Road Rules for Technical Communicators

Tight airport security. Long lines. Airlines reducing perks for passengers. Travel seems to offer more problems than pleasures these days. But business travelers are especially hard hit by the changes.

Many technical communicators’ job responsibilities don’t require much business travel. We may fly to another city once in awhile to attend an STC or other technical communication conference, or to participate in a corporate gathering, but that’s about it. So, many people don’t know the special tips and tactics that salespeople and other frequent travelers have devised to make it easier and less stressful to be en route to somewhere.

This article presents travel de-stressing strategies gleaned from travel experts and frequent-flyer colleagues. I also offer tips that have averted disaster on past business trips.

The cardinal rule of packing for business trips is: pack only essentials. Airlines used to let travelers ignore baggage weight limits. Now under pressure to boost earnings, those same airlines may charge you as much as $8 per each extra pound. Here’s how to travel lighter:

Before you leave, make some pre-flight dining plans. Many airlines no longer serve food and when they do, only the peanuts are free (maybe!) and the choices and quantities are limited.

Instead of taking your chances with airline food, pack a small lunch (sandwich, crackers, whole-grain snack bars, etc.) or purchase food at the airport and carry it onto the plane. Choose non-greasy, non-spicy foods (no sauerkraut, no chili peppers) to avoid digestive discomfort, especially if you’re a nervous flyer. And eat lightly; you can purchase more substantial food once you reach your destination.

Getting to the Gate

Driving yourself to the airport is the best way to go. Since 9/11, many airports don’t allow non-commercial vehicles to drop travelers off at the terminal. Taxi fares can be costly. And though airport shuttles cost less, they have two drawbacks:

• Usually the shuttle driver stops to collect other passengers, so getting to the airport takes more time.
• When you return, if the shuttles are busy you may have to wait at the airport for 30 minutes, 45 minutes, or longer.

Airport parking lots charge steep prices, so I recommend off-airport parking lots. They generally offer reasonable rates, and their shuttles leave for the terminal frequently. (I’ve never had to wait longer than 10 minutes.) But the biggest benefit comes when you return; within 15 minutes or so after deplaning, you can be in your own car driving home.

Thefts can and do occur at airports’ security checkpoints, and the more items you have to place on the conveyor belt, the more trouble you’ll have watching them. To stay more secure at the security line, do the following:

• Carry a purse small enough to tuck into a larger bag.
• Don’t wear a jacket unless absolutely necessary. Federal security rules require you to remove your jacket, so it becomes one more item for you to keep an eye on.
• Keep your hands free by wearing an ID wallet on a cord around your neck. An ID wallet also has compartments for cash and credit cards, making them readily available if you need to buy something before you get on the plane.
• If you have more than one item to X-ray, make your laptop PC the last item you place on the conveyor belt. This allows you to pass through X-ray screening at the same time as your PC, so someone going through ahead of you has less opportunity to snatch your (or your employer’s) property.

Ensuring More Pleasant Flights

Airplane cabins pose three big obstacles to comfort: they’re crowded, they’re noisy, and the air quality tends to be poor. To be more comfortable during your flight, try any of these techniques:

• Always use the restroom shortly before boarding the plane, even if you think you don’t need to.
• If you have a long flight, grab a pillow and blanket as soon as you board. (There are never enough for all passengers.)
• The bag containing items you may need during your flight (medication, reading materials, etc.) should be stowed under the seat in front of you. You’ll be able to fish out the items easily when you want them without getting up and disturbing the people next to you.
• iPods, CD or DVD players, and other portable electronic devices with headphones are ideal for shutting out cabin and engine noise. You can also bring along earplugs or noise-canceling headphones if you don’t feel like listening to music or watching a movie.
• Bring along a small toy, book, stuffed animal, or puzzle in case you find yourself seated near a squalling or cranky child.
• If you’re concerned about catching germs or viruses from the enclosed cabin air, ask your doctor or druggist if it’s safe for you to take a bacteria-fighting supplement such as Airborne. Also ask about remedies for motion sickness if you think it may be a problem.
• Although airplanes are pressurized, your ears are still sensitive to the change in altitude and they’ll pop. Suck on hard candy or juicy chewing gum to relieve pressure on your ears. Yawning widely also helps.
• If you have a head cold, try anything that has worked to clear it up before you travel. However, if you have an ear infection, consider postponing your trip. An infected ear can be extremely painful on an airplane. Contact your doctor to see if he or she can help you before you leave.
• If you’re able to sleep on the plane, ask to be wakened before you begin descent. The landing is usually harder on your ears and since you swallow less when you sleep, you may wake up on the ground in pain.

Arriving

After your plane touches down, you’ll want to acclimate yourself to your new location as quickly as possible. These tips can help:

• Try to arrive in the evening; it will be easier for you to sleep if you arrive when it’s dark. Then, you can start with a new day after some rest.
• Change your watch as soon as you arrive to help convince your body of the new time.
• If you need a car, consider renting one from a company that offers express service. National Car Rental, for example, offers a free Emerald Club membership that you can set up online. You provide some information up front such as the kind of vehicle you’ll want, your credit card number, etc. Then when you get to the rental car depot, you simply go to the Emerald Club section, choose a car, present your club membership card to the attendant, and drive away.
• Drink lots of water. Dehydration makes jet lag worse. And alcohol, caffeine, and sugar only worsen the effects of dehydration and jet lag.
• After you’re hydrated, use caffeine and a little exercise to help you stay awake if you have a new later bedtime. If you have to adjust to an earlier bedtime, eat something sleep-inducing (such as turkey) for dinner.
• Avoid rich food so your body can concentrate on catching up instead of heavy digesting.
• If you’re staying at a hotel, especially if you’re unfamiliar with the surrounding area, ask the hotel desk clerks where you can find the nearest shopping plaza, drugstore, food mart, and automatic teller machine. Knowing where these can be handy if you forgot to pack something, a shoelace breaks, or some other minor emergency strikes. The hotel may also be able to provide a pre-printed map or guide to nearby restaurants—and if they don’t have a map, the clerks can usually recommend eateries the locals prefer.

Want more travel tips? You can find them through a Google search, but I recommend that you start with www. independenttraveler.com, an interactive traveler's exchange and comprehensive online travel guide. Happy traveling!