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August 1-15, 1996 |
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Tips, Tricks and Resources for Business Travel
Before You Go
The best time to trouble-proof your trip is well before you set your foot out the door. Try to do
everything you can to make your excursion easier. For example, some hotel chains have several
hotels in the same town, so ask to be booked into the one closest to your primary client or the
convention location. Here are some other tips that are worth the proverbial pound of cure.
Care and Feeding of Your Notebook Computer
1. Don't work with software or hardware for the first time on a trip. Put any new technology
through several days of real use before you rely on it on the road.
2. If you can spare the disk space, install the online help files for your most important software
programs. You don't want to lug around manuals when you're traveling.
3. Back up, back up, back up! If you lose or damage your notebook, having a system backup safe
at home will minimize harm to your business and make the replacement of the notebook a simple
matter of filing an insurance claim. Back up to tape, floppy, Zip drive, or even your home PC. Back
up the day before you leave, and bring blank floppies with you on your trip.
4. If you don't have a portable backup system, you could e-mail yourself copies of your most
important files. Address the e-mail to yourself, and attach the files for uploading. Just remember not
to read and download those pieces of mail unless you need them. Set up a secondary account as a
backup dump.
5. Planning a presentation? Make sure the facility has the equipment you need, and bring a backup
(for example, if you're planning a screen show, bring along overhead transparencies-just in case).
6. Install Norton Utilities® or a similar protection program. The undelete feature, which restores
accidentally deleted files, is worth the price of the software.
7. Install a remote control software program so you can view and retrieve files that are on your
office PC (for more information on such programs, see our software roundup in this issue).
8. Bring along a write-protected floppy boot or system disk. If for some reason your system files
have been corrupted, this floppy will give you peace of mind by giving you access to your
computer. To create a boot disk (basic DOS method: format a: /s), follow the instructions in the
latest For Dummies (IDG Books) book.
9. If you're a Windows® user, before you leave home, copy to a floppy disk all .ini and .grp files
from the c:\windows\system subdirectory, as well as config.sys and autoexec.bat files. (Later, if
your computer freezes up but you're able to boot from a floppy, replacing these files on your hard
drive may solve the problem.)
10. If you're a Mac® user, install a "Minimal Macintosh® System Software" setup onto a floppy disk.
When you boot up using this disk, your extensions and preferences won't be installed, but you
should be able to use most programs.
11. Keep your laptop's warranty current. Many manufacturers offer one-day repair service but
only to warrantied customers. Most computers warranties are valid for one year. Call your
computer retailer for the details and cost of extending the warranty. If the warranty has lapsed, you
may need to bring the laptop in for a checkup before you can extend coverage.
Luggage and Packing
12. Buy luggage for durability. Make sure that any shoulder straps and handles are attached with
metal hardware. Also, rolling, flight- attendant-style suitcases are easier to manage than garment
bags.
13. Begin packing your travel case as soon as you know you're leaving, so you won't have to look
for important items at the last minute. Tear out articles from magazines so you can read them on the
plane.
14. Wrinkle prevention tips: The fewer folds, the better. Gently fold several garments at the same
time. Fold sleeves into the center of the garment before folding. Pack clothes with the dry-cleaning
bags on; the plastic can help prevent creases. Stuff socks into shoes to prevent the shoes from
getting crushed. Unpack and hang everything as soon as you reach the hotel. Steam out wrinkles by
hanging clothes in the bathroom (not in the shower).
15. Make and bring extra copies of: The reservation numbers for hotels, auto, and airlines, in case
your name was spelled wrong. Airline and hotel toll-free information numbers. Your health
insurance number and your physician and health plan approval phone numbers. Your laptop's
purchase receipt or extended warranty form to speed repairs in case your computer crashes.
16. Don't carry more credit cards than you need to. If you have a lot of plastic, consider joining a
registry service. CUC International Card Enhancement Services offers comprehensive card
protection. With one call, all your cards (including cash machine, debit, gas, and department store
charge plates) will be canceled, and you'll be protected against any unauthorized usage. The service
also offers emergency airline tickets and a message service (800-835-4273; $39 for three years).
17. Carry your computer's serial number on your person. If your computer is recovered, that may
be the only way to identify it. Tape business cards to the machine, and scatter cards in your
luggage.
18. Computer warranties don't cover cracked screens. Your computer carrying case needs
sufficient padding on both sides, especially next to the screen.
19. Whenever possible, carry on all luggage. Even though most lost luggage is just delayed, on an
important trip the inconvenience isn't worth the risk. Most airlines allow two carry-on bags; call
ahead for dimensions.
20. If you must check luggage, never check valuables. Carry medication or jewelry with you.
Airlines are only liable for about $1,000 of total losses.
21. If you're worried about finding overhead space on a crowded flight, book seats at the back of
the plane; most airlines board rear rows first.
22. Take a bottle of water and a snack on board. If you get stuck on the runway, you'll have a
more pleasant wait.
Staying Connected
23. Book yourself into hotels with business centers (such as Hilton, 800-445-8667; ITT-Sheraton,
800-325-3535; or Swiss(tm)tel, 800-637- 9477). These scaled-down office suites will give you
access to fax machines, printers, and photocopiers. Secretarial services are sometimes available for
a fee. Some business centers are open only from 9 a.m. to 5 p.m. So call in advance to make
certain the service you're counting on will be available.
24. Most of the major online networks provide local phone access almost anywhere in the United
States. Look up the local number before you travel and try it out by calling long-distance from your
home. If that works and you have a problem later, then you've isolated the glitch to the hotel. Most
online services also have toll- free access numbers for an additional hourly fee (CompuServe,
9,600bps, 800-331-7166; AOL, 28.8Kbps, 800-716-0023; $6 per hour in addition to connect
time). Note that some hotels charge for toll- free access, so check the rate card in your room
before you log on to avoid surprises.
25. Sign up for CompuServe's CallingAllCard. Instead of dialing in to the service with a modem,
you can call a toll-free number to have your e-mail sent to a fax machine or text-to-voice read over
the phone. You can also use the service to receive faxes on the road and print them out whenever
you like (CompuServe, 800-848-8990; 25 cents per minute).
26. Due to cellular phone crime, some cities require security code verification before you can dial.
Call your cellular provider in advance to set up this service.
27. A few hotels have completely digital phone systems. These systems can jolt your modem with a
high-voltage charge that isn't covered by the warranty. The least-expensive way to tell is to call the
hotel and ask if guests have had difficulty using modems in the past. For $30, you can pretest the
phone jack with an IBM® Modem Saver from TeleAdapt (408-370-5105). If the telephone has a
modem port, chances are you won't have a problem.
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