Business travel checklist & wellness guide

Introduction: my Amsterdam Airport experience

Preparing for your business trip

Confirm appointments and accommodations

Arrange transportation in advance

Arrange shuttle services ahead of time. The consequences of poor preparation can be from overwhelming to humiliating. You might find yourself rushing to meetings last minute, scrambling to find a cab. I know firsthand how one missed detail can disrupt the entire trip, especially when you are on a tight schedule or traveling with a group.

Allocate extra time for airport travel

Always allocate extra time to get to the airport. This is something I’ve learned the hard way in cities like Istanbul, where I almost missed a flight due to traffic congestion.

Maintaining your energy levels on the go

Pack healthy snacks and supplements

Staying energised during your meetings does not mean you load yourself up on caffeine or sugary snacks. You better sustain your body with the right fuel. I always carry supplements in travel size containers and healthy snacks. It makes all the difference when I’m facing hours of work or wondering in a city I don’t know.

Stay hydrated and limit caffeine

Natural energy-boosting foods that don’t deplete your adrenal glands, hydration, and superfoods are easy to incorporate into your routine and get in travel packs.​ Did I say that I have travelled to 25+ countries, mainly on work? Often on a short notice – but I learned what worked for me well.

Boost your energy

Creating a comfortable space in your hotel or AirBNB room

Unpack and organise your space

After a long journey, nothing beats arriving at your hotel room and feeling like it’s your home away from home. But some hotel rooms aren’t always designed for comfort and rest.

The first thing I do when I walk into my room is make sure it’s set up for relaxation. I quickly unpack my luggage so that there is no mess around the room. I check the pillows and make sure I am set for a comfortable day nap or night sleep on time. When I travelled with family when my younger son was little, along with his things I would always bring my own pillow, too.

If you are sensitive to air quality or noise, bring along a portable fan or air purifier. I also recommend adjusting the room temperature to your preference as soon as you arrive so you can unwind without discomfort.

Use essential oils for relaxation

On longer trips, I bring a set of essential oils and a tiny diffuser. It creates a familiar and soothing atmosphere, making me feel at home. Plus, the humidified air is easier to breathe.

At home I use ceramic oil burners in every room. But for travelling this diffuser does a great job and is a top recommendation by The NY Times.

Managing frequent travel challenges: jet lag, radiation, air pressure

Traveling frequently can take a toll on your body. You may not notice it at first, but at some point you start feeling it stronger. Jet lag, changes in the air pressure, and prolonged exposure to radiation at high altitude are some of the challenges frequent travellers face.

With time and experience, a globe trotter can learn to handle them much better.

Here are several important considerations, along with strategies and tools:

First class can be life saver for the frequent travellers

While I haven’t personally experienced such an intense flying schedule, here is something I learned from a friend. Out of 365 days, he spent 220 on the road – and business or first-class travel were a real game-changer for his long-distance flights. For someone who flies often, a seat that allows for more legroom, the premium service, and the ability to stretch out can substantially reduce the physical strain.

Grounding during flights

One of my friend’s secret weapon during the long flights was a grounding mat under his feet. Grounding mats are used to balance out the electromagnetic radiation that builds up during flights, which can be a concern, especially for more sensitive people. You can use them in your car, too. For home only, you can use a model that grounds by plugging into the socket.

Managing pressure changes on your ears and nose

A less-discussed problem during frequent flying is the pressure change that affects your ears and sinuses. The discomfort during takeoff and landing can be alleviated with simple strategies like chewing gum, swallowing, or using earplugs designed for flying. For those prone to sinus congestion, nasal saline sprays can also help keep things clear during flights.

On the flight to Dublin last year, I had a sore throat – the pain in my head during take off, landing and through several turbulent moments was almost unbearable. What helped me a bit was sucking homeopathy tablets for rusty voice. Yes, this was totally unplanned – I was travelling to a business convention not able to talk.

Neutralising the effects of airplane radiation

Speaking of radiation, it’s well-known that flying at high altitudes exposes us to more ionising radiation than we typically experience on the ground. This is not catastrophic, but it’s something to be mindful of. I already mentioned the grounding mats. You can add wearing natural fabrics (instead of synthetic ones), as well as take regularly a combination of vitamins E, A, C and D (the only vitamins who have been detected with radioprotective properties, according to US EPA (Environmental Protection Agency).

In case you don’t have a favourite vitamin complex, check out the Bio-Active Complete Multivitamin for men or women, part of the international pack I mentioned earlier. It contains three of the four vitamins – E, A and C. But in the same set you will find the organic D3-K2 2000. Here is the link to the shop again, search for the International pack with free delivery.

And when you back home from your trip, do a short detox – check our blog on Spring detox.

Understanding jet lag directionality when planning your business schedule

Jet lag tends to be more pronounced when traveling eastward. This is because going east requires your internal body clock to advance, effectively shortening your day. This is more challenging for the body’s natural rhythms. In contrast, when you a travel west extends the day. This aligns more closely with your body’s circadian cycle which makes the adjustment easier.

You can really make long-distance travel less exhausting. Design a protocol that works for you personally. Prepare well so that when you arrive at your destination, you come into your great shape and are ready to perform in less time.

Local culture: exploring it without feeling overwhelmed

It’s enriching and fun to explore the local culture when you visit a place for first time. But it’s not always easy. When you are busy with meetings, you may find yourself too tired or pressed for time to enjoy the city you’re visiting.

During the already mentioned trip to Dublin, I was so exhausted from three days with back-to-back sessions. I couldn’t even leave the hotel except for the organised by the convention group visit to the Guinness museum. The thought of going out to sightsee after the event was overwhelming. I booked an extra night for networking and short trips out of Dublin, but ended up spending the whole day unwinding in my room. Such a pity – but it was a wise decision to listen to my body and give it what it needed.

What could I have done differently?

Plan ahead? Not really, I did not expect to be feeling so overwhelmed. Skip some of the talks? I had a VIP ticket and did not want to miss anything. Go out during the lunch breaks? Possibly, together with some of the other delegates. Research local activities near the hotel, so that I could take short walking trips? Certainly.

It’s important to stay flexible — sometimes you’ll need to adjust your plans based on how you are feeling. But knowing what’s available ahead of time will help you seize the moment when you can.

The essential business travel checklist

Here are all the tips we’ve discussed (plus a few extras) organized into clear sections for easy reference.​

To-Do – the logistics

• Confirm all appointments personally or with your assistant. I use Notion as my second brain and Notion calendar synched with my other calendars.
• Book your hotel with the necessary extras (e.g., vegetarian options, room preferences).
• Arrange shuttle services to/from the airport in advance.
• Allocate sufficient travel time to the airport. (Personal tip: I once missed a flight in Istanbul due to unforeseen traffic delays.)
• Double-check your document bags to ensure everything is packed.
• Have your digital business card ready on your phone to share during networking.
• Verify the dress codes for business meetings or social events to pack the appropriate attire.

To-Do – personal comfort:

• Pack healthy snacks to maintain your energy levels during the travel.
• Use a neck pillow for better sleep support during the flights. This travel pillow comes in a set with eye mask, earplugs, heated neck pad and a hoodie for more privacy while you sleep.
• Wear comfortable, layered natural material clothing (for less static electricity) to adjust to the varying temperatures.
• Bring noise-canceling headphones or earplugs (or those from the travel pillow set above) to minimise the in-flight disturbances. Here is one more headphones brand to explore.
• Carry an eye mask to block out the light and have restful sleep.
• Limit the screen time before and during the flight for resting your eyes and for a better sleep quality afterwards in the hotel.

To-Do – health & wellness

• Adjust to time zones – gradually shift your sleep schedule before departure to minimise jet lag. Allow for recovery time when crossing time zones.
• Stay hydrated: bring an empty water bottle (like this self-cleaning bottle) and fill it up after the security check, to feel more comfortable in the dry cabin air.
• Use grounding mats in the aircraft cabin during the flights to minimise the radiation exposure. When purchasing make sure you are clear about where you can use the grounding mat or pad. Those meant for home or office use are usually connecting through the plugs with the earth in the sockets. For out of home, choose auto mats – suitable for driving by car or traveling by plane. You earthen them by connecting a clip to a metal object in the car or plane cabin.
• Practice in-flight exercises to improve circulation and reduce the risk of deep vein thrombosis.
• Apply moisturizing skin products before and during the flight to prevent dehydration. Use your favourite brand or try the Jurlique’s hand creams in travel size.
• Take melatonin supplements (consult with a healthcare provider first) to regulate your sleep cycles and reduce the jet lag. Or if you are into gadgets, check this wearable neck device – the frequencies match the effect of melatonin, caffeine, etc. You choose the function – activate or relax.
• Maintain a balanced diet with meals high in carbohydrates to help sleep better when traveling. And don’t forget your supplements and vitamins – explore the whole range in LiveGood’s shop! Did you know that you get extra discount as a member, and there is no pressure for auto-shipment or quantities?
  Plus, for $40 extra (one time payment) you can start getting rewarded for growing the member’s base (no need to sell anything). Eventually this could pay for your supplements or turn into a passive income stream – learn more about it here.

To-Do – technology & connectivity

• Download the essential apps: Ensure you have navigation, translation and the airline apps installed, for real-time updates on the flight status and gate changes.
• Carry portable chargers to keep your devices powered throughout your journey.
• Pre-download entertainment (books, movies, music) to avoid reliance on in-flight Wi-Fi.
• Ensure all necessary adapters and cables are packed for your electronic devices.​
• Pack your digital journaling tools: I have a couple of sizes of the reusable Rocketbook journals, and a Wacom Bamboo folio pad. Compared to regular paper notebooks they save me time and weight, and all my notes are digitised and easily organised. And the best – I get to handwrite which I prefer to typing.

Conclusion: preparing for success on your next business trip

Reflecting on that stressful moment at the Amsterdam airport, I’ve realised how much the preparation can make or break a business trip. Every little detail counts – from confirming your appointments to planning for self-care and comfortable travel.

The next time you travel for work, plan ahead and incorporate these strategies to make your trip smoother and more enjoyable. And don’t forget to share your own travel tips with me — I’d love to hear how you stay energised and comfortable while on the go!

Enjoy the travels,

Iskra

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Disclaimer: The information provided in this article is for general informational purposes only and does not constitute medical, health, or personal advice. Always consult with a qualified professional before making any health-related decisions.