20 Tips for Being Productive While Traveling

Copyright 2006 Stephanie Graham

For many mortgage professionals, frequent travel is a way of life. A big concern of frequent travelers is how to remain productive without access to the normal resources. Sometimes, that first trip leaves you feeling like a fish out of water. Especially if you didn’t anticipate your customer’s needs. But with each new journey, you will learn more ways to function efficiently. With a little planning, you can make your time away transparent to those you communicate with daily. Here are a few tips to make it happen:

1. Make a list of the things that need to be accomplished before your departure. Rate locks, file submissions, or any other critical appointments should be handled before you leave.

2. Contact processors, loan officers, underwriters, and other individuals to let them know you’ll have limited availability from _____ to _______.

3. Sign-up for an e-fax or other electronic fax service that will allow you to view, send, and receive faxes over the Internet. This will allow you to function just as if you were in the office. 4. Make a resource list for the things you will need to do while away. Include phone and fax numbers, website addresses, access codes, and passwords. Store this data on your pc, phone, or both.

5. Make a copy or scan an image of documents you may wish to reference while away. This will allow you to stay on top of the most important issues.

6. Save important letters, forms, and files to a jump drive, a CD, or e-mail them to yourself so that you can access them as needed. Convert documents that you would normally fax to a PDF format so they can be e-mailed but not altered.

7. Check the quality of your cell and laptop batteries. Get new ones if you will be without access to electricity to recharge for long periods of time. Be sure to pack your chargers as well.

8. Add a wireless card to your laptop if it does not have one already. Although your hotel may have their own Internet café, these rooms are sometimes crowded or have limited hours of availability. If the hotel charges for linking to their wireless network, if may be cheaper to purchase a wireless connection card through your cellular service provider.

9. Pack an Ethernet cord and a phone cord. This will allow you to get online no matter what type of connectivity your hotel has. You can log on to AOL or some other network.

10. Take a phone card as a backup. It may come in handy in areas where your cell phone signal drops. Used in conjunction with a cell phone, you can eliminate hotel phone charges altogether.

11. Pack pain reliever, antacid, and cold medicine just in case. If you have to buy these things on the road, they’ll cost double what they normally do.

12. Download audio files to an Ipod, mp3, or CD. Music or motivational audios may be just what you need to balance your day. You can also listen to a replay of a training session.

13. During your trip, incorporate as many of your normal activities as possible. Continue to exercise. Drink plenty of water and eat right. Take your vitamins. Keep in contact with family and friends. Let them know what time to call you.

14. Plan your day before going to your daily meeting, training, or appointment. This will allow you to make the most of breaks, lunches, or other dead time.

15. Make use of the special features on your phone. Text messaging and Internet access can be a lifesaver when you’re on the road.

16. Get the scoop on your hotel’s amenities in advance. The last thing you want is to have trouble connecting with your customers and your team because of limited resources. Go online to the hotel’s corporate website for a virtual tour. You might also check out ratings and feedback on Hotels.com. Ask lots of questions.

17. Take along a healthy snack and a bottle of water or two. If you experience a flight delay or get stuck in rush hour traffic, you won’t be bothered by hunger or thirst.

18. Pack as light as possible. Pulling heavy luggage plus a laptop through the airport is no joke. Choose a jacket that will get you through the week. Bring a pair of dress shoes that go with everything and a pair of sneakers or sandals for down time. Your feet will thank you. Switch up your shirt/blouse with a basic pair of pants/skirt. Take travel size toiletries instead of full size ones to make more room in you luggage. And for the ladies: leave some of your hair artillery, fragrances, and makeup at home. This stuff alone can take up a full piece of luggage. You’ll look just as good with the bare essentials.

19. Initiate contact with your customers and team members early in the day while you’re away. This will allow you to deal with challenges or concerns at a time when it is convenient for you. Otherwise, you may find yourself bombarded with phone calls and emergencies that could have been avoided had you made contact earlier.

20. Be realistic. There is no way that everything is going to be perfect when you’re away. If it were, then no one would need you in the first place. Take care of the biggest priorities. Give training and guidance before you leave and then delegate as many projects as you can. Make a plan to take care of other things within the first few days of your return.

When you plan your business trip well, you will feel far less pressure and frustration. It allows you to focus on the real purpose of your trip. You might even have the opportunity to get the rest and relaxation you find difficult to squeeze in at home. So, don’t fret about your next trip. Think more about how it will enhance your business and rejuvenate your mind and body. Happy traveling!

10 Things To Keep In Mind While Picking Office Furniture

Office furniture – the term usually conjures up images desks, cubicles and chairs. We rarely think beyond it. But these days, there is more to it than a single functional unit. Today, your office furniture has to do more for you; it has to multi-task just like you do. Moreover, it has to accommodate your stationary, your rolodex as well as your technology infrastructure!

Yes, now think of office furniture. Do you see something different? Thought you would! Now you have cubicles, chairs etc. and a desk with your laptop or PC, a printer, fax machine, headphones, phone(s), files, CDs, pictures, maybe even a coffee machine. And it has to do this in style. So whether you are planning to buy office furniture for you home office, or a relatively bigger office where you are in charge of the décor, there are a few basic rules which are well kept in mind.

Identify the needs

The first thing to do when thinking of buying office furniture, is to keep work related requirements in mind. Do you use too many gadgets? Do you need a lot of space to store things? Do you doodle as you talk over the phone? These and many such questions will give you a good idea about how ‘functional’ your furniture needs to be.

All about logistics

Ask yourself logistical questions - How many employees do you have? Do you work from a home office or do you have a separate office space? How many hours do you plan to spend at work? Are you spending too much time sitting down? This will help you decide exactly what you need to spend on and what you can hold back on.

Create a list

Before buying furniture, make a list of what all you plan to buy and compare it with your needs. Further divide the list into “must have” and “nice to have” categories. This will save you a lot of trouble when you are picking things up and will let you stick to your core needs.

Stick to your budget

Identify a ceiling budget for your furniture shopping spree right at the onset. Else you may end up overshooting just because you had to have that overpriced and classy desk chair.

Functionality or style?

It is usually wise to purchase furniture which is more functional rather than just stylish. But this would largely depend on the reason for the purchase, and for what type of business you are purchasing it. If you need chairs for the reception area of your employer, you might want to invest in stylish furniture. However, if it is for your home business, you might reconsider doing that. But if you get both style and function, which is not so rare these days, go for it!

Purchasing the work desk

The work desk is by far the most important piece of furniture you shall purchase. And because you are going to be using it so often, it is well worth investing a little extra so as to purchase a nice, sturdy functional and comfortable work desk. Make sure the surfaces of the work desk are non-staining thought.

Storage areas and wall units

Every office needs storage space. Make sure you purchase storage cabinets and units can be installed nearby the desk and well within reach. Also, make sure that they are sturdy and strong. Storage spaces are usually the first to fall apart from wear and tear caused by frequent opening and closing of the units.

Renting office furniture

Many big and small businesses consider renting furniture for their office space. This may not be the best option if you are planning to stay at the same place for the long haul. However, it is a great option for businesses which need to be mobile as it saves you heavy investments.

Health and safety

Whether you are purchasing furniture for yourself or your employees think about the ergonomics of your investments. Investing in good furniture is always profitable in the long run. You do not want to purchase a bad chair and have your employees stay at home because they developed a backache, do you? And nor do want to expose yourself to fatigue, eye strain, headaches etc. Buy furniture that is people friendly and made especially for work areas.

Furniture too has personality

All said and done, the most important thing to remember is to invest in furniture that goes with your personality. Yes, you want something functional, and comfortable, and within budget. But who says you cannot find the perfect style too? The style of the furniture you choose should compliment your personality. This is the furniture you will use day and in day out, 5 days a week more than 8-9 hours a day. You do not want to be stuck with something that is functional but will simply not inspire you to work!