White Collar Travel Extra: Charles Hotel, Skype and the Business Traveler

by Tom Johansmeyer on

The Charles Hotel‘s recent small gesture may actually be a bold move. The hotel, based in Cambridge, Massachusetts, has decided to add Skype and video cameras to the free computer station that occupy rooms once dedicated to ice machines. It doesn’t look like much more than a small concession to weary travelers who want to stay in touch with their loved ones, but it’s actually a fairly hefty commitment.

Though the proliferation cell phones has made using the hotel phones unnecessary, the Skype-equipped stations still undermine a hotel revenue stream, which is tantamount to the hotel’s announcing: “We’ll take money out of our pocket to keep our guests happy.

The stations obviate the need for guests to lug around laptops and cameras and such, which would seem like a natural benefit to the business traveler. Of course, I toted mine around on most of my trips because of the business need, and I don’t see many of that ilk dropping their laptops.Nonetheless, there is an upside for the road warrior. In addition to not having to deal with a camera, the stations obviate the need to install Skype on their business computers. This can help business travelers remain compliant with company IT policies while still having the opportunity to see their friends and family every night when they’re on the road.

Of course, this is only one gesture from one hotel. If it works, however, it won’t take long for the competition to notice – that’s when we’ll see it start to pop up everywhere.

Read more White Collar Travel.

Some business travelers benefit from the recession

by Tom Johansmeyer on

A growing number of business travelers is trading the appellation “road warrior” for “day tripper.” Tighter corporate travel budgets are prompting these frequent fliers to complete their roundtrips in one day, rather than assume the expenses of a hotel stay and meals while on the road. Also, it comes with the perk of not being able to entertain, which cuts travel expenses further. These jaunts tend to involve flights of no more than three hours, even though some people are going coast-to-coast and back without bothering to check in to a hotel.

For some, it isn’t just a case of budgetary discipline, though that factor will never disappear in a recessionary environment. Business travelers are also drawn to the notion of being able to get home at night. Even a late-night arrival means plopping your head on your own pillow and having breakfast with the family.

Of course, these one-day runs are grueling. Even for a two-hour flight, you have to get to the airport an hour early, and unless you live right next to the airport, you’re probably looking at another hour to get there. So, to catch a 6 AM flight, you’re leaving the house at 4 AM (with a wakeup of around 3:30 AM at best), and you’re not touching the ground at your destination until 8 AM … assuming there are no delays. Depending on traffic and distance, you get to the office at 9 AM and work the entire day. To catch a 7 PM flight, you leave the office at 5 PM to get there an hour early. After two hours in the air (again, assuming nothing goes wrong), you’ll probably get home by 10 PM. That’s an 18-hour day; it’s tough.While the actual cost savings is being questioned, in my experience, it’s substantial. In 2003 and 2004, I made frequent runs from Boston to New York. With the rate my company had with the Delta Shuttle, coming home at night was a no-brainer. On longer trips, the savings may not be as substantial — as you have a higher fare and likely a less expensive hotel than you’ll find in Manhattan — but you’re still looking at more than $200 a night, assuming a $150 room and meal expenses.

The cost savings, however, may come at the expense of your health. Some experts see this sort of aggressive travel as rough on your body … and I can tell you it’s a bit rough on the spirit, too. But, if you have enough time between one-day runs, it isn’t so bad at all.

And, don’t worry: even though you lose the hotel points, you’ll still pick up the miles.

Corporate travel databases: give morale a shot in the arm

by Tom Johansmeyer on

“Corporate,” “database” and “morale” usually don’t show up in the same sentence – at least not without some sort of negative word nestled in there. Images of tedious data entry are conjured, which does nothing for your state of mind while on the road. Yet, these words can be joined, and the resulting concept can be a gold mine for any company with legions of road warriors. Every employee accumulates knowledge while traveling. They learn which restaurants are best (and worst) in a particular city, and they develop coping strategies that their colleagues may find useful.

The curse of a travel-heavy company, of course, is that the employees don’t see each other often enough. When they do, talk turns to business first, and many of these tips remain hidden. A single place where the collective wisdom can be stored and shared can make business travel much more enjoyable tolerable while fostering communication where it might not exist otherwise.

I’m still stunned by the fact that I only saw the corporate travel database in action once during close to a decade of frequent business travel (frequent = around 40 weeks a year). It was pure genius, worked well and was used regularly. With the social media tools now available, it’s even easier than it was back then to implement the concept. Rather than a “database” in the traditional sense, a company could use a Facebook page, LinkedIn account or even a simple message board to share ideas, experiences and advice with coworkers.

So, how do you get a corporate travel database off the ground?

1. Someone needs to own it

No project gets off the ground in Corporate America without a “champion.” Clear it with whoever has the rubber stamp before pulling the trigger, and become the first contributor. Post regularly, and tell people about it – especially those who are going where you’ve already been.

2. Identify likely helpers

Find the eager beavers who will join the cause – every company has a few. Everybody wants to be heard, and this is a save and easy way to gain a voice.

3. Publicize your successes

As people take advantage of these shared tips, let everyone know, especially if there was a business impact. For example, “John Smith’s client loved dinner at Pomodoro Rosso … we was so tired of restaurants in midtown.”

4. Get granular

Simply being redundant with TripAdvisor and other user-generated content sites won’t help you out. Think local, unusual and relevant to the travelers in your company. You’re looking to solve a problem. So, find and contribute real on-the-ground intelligence. Late-night bars that will be open after a day of marathon meetings, for example, are both valuable and had to find when you’re new in town. The names of restaurant managers who are sympathetic to a little palm-greasing can be gold when you need a table on short notice. Every detail counts.

5. Respect boundaries

Know your company’s policies, and abide by them. If you use Facebook for your travel-sharing tool, be sure access is tightly controlled. Also, management needs to be on board, and the “right” people (different in every company) have to be kept in the loop. If your tool is developed properly, you’ll have one hell of an intelligence file. Just think of what would happen if it got into the wrong hands!

So many companies fail to tap the collective knowledge of their employees in so many ways. While a corporate travel database may not boost sales or share business information, it can help with morale and client entertainment (and, ultimately, relationships). Knowledgeable people become more productive, especially when they don’t have to cope with the quirks of a strange place while figuring out the intricacies of a new project. And, it’s always good to have at your fingertips the info you need to blow off a little steam. In the end, performance goes up, and people feel better about their jobs.

We have the tools at our disposal, and there’s no shortage of information. The only thing missing is the effort that pulls the two together.

Don’t become a hermit: eight tips for solo business travelers

by Tom Johansmeyer on

Solo business travel can be downright depressing. Even if you hate team dinners (and your colleagues), don’t mind dining alone and prefer a bit of privacy, frequent individual business trips can turn you into a hermit. After a while, you socialize almost not at all, become intolerant of other people and seek out the types of conversation that can only be held in your own head. Along the way, you can become perpetually annoyed or even seriously depressed. The tendencies that characterize your personal life can invade your job performance, as well. Sucking at work can take a toll on your self-esteem, intensifying the problem. Before you know it, you’re beholden to this toxic dynamic — extracting yourself requires a triumph of the will, which is unlikely when you’re trapped by the pressure of a seemingly inescapable situation.

Prevention is really the only course of action at your disposal. Otherwise, you’re left waiting for someone else to notice the problem and pull you out of your rut. For lone road warriors, unfortunately, regular exposure to anyone is rare. Clients are most likely to realize the situation, but that’s more likely to result in a call to your boss than to you. Your extrication from the perils of solo business traveler life thus could come at the cost of a ding to your career. To avoid this, you’ll have to be, as the management gurus say, “proactive.”

Your sanity and livelihood are on the line. Fortunately, you’re inherently equipped to protect yourself, and the travel environment offers much that you can use. However, both your mind and the hotel offer plenty in the way of temptation, so try to stay on an even keel.

Here are six ways to ward off hermitdom for the solo business traveler:

1. Dinner should not be “do not disturb”
Avoid room service at all costs. Once you get a taste of the convenience, even if you have a good reason that first time, you’ll slip into the habit of eating in bed every night. It won’t take you long to have an excuse for every occasion. Go down to the restaurant. If you have access to a car, leave the property. Otherwise, you’ll start to think that meals should be consumed in hiding. Some restaurants offer a communal table for business travelers: take advantage of it.

2. Join the club
Most business travelers have some form of elite hotel status, allowing them to hang in the club-level lounge. Skip the hotel bar, and use the exclusive offering instead. Sure, the food (and sometimes the booze) is free, which is always a plus. More important is that you’ll be around people like you. Shared experiences lead to natural conversations. And, if you and the other guests in the club are on long-term projects, you may wind up with some new friends. You may have a companion for dinner a night or two a week.

If your hotel doesn’t have a club level (or if you don’t have the status yet to get in), see if it has a manager’s reception. These are not at all uncommon (I stayed at a Homewood Suites in a Nashville suburb for that had one nightly). You can snack a bit, get some free liquor and meet the other road warriers who live the way you do.

3. Seek open spaces
You don’t have to work in your room. Instead of holing up in your cave, take your laptop down to the lobby — it has all those seats for a reason. Listen to the piano player while you peck away. Or, sit by the pool. Just being around people will help you remember that they exist.

For many professionals, confidentiality is a concern, but don’t let this become an excuse. Find a seat with your back to a wall, and you should be fine.

4. Take your client out
Yes, this is like volunteering for more work, but you’ll get something out of it. In addition to maintaining some human contact, you’ll strengthen your business relationship. Forego big team dinners in favor of one-on-ones where you can get to know each other. Just be careful not to get too chummy: it’s a business relationship first.

5. Check out the local color
If you’re on a long-term assignment, join a local gym instead of using the one at the hotel. Hit Craigslist to see if there are any groups around that share your interests. At first, you’ll be plagued by the nagging thought, “But, I’d have to drive (or walk or take the subway) to go.” Think about what home life is like for a normal person, though. You leave the house all the time. It shouldn’t be any different because you’re in a hotel.

Local networking groups can be a great outlet. You’ll meet people who want to be met, and you’ll further your career … all while keeping yourself from going nuts.

6. Find a friend of a friend
You may not know anyone where you’re going, but there’s a decent chance you know someone who does. Ask around. A friend of a friend can help you get oriented and give you an occasional buddy for dinners and drinks. It may be awkward at first, but that will go away. In the end, you’ll make a new friend, and you’ll get the hell out of your room for a while.

7. Meetups and tweetups
The internet can be useful. I’m always seeing traffic on Twitter for various get-togethers. Poke around. Also, cruise LinkedIn (if your mindset is professional) and Facebook (if it’s not). There’s always something going on in just about every city, and social media can make it pretty easy to find something that will turn you on.

8. Treat yourself to a spa experience
Chances are you need it anyway. Line up a massage one evening, and enjoy human contact of the most relaxing kind. Sit in a hot tub for a few minutes afterward. Then, go back to the drudgery of solo business travel at least somewhat refreshed.