We’re halfway through the decade and business travel has seen its ups and downs. After bouncing back post-pandemic, 2025 trends are all about keeping costs low while maintaining impact. According to the Global Business Travel Association (GBTA), global corporate travel spending is on track to reach a record $1.48 trillion by the end of 2024, surpassing the 2019 high of $1.43 trillion. GBTA further predicts spending could climb past $2 trillion by 2028. Nearly 8 in 10 business travellers reported experiencing disruptions in 2024, from flight delays to visa holdups. That’s why thoughtful, flexible preparation, especially around cost control, tech readiness, and traveller wellness, is more essential than ever.
“Business travel remains essential for building relationships and driving growth—but it must now be planned with far greater precision and flexibility.”
Suzanne Neufang, CEO, GBTA
Business travel can be a powerful opportunity, a chance to build relationships, explore new markets and grow professionally. Whether you’re heading overseas for a quick meeting or relocating temporarily for a longer-term assignment, planning will save you time, stress and unexpected costs.
Visa Applications: Are You Visiting or Working?
Before booking your flight, understanding the correct visa type is a top priority. Getting this step wrong often results in denied entry or delays in your trip and even rejected visa applications as a result of poorly prepared visa applications.
Business Visitor Visa
If you are attending a meeting, conference or exploring opportunities without receiving a salary, a Business Visitor Visa is the most suitable option for you. This Visa is valid for 30–90 days, depending on the country and is designed for short-term, non-labour activities.
Work Visa
This visa is required when you’re engaging in employment or hands-on work beyond just attending meetings. If you’re starting a new job, being transferred to a foreign office or contributing to on-the-ground projects, you’ll need a work visa. It allows for more extended stays but often comes with stricter requirements and processing times that can take over several weeks or months.
Packing Tips for Business Travel:
Smart packing can make a significant difference; it not only saves time but also reduces stress and helps you focus on what matters. With a well-packed bag, you spend less time looking for your things and stay more organised. If you’re checking a suitcase, use packing cubes and compartments to keep everything organised and easily accessible.
Essentials
These are the must-have documents and items that help ensure a smooth arrival and safe stay in your destination country.
- A passport with at least 6 months validity
- Visa documentation and invitation letters
- Travel insurance and health documents
- Currency or an international credit card
Clothing
Pack outfits that are suitable for both formal meetings and more relaxed business-casual occasions.
- One or two business outfits
- Business-casual wear for informal meetings
- Comfortable shoes for walking, plus formal shoes for meetings
Technology and Work Essentials
These are the tools that keep you connected and productive from anywhere.
- Laptop and charger
- Power bank and travel adapter
- USB drive or external storage
Accommodation Tips
When it comes to business travel where you stay can significantly impact your productivity and overall experience. A well-chosen accommodation not only offers comfort and convenience but also supports your work needs.
Hotels:
Hotels are ideal for short-term trips. They offer a range of amenities such as high-speed Wi-Fi, early check-in, room service, laundry service, workspace and transport services.
Serviced Apartments:
Serviced Apartments are ideal for stays longer than a week. They come fully furnished and offer more space including a kitchen, laundry facilities and a separate living space.
Transportation Tips: Getting Around Safely and Efficiently
Transportation plays a role in how smoothly your trip goes. From getting to meetings on time to navigating a new city without hassle, the way you move around can impact both your productivity and peace of mind.
From the Airport
Arriving in a new city can be overwhelming, especially after a long flight, so it’s wise to book a reliable airport transfer in advance if you’re arriving late or during peak hours. Many cities offer taxi services or ride-hailing apps, such as Uber and Bolt, as convenient options.
Local Transport Options
Ride-Hailing Apps
Apps like Uber and Bolt have become go-to transport solutions in many countries. These services are convenient, available in both cash and cashless options, and easy to navigate from your smartphone. You can request a ride on demand, track your driver, and pay through the app, making it a seamless experience.
Public Transport
In some cities with well-developed infrastructure, public transport is often the fastest and most cost-effective option. Trains and buses operate on fixed schedules, which helps avoid traffic congestion and can save you time during peak hours. If you’re staying for more than a few days, consider getting a transit card or travel pass. Many systems offer prepaid or unlimited-ride options, which are more convenient than purchasing tickets daily. Just be sure to check schedules, peak times and local etiquette before hopping aboard
Car rentals
Renting a car can be a good option if you’re travelling between cities, attending meetings in more remote areas or simply need flexibility throughout your stay, it gives you complete control over your schedule. However, it’s essential to remember that driving in another country can present challenges. You’ll need to get familiar with local traffic laws, road signs and driving culture. In countries where they drive on the right-hand side, this can be a significant adjustment for South African drivers accustomed to driving on the left. Ensure you have an international driver’s license if required and always verify that your car hire includes comprehensive insurance and navigation tools.
Business Travellers Key Concerns & Associated Thought-Value Areas
Business travel can open doors to new opportunities, but it comes with its pressures. Tight timelines, long flights and the disruption of routine can take a toll. Here are a few ways to stay grounded and make the most of your time on the road.”
Time Management
One of the biggest challenges is time management. It’s easy to underestimate how much time travel consumes from your week. A good starting point is to block off full travel days in your calendar to avoid double-booking or rushing to meetings straight from the plane. Treat the trip as a focused project, prepare well and execute mindfully.
Travel Fatigue & Wellness
Travel fatigue is a common issue. Long flights, poor sleep, and constant movement can take a toll on your energy and overall well-being, especially when crossing time zones. Choosing daytime flights whenever possible helps reduce exhaustion, while adjusting your schedule to match the destination’s time zone can ease the transition. Staying hydrated and bringing along healthy snacks can help you avoid the inevitable fast-food traps in airports. During flights, taking time to stretch or walk the aisle occasionally makes a big difference, and getting outside in natural sunlight soon after landing can help reset your internal clock.
Visa & Immigration Issues
Visa and immigration issues are often the most stressful parts of international travel. Keep both printed and digital copies of important documents, such as visa letters, booking confirmations, return flight details, and proof of accommodation. It’s also crucial to understand destination-specific rules. Some countries require a return ticket upon entry, while others may need a transit visa, even if you’re only passing through.
Tech Setup & Digital Readiness
Technology is an essential tool for travelers, but it can also cause significant disruptions if not correctly managed. Be sure to activate your international roaming plan before departure, or arrange to purchase a local SIM card upon arrival. A reliable travel Wi-Fi hotspot can be invaluable when hotel networks are inconsistent. Ensure that key presentations and documents are backed up and accessible offline.
Expense and Budget Management
Keeping track of expenses while traveling can quickly become overwhelming. A simple but effective practice is to take a photo of every receipt as soon as you get it. Familiarising yourself with your company’s per diem policy and reimbursement procedures before your trip can also help prevent confusion or disputes later. If your trip combines business and leisure, be sure to separate personal expenses from company expenses.
Workspace & Accommodation Considerations
Accommodation and workspace choices can make or break a business trip. Don’t just default to the cheapest or most familiar hotel chain. If you need to be productive, research properties that offer proper desks, fast Wi-Fi, and quiet spaces to work. In major cities, co-working spaces are an excellent option for focused work or client meetings. And if you travel regularly to the same destinations, it might be worth negotiating corporate rates with a few preferred providers.
Cultural & Business Etiquette
Business etiquette and cultural awareness can also shape the outcome of a trip. Before you land, take time to understand how things work locally.
Contingency Planning
Unexpected disruptions are an inherent part of travel, so backup planning is critical. Always know your backup travel routes and keep a printed travel schedule in your hand luggage, along with digital copies stored in the cloud. Save the contact details for your country’s embassy or consulate in case of emergencies. And if you travel frequently, invest in comprehensive travel insurance that covers medical issues, delays, lost luggage and cancellations.
Business Development on the Move
Business development is often overlooked during trips, mainly when you’re focused on delivering results. But travel creates unique opportunities to expand your network. If you’re visiting a city with a strong industry presence, consider attending a conference, seminar or networking event while you’re there.
Post-Travel Recovery
Post-travel recovery is just as important as the trip itself. Returning to a full inbox and packed diary can be overwhelming. Give yourself breathing room by keeping your calendar light the day after you return. Use that time to regroup, catch up with your team, and schedule a quick debrief to capture follow-ups, lessons, and next steps from the trip.
Final Thoughts
Business travel doesn’t have to be stressful. By preparing your visa paperwork correctly, packing strategically, selecting the right accommodation and mastering local transportation options, you’ll be able to focus on what matters.
Written by Xabisa Mxokozeli, Creative Marketing Assistant
