A Business Traveler's Survival Kit: Must-Have Apps and Tools

In the dynamic world of business travel, you often find yourself juggling multiple tasks, often simultaneously. The high-intensity, short-duration nature of these trips can easily lead to stress, especially when unexpected challenges arise. Having a contingency plan or a well-equipped survival kit can be a lifesaver in such demanding situations.

If you're about to embark on a business trip and haven't put together your survival kit yet, you're in luck. In this article, we've curated a list of essential apps and tools that are indispensable for your next business journey, so make sure to check these off your list before you set off.

🗺️ Maps

If you're headed to a business trip destination you've never visited before, navigating unfamiliar streets can be a daunting task. Without a reliable map application, you risk wasting precious hours on your commute, potentially missing appointments, and disappointing clients.

Having a map app at your disposal allows you to visualize your routes, plan for the most efficient paths based on traffic conditions, and even add stops along the way. Another way having a map handy can be a valuable asset is when you find yourself with some spare time, as it can guide you to the best local spots, restaurants, and activities.

Some of the top map tools available today include Google Maps, Apple Maps, and MapQuest. These applications offer features like real-time traffic detection, alternative route suggestions, and recommendations for must-visit places, helping you get a smoother experience on your trip.

📱 Cloud Conferencing Apps

In the digital age, you will inevitably need to join calls and meetings while you are on the go, sometimes even from a taxi or the metro. You may need to connect quickly with your team members who aren’t with you for a quick refresher before meeting a client, or just to get yourself up to speed with the latest happenings. Whatever the purpose, cloud conferencing software will help you carry out these catch-ups without any hassle, as it can provide the convenience of connecting anytime, scheduling calls for another time, and setting reminders, all while saving you considerable time and costs. 

Some of the most popular tools for online video conferencing amongst business travelers are Zoom, Microsoft Teams, and Skype. Even corporate communication apps like Slack provide this feature. 

✈️ Business Travel Management Tools

Travel management tools offer a comprehensive solution for efficient business travel management. Among these tools, WegoPro stands out for its ability to streamline various aspects of the business travel process.

One noteworthy feature of WegoPro is its integrated approach to booking flights and hotels directly within the platform. This functionality not only saves time but also ensures a user-friendly experience. By storing user profiles and preferences, WegoPro personalizes travel arrangements, making them more convenient and tailored to individual needs. WegoPro’s user-friendly interface also incorporates company guidelines, simplifying adherence without the need for constant monitoring. This feature not only enhances efficiency but also helps maintain consistency in travel-related decisions.

Another highlight of WegoPro is its capability to establish approval workflows within the platform itself. This integration reduces the need for extensive back-and-forth communication, making the approval process more efficient and transparent.

For added convenience, WegoPro offers a mobile app, that allows users to access these features while on the go. This adaptability ensures that business travelers can efficiently manage their travel requirements, whether they are in the office or on the road.

🕵️ Translators

If you’re traveling to a country that speaks a language you aren’t familiar with, a translating tool can be an extremely useful aid in getting around. Incorporating the use of a translator tool lets you communicate with the locals, helping you navigate your way around the place, or just be more interactive and discover a new culture. Although it's beneficial to learn a few everyday phrases used in the language, a translating tool is great for when you are somewhere for just a short period. 

You can use dedicated translating apps like TripLingo or use your phone’s built-in translator tool like Google Translate, or iTranslate. 

💰 Expense Management Tools

After a business trip, the traditional manual process of collecting, storing, and submitting expense receipts can be time-consuming and error-prone. Travel management tools like WegoPro offer a more efficient solution.

WegoPro comes equipped with expense management capabilities, which simplify reimbursement by allowing travelers to scan and upload receipts in real-time, eliminating the need for physical copies and speeding up the expense filing process. It also provides the expense policy and guidelines to the traveler, helping them make more informed spending choices. 

WegoPro's expense management software automates approvals, payments, and reimbursements, enhancing efficiency and reducing the risk of errors in the process.

☁️ Cloud File Storage Systems

Cloud storage systems are essential for business travelers, offering a range of advantages that can significantly enhance their productivity and convenience. These systems allow travelers to access important documents, presentations, and files from anywhere with an internet connection, eliminating the need to carry physical copies. With cloud storage, collaboration with colleagues and clients becomes seamless, as files can be easily shared and edited in real time. This gives the travelers the convenience of having the whole team’s resources even from afar.

The automatic data synchronization and backup features also provide peace of mind, ensuring that important files are never lost, even if a device is lost or damaged during travel. This is especially true for travelers abroad, who might be stuck in a conundrum should they ever misplace crucial documents like their visa or passport. Cloud storage systems empower business travelers to work efficiently and securely while on the move.

Some of the best cloud storage options for businesses are AWS, Google Drive, Dropbox for Business, iCloud, and Microsoft OneDrive.

👮 VPNs

Traveling to different locations and connecting to various networks can leave our devices susceptible to cyber attacks like phishing and malware. As a business traveler in the modern world, traveling to different locations and connecting to networks are inevitable activities, which is why ensuring online safety is of utmost importance. 

Having a VPN tool ensures robust online security, especially when using public Wi-Fi networks. It acts as a digital shield, encrypting internet traffic and safeguarding sensitive data from potential security breaches.

It will also mask your real IP address, keeping your identity safe no matter where you browse the internet. Using a VPN will also give you the ability to connect to servers from foreign countries, allowing you to browse the internet through another country’s connection. This is a useful feature as it can let you access restricted websites or content, amongst other things.

Some of the best VPN apps available today are Nord VPN, Express VPN, and TunnelBear.

🙂 Safety Systems

In the event of an unforeseen incident during a business trip to an unfamiliar location, having access to a robust safety system becomes paramount. Companies that send their employees on business trips have a duty of care towards them, a responsibility to ensure their well-being and safety throughout their travels. To fulfill this obligation effectively, several key strategies come into play.

Firstly, employee tracking systems are invaluable tools. They provide real-time location data, allowing companies to monitor their employees' whereabouts and respond promptly in case of emergencies. Secondly, establishing secure communication channels is essential. Quick and effective communication can make a significant difference in critical situations.

It is necessary to have plans that outline the steps to be taken in the event of emergencies, such as medical issues, natural disasters, or security threats. They ensure a coordinated and organized response, minimizing potential risks and uncertainties.

WegoPro's business travel management system excels in providing these essential features, empowering companies to proactively safeguard their employees. By leveraging WegoPro, organizations can ensure the security and well-being of their traveling staff, meeting their duty of care obligations effectively while fostering a culture of safety and support.

Armed with this carefully curated survival kit of essential apps and tools, business travelers can now surf the challenges of unfamiliar destinations with confidence. With WegoPro's comprehensive business travel management system, companies can not only streamline travel logistics but also fulfill their duty of care towards their employees. In sum, a well-equipped business traveler should be poised and prepared, ready to conquer new horizons while staying connected and secure on the road.

Stay tuned to WegoPro for the latest updates and news on the travel industry!