BEST PRACTICES FOR BUSINESS MANAGEMENT
Travel Strategies for the CLNC® on the Go
EDITOR'S NOTE: Leaving your office on a business trip can be exciting or traumatic, depending on your preparation. Before you
depart, take the time to apply these time-tested travel tips from your fellow CLNC® Pros. You'll have far less stress and hassles
and arrive ready for business.
– Vickie L. Milazzo, RN, MSN, JD
Plan Early to Save Time and Money
Advance planning will help you get the most out of your trip and assure you some sense of normalcy while you're on the road.
Plan well in advance to avoid oversights. Whether you make the travel arrangements yourself or have someone do it for you, book all flights, accommodations and rental cars as far in advance as practical. Then confirm meeting dates, times and reservations at least 24 hours before you leave town. This simple strategy could save time and money and prevent frustration caused by changes or cancellations.
To feel "at home," stay at the same hotel chain if possible. In cities you frequent, stay at the same hotel if you can. You may be eligible for "frequent guest" perks. Check with the hotel in advance to determine whether they have computer hookups, hair dryers, irons and ironing boards, a fitness center or any other amenity that will save you time, space in your luggage or reduce stress.
Choose a hotel with high-speed access or a dedicated line so that you can use your computer. Try to find a hotel that has a business
center.
If possible, travel on a fully refundable airline ticket so that when flights are cancelled or delayed, changing to another airline is an option. This also helps you get an upgrade to first class.
Ask a neighbor or family member to watch over your home and CLNC® office. Have two copies of valuable documents, such as driver's license and credit cards. Leave one with someone you trust and carry one with you.
Discuss Travel Expenses in Advance
Discuss your travel expenses (e.g., airfare, meals, hotel) and consulting fees in advance. You don't want any surprises at billing time that may undermine the trust you have built.
If you travel on business often, you may want to establish a day rate which covers your usual hourly rate for the time you are working, plus an appropriate premium for the time you are away from home en route or after hours.
Notify the Clients You're Leaving Behind
If you'll be away for an extended time or if one of your cases has a significant deadline coming up, let your attorney-clients know you'll be away. Whenever possible, do this well in advance so you can avoid potential crises and provide any last-minute assistance your clients need.
Additionally, be sure to meet or beat all deadlines before leaving town.
Provide your attorney-clients (and your family) with routine contact information, such as cell phone number, as well as "emergency" numbers. This reassures your clients. Giving them the freedom to contact you any time actually discourages them from doing so unless they really need you. (Applies to family as well!)
Pack Light and Tight
Divide your packing needs into these 5 categories:
Business – Focus on items you need for the scheduled meeting or event – pertinent documents, notes, reports, exhibits, planner, contact numbers, equipment such as a laptop computer and cell phone, etc.
Then turn your attention to anything you might need for contacting clients back home regarding specific cases. Be selective about the type and amount of additional casework you pack. Bring cases that are not bulky. If you can break down your projects into smaller tasks – a good idea for effectiveness anytime – determine what you can reasonably accomplish while you're away and take only what you need to meet those objectives. If you plan to communicate to a client while you're gone, bring along whatever will help you communicate effectively.
To be sure everything arrives at your destination, pack hard copies of your files in your carry-on luggage or ship them ahead of time.
Travel – Place all airline tickets, hotel and rental car confirmations, as well as your picture ID in a document organizer or travel wallet for easy accessibility.
If driving, have a good map and directions. Leave all travel items in the trunk.
Take an expense log to track your business travel expenses, and a large envelope to save receipts.
Marketing – Take extra business cards, brochures and marketing packets. After all, you never know who you'll meet on the plane or at the hotel or at your business activity.
Clothing – Pack light and keep it simple. Ideally, you should pack everything you need in one wheeled carry-on case. This saves the anxiety and hassles inherent with lost luggage. However, if you can't squeeze everything into one bag, at least make sure your carry-on luggage contains your business suit, a change of undergarments, medications, jewelry and essential personal and business items.
Plan the items you need before you pack by doing what fashion experts do to prepare for photo shoots – lay all the pieces of each outfit together on your bed and coordinate everything, including accessories. Tuck a packing list in your suitcase for next time.
Take a mix-and-match separates wardrobe in a single color scheme. This will eliminate extra shoes and accessories. Dress for comfort, yet look professional. To reduce the need for ironing on arrival, take wrinkle-resistant clothes and pack neatly and tightly.
Remember to bring exercise clothes, casual clothes and shoes for after-hours and a swimsuit for relaxing in the hotel pool or spa.
Toiletries and Personal Items – Never unpack your toiletry items. If you travel frequently, buying an extra toothbrush, hairbrush, etc. and keeping them packed saves time in both packing and unpacking. A hanging toiletry bag, always ready to pop into your suitcase, is a good investment. Pack travel-size toiletry items and replenish them from your bigger bottles between trips. To save space use the hotel shampoo.
You might even keep a suitcase partially packed with items that make travel more comfortable, such as slippers, inflatable neck pillow, etc.
Some additional tips to make your packing more efficient:
Pack one pair of dress shoes and one pair of casual shoes that go with everything. This may be a challenge, especially
if your trip includes multiple events – then the shoe count may increase despite your best efforts.
For evening pack a small purse that fits in your carry-on. During the day carry only a briefcase with wallet and ID in an easily accessible pocket.
Store toiletries in a sealed bag to prevent leakage.
Take a FedEx pack and labels for expediting written mail or for sending accumulated papers or conference information home rather than having to overload your suitcase.
Don't put all your money in the same bag. Put a little in your carry-on and a little in your wallet. Empty your wallet of nonessential items.
Be safe – don't put your name and address where it's visible. Use your company name instead.
Pack a luggage tag inside your luggage. Place a bright handle wrap on your luggage.
Finally, be kind to yourself. Bring something just for fun during your well-earned downtime. A favorite book, journal, magazine, CD or audiotape is wonderful for whiling away a layover or winding down at night before sleep.
Arrive Early and Stress Less
Whether traveling by air or by car, arrive at your destination as early as possible the day before the meeting or event. You can take care of morning calls at your office, then fly to your destination in the afternoon. This eliminates having to leave for the airport at 4:00 a.m. the day of your meeting. You'll have time for a practice run to the meeting location, if needed, or you can press your clothes, do some work or take a power nap. Arriving early also allows you time to prepare for the next day, eat well and get a good night's sleep.
If you must fly the day of the appointment, travel in the early morning and arrive early. You will encounter fewer delays. Allow time to make connecting flights and book direct flights when possible.
For the appointment itself aim to be there 15 minutes early. Freshen up in the restroom before your meeting. This will help lower your stress level. Being late for something important is not only unprofessional but also VERY stressful for you.
Travel Smart
Always carry on your laptop computer. Never send it as checked luggage. Use a bag with a side zipper so that you can slide the laptop out at the inspection counter. Take an extra charged battery or an airplane power adapter.
Place your bags on the conveyor belt right when you are ready to walk through the scanner.
Travel doesn't have to be hard on your body. To avoid dehydration, drink plenty of water and don't drink alcohol en route.
Ask to be seated away from the galley, bathroom or bulkhead, so that you can work or relax.
Join an airline club or use a business credit card that provides this perk. In addition to helping you handle long layovers with grace and ease, these oases have access to business services and provide a peaceful place to work, surf the net or just grab a snack.
Pack light reading materials or deposition transcripts to read in-flight. If traveling by car, consider inviting a friend along to drive, so you can prepare for your meeting or do some routine task, such as tabbing records, to make use of the travel time.
Prospect as You Go
Look and act professional at all times and carry plenty of promotional materials. You never know where your next prospect will appear. The person sitting next you on the plane may be a partner in a law firm, or the mother or father of a partner in a law firm.
Bring small gifts or thank you cards for clients and office staff who have been particularly helpful to you.
Stay in Touch and Stay in the Moment
Cell phones and pagers have become essential both at home and away. Don't forget yours, and be sure to pack your charger/adapter and an extra battery. But don't misuse these communication tools. Give your full attention to the event at hand. Place your pager on "silent" or "vibrate" mode and turn your cell phone off until you're free to check messages. Based upon your business agenda, determine when you'll have time to check messages – for example, once or twice during the day and once in the evening. Respond to urgent calls first.
If you have an administrative assistant or someone who can fill this role while you're away, have them pick up your messages. Call your assistant once or twice a day instead of calling voice mail frequently.
Make the Most of Down Time
Use your laptop to stay caught up. When you're not in your meeting, work on reports, check e-mail, create memos or even do online research. Once you return home, just hook your laptop to your computer, download files, if necessary, and you're back in business. Wherever you work or communicate on the road, be aware of confidentiality issues. Make certain your clients' confidential information is secure while you're traveling.
Use travel time to think about new goals and success strategies for your business.
Have Fun Too!
Reward yourself for your hard work on the road.
Take advantage of limo or town car service when it's available and convenient for you.
Your client's travel budget should include safe, quality accommodations. If you feel like treating yourself, go ahead and book a more costly hotel or a room with a view, and pick up the difference.
Enroll in frequent flyer programs to earn upgrades and free flights or accommodations for vacations or weekend getaways.
Take the opportunity to learn something about the area. Meet new people, take in a few sights or sample some of the local cuisine.
Plan to exercise. Exercise is one of the best destressors of life. Everything else is more fun when you are physically fit.
Suzanne E. Arragg, RN, BSN, CDONA/LTC, CLNC, is the owner of SEA Consultant Company in California, specializing in long term care cases.
Dale Barnes, RN, MSN, CLNC owns Barnes Medical Legal Services in California. She has been an independent CLNC® since 1999, consulting on medical malpractice, bad faith insurance, general personal injury, home care, elder abuse and research services.
Gloria A. Blackmon, RNC, BSN, LNHA is the CEO of Blackmon & Associates Medical-Legal Consulting in Kansas, specializing in long term care issues.
Susan J. Burnham, RNC, CLNC owns Burnham and Associates in Washington state. She has been an independent CLNC® since 1996 and specializes in quality of care issues.
Nancy Dion, RN, MSM, CLNC, CPHQ, CHCRM, LNHA, with more than 35 years as a healthcare professional, is a Florida-based CLNC® with expertise in clinical services, organizational redesign, quality improvement, risk management, and executive team building and management.
Joan M. Gower, RN, CLNC is an independent CLNC® and owner of Florida Medical Legal Consultants, Inc., specializing in children's issues, forensics and managed care.
Patsy Howard, RN, CLNC is the owner of Metro Legal Nurse Consulting in Missouri and the in-house legal nurse consultant for Hinshaw & Culbertson, a large medical and legal malpractice firm.
Colleen Lindell, RN, MHSA, CNOR, CLNC, Wisconsin, is CEO of Med-Legal.net, Inc., a nurse-owned firm providing attorneys and healthcare consumers with research, expert case review and opinion.
Vickie L. Milazzo, RN, MSN, JD is the founder and president of the Vickie Milazzo Institute in Houston. She has been a successful legal nurse consultant since 1982. Credited by The New York Times with creating a new profession, Vickie developed and implemented the first national certification program for CLNC®s in 1994. As a trainer, coach and mentor she has empowered thousands of RNs to take control of their lives and create exciting and profitable careers.
Gina I. Rogers, RN, BSN, CLNC is the founder of Medical Review Consulting, LLC in Kentucky. She consults with plaintiff and defense attorneys and insurance companies nationwide.
– Vickie L. Milazzo, RN, MSN, JD
