day before you leave, download the files you need, sync your email and make sure your documents open without a connection. Keep an "offline list" of tasks you can do anywhere, so travel time is not lost waiting for a signal.
Stay connected safely
Public Wi-Fi in hotels, airports and cafes is convenient but not always secure. Some simple precautions:
- Use the connection your employer approves. If your company provides a VPN, turn it on before you open work systems.
- Check the network name with staff before joining. Look-alike networks are a known trick.
- Your phone's hotspot is often a safer choice for sensitive work, if your plan allows it abroad. Check roaming costs before you travel.
- Keep your device's software up to date before the trip, not during it.
Your IT team may have its own rules for travel, especially for international trips. Ask before you go.
Mind who can see and hear
A laptop screen on a plane or in a lounge is easy to read from the next seat. A privacy filter helps. So does keeping confidential documents for the hotel room. On calls in public places, assume people nearby can hear you, and save client names and numbers for a private space.
Lock your screen whenever you step away, even for a minute, and never leave a laptop unattended in a public place.
Keep the power topped up
Charge everything the night before, and charge again whenever you are near an outlet. A power bank keeps your phone going on long days, which matters when your boarding pass, itinerary and maps all live on it.
Set up a hotel workspace
- Use the desk if there is one. If there isn't, a table near the window is usually better than the bed.
- Raise your laptop on a few books or a box and use a separate keyboard for long sessions, if you carry one.
- Put the do-not-disturb sign on the door before a video call.
- Test your camera and lighting before an important call. A lamp in front of you looks better than a window behind you.
Calls across time zones
Put meetings in your calendar in the time zone where they happen, and check that your calendar shows the right zone after you land. Tell your team your working hours while you are away, and protect at least some sleep. Taking calls at 2 a.m. local time several nights in a row will cost you more than it saves. The jet lag guide has more on adjusting.
Be realistic
A day of travel plus meetings rarely leaves room for a full day of normal work as well. Agree with your manager what can wait, set an out-of-office message, and block an hour after the trip to catch up. That is usually more productive than trying to keep up with everything from a departure gate.