Fernanda Pinho addresses the everyday obstacles encountered by executive assistants and personal assistants in organizing business trips. Drawing on extensive experience in arranging everything from last-minute flights to streamlined itineraries for top executives, Fernanda provides practical guidance to enhance the efficiency of corporate travel management for EAs and PAs.
In the final part of her guest expert series, Fernanda shares travel tips on everything from jet lag prevention and productivity on the move to smart packing strategies, all from the perspective of a seasoned EA who’s traveled the world at a moment’s notice.
“Jet lag, fatigue, and disorganization don’t have to be part of your travel routine. Whether you’re a senior executive assistant managing global itineraries or a frequent flyer yourself, these tips will help people arrive focused, refreshed, and ready to perform.”
Beat jet lag before it starts
Jet lag isn’t a badge of honor, it’s a performance blocker. Here’s how to manage it effectively:
- Adjust your schedule early: Shift your sleep and meal times 48 hours before departure to align with your destination’s time zone.
- Use melatonin wisely: Natural melatonin can help with overnight flights but consult a healthcare professional before use.
- Seek natural light: Upon arrival, get out into the daylight to help reset your internal clock.
- Hydrate consistently: Drink one glass of water per hour during the flight. Avoid alcohol and use caffeine only after landing.
- Schedule a buffer: If possible, allow 30-60 minutes post-arrival to decompress before meetings.
Pack like a pro: travel light
Efficient packing is a productivity tool. Here’s how to streamline your suitcase:
- Build a capsule wardrobe: Stick to neutral, versatile pieces that mix and match easily.
- Create a meeting-ready kit: Include essentials like a phone charger, wrinkle-release spray, painkillers, mints, and a mini sewing kit.
- Use packing cubes: They save space, keep items organized, and make unpacking faster.
- Keep tech in your carry-on: Always travel with your devices and chargers in your carry-on luggage to avoid delays if your checked bag is lost.
Stay productive in transit
Turn travel time into focused work time with these strategies:
- Download everything in advance: Don’t rely on in-flight Wi-Fi. Preload documents, entertainment, and key resources.
- Set a “plane mode agenda”: Choose two to three offline tasks to complete during the flight.
- For EAs: Use downtime in lounges or transfers to finalize logistics, confirm transportation, or prep contingency plans.
- For executives: Provide a curated in-flight folder with briefing notes, reading material, and essential documents.
Stay sharp as an EA on the move
When you’re the one keeping everything running, your wellbeing matters too:
- Prioritize rest: Book an extra night before key meetings to adjust and recharge.
- Fuel your body: Eat balanced meals, stay hydrated, and avoid skipping food due to a packed schedule.
- Establish micro-routines: Small rituals, such as a daily cup of tea or five minutes of quiet can help maintain focus and calm.
Travel is a performance zone
As working with a travel management company (TMC) shows, business travel is more than getting from A to B, it’s about your travelers arriving with clarity, energy, and purpose. With the right strategies and support from your TMC, both executives and assistants can land on time and at their best.
Email us at helloUS@reedmackay.com to discuss all of your corporate travel and event management needs.
