The Business Trip Checklist for Freelancers & Small-Business Owners

3. August 2016 08:17

man waiting at the airport

Honest-to-goodness face time (i.e., the kind you can’t get on your iPhone) is a powerful tool when it comes to building relationships. Unfortunately, meeting with out-of-town clients also takes you away from your day-to-day operations.  

That doesn’t have to be a scary thought. Use this checklist to prep for your trip so it’s productive and lucrative.

1. Download an App for Your Receipts

According to certified public accountant Amy Northard (@AmyNorthardCPA), you can deduct 100 percent of some expenses you incur while on the road, including…

  • Airfare.
  • Luggage fees.
  • Cab or car fare.
  • Mileage when you drive.
  • Parking fees.
  • Tolls.
  • Laundry.
  • Dry cleaning.

But save your receipts!

“The IRS allows you to use digital copies of receipts, so I would recommend getting an app on your phone,” says Northard. “A lot of the bookkeeping programs have apps connected with their software, like QuickBooks and Xero. You can just take a picture with your phone and link it to your bookkeeping.”

If you don’t have already use bookkeeping software, Northard suggests downloading a standalone app, like Expensify or Shoeboxed, that lets you photograph and categorize your receipts and then export a report at the year’s end.

“Once you take the picture, you can toss the receipt, but I like to keep paper copies as well, in case that system fails for whatever reason,” Northard says. “I always keep a zippered pouch in my purse or my travel bag and just stash everything in there.”

Money-saving tip: The IRS only lets you deduct 50 percent of meals on business trips. However, Northard says you can either track receipts or use the per diem rate the IRS allows for the area. Sometimes the per diem rate gives a bigger deduction. Try plugging in your travel city at the GSA per diem calculator.

2. Prep Your Employees

Perhaps the scariest part of hitting the road is leaving your business in the hands of your employees. But personal productivity expert and creator of the P10 Productivity Accelerator Program Penny Zenker (@pennyzenker) says it’s a great idea to let your people handle problems: “If small-business owners take themselves out of the problem-solving role, people will rise to the occasion.”

Preparing your staff can go a long way toward helping them rise, so she suggests that you…

  • Set up escalation procedures.
  • Define any other critical business process and assign responsibilities.
  • Review any concerns with the team before you leave.
  • Delegate tasks, and identify the expected outcomes and milestones.

Sanity-saving tip: Maura Thomas (@mnthomas), founder of management and productivity training company RegainYourTime.com, says setting an out-of-office message on your voicemail and email may allow you to focus more on your trip. But she suggests adding day before and after your actual travel dates to give yourself some breathing room.

She says, “If people hear back from you before they expected, that will be a pleasant surprise.”

3. Schedule Every Activity

Ray McKenzie, principal and founder of the consulting group Red Beach Advisors (@redbeachadv), recommends putting all activities on your calendar. That includes…

  • Staff meetings.
  • Sales calls.
  • Independent work time.
  • Business meetings.
  • Meals.
  • Workouts.

According to McKenzie, this lets you focus on the specific activity without much conflict and lets your staff know if you’re available.

Sanity-saving tip: “Give yourself permission to relax. I find traveling is one of my most productive times because I have left the office behind,” says Zenker. “I use this time for critical thinking, business development, and even relaxation time. That isn’t downtime. It is purposeful recharging.”

Productivity is important wherever you are. Get ideas for staying on top of your schedule in “14 Essential Time Management Hacks for Freelancers.”

4. Look for Bonus Business

Michael Mehlberg, cofounder of the business development membership site Modern da Vinci, thinks small-business owners can maximize their travel by contacting people in the area that they’ve been meaning to connect with.

“Let them know you will be in town for a short while and it would be great to meet up for coffee, lunch, whatever," Mehlberg says. "They will be glad you connected, and you will feel like a rock star for getting more done than you had previously planned.”

Revenue-building tip: Social media may be your networking lifeline when you’re an out-of-towner.

“Check in on Meetup.com, Facebook events, Eventbrite, and even Twitter for networking opportunities outside of your immediate network while you're traveling,” says Mallie Rydzik, CEO of the consulting group Mydzik. “Post social media updates to let people know where you are and ask for an opportunity to grab coffee.” 

5. Make Sure You’re Protected

Hopping in your car may seem like the most convenient way to go, but you might want to check your auto insurance. Most policies exclude business travel, so the cost of an accident could come out of your pocket. Instead of risking it, consider purchasing Commercial Auto Insurance.

Rental cars are another concern. Your personal auto insurance might cover damages if you wreck a rental, but you may want to check that before you go, too. If it doesn’t, consider Hired & Non-Owned Auto Insurance.

Money-saving tip: You can purchase Hired and Non-Owned Auto Insurance as a standalone policy, but many small-business owners opt to add it as a rider to their General Liability Insurance. That usually helps keep costs down.

Wondering if the property in your car is safe? Find out in “Where Your Business Property Is and Isn’t Covered, According to Your Insurance.

About the Contributors

Ray Mackenzie

Ray McKenzie is a senior strategy, management, operations, and customer success consultant with more than 15 years of experience. His company Red Beach Advisors, based in Los Angeles, California, is a management and business consultant group specializing in implementing solutions for startups and small- to medium-sized businesses through strategy, process, systems, and people.

 

 

 

Michael Mehlberg

Michael Mehlberg has a proven leadership track record commanding the skills required to lead highly-technical, high-value, and high-stakes projects. Mehlberg’s experience as both a computer scientist and business professional allows his software engineering, product management, and business development expertise to be used to grow small businesses with purpose and speed. He has successfully led positions in engineering, project management, product management, sales, and business development.

 

 

 

Maura Thomas

A 20-year veteran of personal productivity, Maura Nevel Thomas is founder and chief trainer of RegainYourTime.com and creator of the Empowered Productivity System, a process for managing the details of life and work. As a speaker and trainer, Maura helps individuals, organizations, and corporations maximize their communications tools, defend their attention, and achieve their significant results.

 

 

 

Amy Northard

Amy Northard is a CPA who specializes in working with small-business owners to make taxes and bookkeeping less stressful. She has a passion for helping small-business owners wade through all the financial things it takes to start and operate a business so they can focus on their craft. In addition to preparing tax returns and bookkeeping for clients, Northard enjoys teaching small business basics through her online course Be Your Own CFO.

 

 

 

Mallie Rydzik

Mallie Rydzik, M.S., is founder and CEO of Mydzik, a collaborative consulting group for forward-thinking businesses. A scientist by training, she uses both her analytical and creative mind to help others revamp and reimagine their businesses. Her career mission is to change the way the world works, and she lives that vision daily through her thought leadership as a CEO, consultant, speaker, and writer. She can be reached directly for press inquiries at mallie@mydzik.com.

 

 

 

Penny Zenker

Penny Zenker is a productivity expert, strategic business coach, international speaker and trainer, and best-selling author of The Productivity Zone. Her P10 Productivity Accelerator System balances the skills and mindset of our behaviors. The program is based from her extensive experience as a master NLP practitioner and neurostrategist, and as a successful entrepreneur, and as a Tony Robbins Coach, coaching highly successful business leaders in their personal productivity and strategic thinking.

 

 

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