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8 Must-Have Business Travel Tools for Travelers

While all travel took a backseat during the pandemic, business travel was walloped. Video calls and conferences replaced in-person client meetings and on-site visits.  However, as the world learns to live amidst the pandemic, business travel is bouncing back in 2022.

business travel tools for business travelers

In its outlook, the Global Business Travel Association revealed that despite the setbacks in 2020 and 2021, a 38% surge is expected this year in business travel and expected to recover by 2024 fully. 

With the comeback of business travel, business travelers will have to travel frequently for business purposes. As they must handle multiple things while traveling, it can lead to exhaustion and stress. However, they can make use of some business travel tools to feel more relaxed on a business trip. 

Here are a few business travel tools that will help you simplify your business trip:  

1. E-signature Tools

As a business traveler, carrying essential documents to sign contracts or agreements can be quite a hassle. Moreover, you also need to protect these documents from tearing or spillage of food/water as they contain critical information about your business. Hence, nowadays, business travelers leverage digital documents stored on laptops, phones, or the cloud.

With business travel tools such as e-signature, you can safely send, sign and manage almost every contract anytime, anywhere across the globe. This tool can also fill all the fields in the document automatically, eliminating manual errors. 

E-signature tools such as DocuSign, Adobe Acrobat Reader, HelloSign, etc., let you draft legal documents that you can sign from your phone or tablet. These tools are encrypted; hence all the sensitive information remains safe. 

Additionally, by using e-signature tools, you minimize the impact on the environment and save time and money. 

2. Video and Audio Conferencing Tools

Business travelers sometimes have to travel long distances for face-to-face interactions with clients, business partners, stakeholders, etc. Because of this, they don’t get sufficient time to interact with your team members to discuss daily tasks. 

Using business travel tools such as video and audio conferencing provides businesses with various benefits. Whether communicating with your team on business trips or discussing tasks with your manager, these tools are efficient, cost-effective, and scalable. 

Tools such as Zoom, Google Meet, and Skype help business travelers to communicate quickly, message in real-time, and share media such as files, images, videos, etc., with their team from any part of the world. 

3. Online and Offline Maps

As the go-to navigation tool, maps help business travelers get around a city or a destination by providing the fastest and easiest routes to commute. They also act as a trip planner by showing them the nearby places to visit, stay, eat, and things to do. Maps let you pin places in advance, add multiple stops, share locations, and choose the transportation mode. 

Online maps such as Google Maps and MapQuest act as excellent business travel tools that detect your IP address and give direction from your current location. They also show precise travel time with traffic intensity and distance required. 

Moreover, you can download offline maps to travel around the area in places with no internet or weak Wi-Fi. So, when you are on your business trip, simply download online and offline maps to make your travel easy. 

4. Travel Management Software

Sometimes a situation may arise that will require business travelers to travel immediately. In such cases, booking flights and accommodations at the last minute can be time-consuming, costly, and challenging. 

With a good travel management software solution, you can make faster bookings and know your overall trip cost. You can also get personalized booking options according to the company’s travel policy. 

With travel management software, you also get updates on flight cancellations, delays, hotels, car rentals, etc., helping you manage your trip seamlessly. The good software providers also offer 24/7 customer support in case of an emergency during the trip.

5. Expense Management Software

After a business trip, business travelers need to submit bills of all the expenses incurred manually. Firstly, you must collect and save all the receipts from the trip and attach them to the monthly expense report. Secondly, you must compile them and submit them for approval.

Manual expense filing and reimbursement can lead to low speed, data error, high cost, lost receipts, etc., as only physical copies are proofs for reimbursement. In such cases, business travel tools such as expense management software helps accelerate the expense filing process. 

You can apply for reimbursements by scanning and uploading your receipts in real-time. Moreover, the software automates the expense processes like approvals, payments, and reimbursements.  

6. Flight Tracking Tools

What do you do when you have a flight re-routed, canceled, or landed in an unfamiliar airport? What if you have missed the flight and don’t know what to do next? This is something most business travelers don’t think about. They assume everything will go well. However, you may be missing out on immediate help. So, keeping business travel tools such as flight tracking handy is essential under such circumstances. 

Flight tracking gives business travelers detailed flight information and helps them report on time. It includes crucial information on thousands of airports, including maps, delays, flight cancellations, gate changes, boarding times, baggage claims, etc., with a real-time flight status system. Moreover, business travelers can get instant updates from booking their flights until they reach their destination. 

7. Task Management and Organizing

Managing and organizing tasks in the ‘new normal’ brings its own set of challenges. In other words, business travelers need to be flexible when managing tasks, attending meetings, communicating with their teammates, etc., while traveling.

Switching to a business travel tool such as a task management tool will help you organize, plan and prioritize your tasks and complete them more efficiently within the stipulated time. These tools have unique features that will help you complete your work, let you collaborate with other team members, track time to meet deadlines, and many more. 

Tools such as Evernote are available on phones and the web and are easily accessible. You can also create and share agendas, memos, and reminders from your mobile phones anytime from any part of the world. 

8. Business Card Scanner

Despite the growing age of social media and emails, business cards are still in the running. Address books have become digital as travelers don’t have enough time to save business card details on their phones manually. Hence, business travel tools such as business card scanners provide an excellent method of collecting and organizing contacts’ information during business travels.

By scanning your business card, you can automatically save the contact details on your phone. The information is saved using OCR (Optical Character Recognition) technology. This technology extracts and repurposes data from scanned images, pdfs, and documents, eliminating the need for manual entry and further simplifying the data entry process. 

Conclusion

Business trips for business travelers can be pretty stressful and hectic if things aren’t organized. Using business travel tools will help streamline the process and keep you on a budget, saving a lot of time and money. By using these tools, business travelers don’t have to worry about keeping track of everything, especially when there are many things to do.  

It’s time to ditch the traditional foolproof methods of writing to-do tasks, signing on paper for agreements and contracts, preserving physical copies of expenses, etc., and switch to enhanced business travel tools. 

ITILITE helps you create a seamless travel booking experience by providing AI-based personalized travel options. We also offer business travel incentives, where the employee gets rewarded every time they book a cost-efficient flight or accommodation. 

Get the FREE demo of ITILITE to try these features yourself.  

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