I am a NYC-based entrepreneur and travel frequently between Manhattan, Hartford, and Philadelphia.  Here are some recommendations to assist Small Businesses with corporate travel this holiday season.

Strategy & Planning

• Whenever I am going to be ‘out of office’ I start by contacting 6+ clients or prospects to see if they are available when I am planning to be in their neighborhood.  Once I book at least 2 meetings, I then go ahead and make reservations for travel.
• Inevitably somebody will cancel last minute or ask for a shift in meeting time so it’s a delicate balance in being fully booked and keeping a two-hour slot open for changes.
• Talk up your pending trip on social media; Twitter and LinkedIn and even Facebook.  This will help you build your brand and businesses will be likely to take more meetings if you are already a regular face in their city.
• ABC and ABOT. Always Be Closing and Always Be On Time.  You are on business and your dollar spent on travel needs to yield return. That means don’t waste your time either.
• Tell family and friends where you are going; it’s good to share and have someone you trust know about your travel.  Safety first.

Method of Transport

• I like to walk, even when it’s 20 blocks and 20 degrees.  But when it’s a business meeting and Mother Nature isn’t cooperative I tend to rely on the subway and trains more often.  The NYC bus/subway is still the greatest value of transport for $2.25.  You get sheltered from rain/snow and sometimes get to listen to some enchanting music on a platform.
• When I am between NYC and Hartford I prefer to drive.  The bus is rarely an option for a plethora of reasons (have you been to Port Authority?).  If you don’t have a car, borrow one or rent one; you get what you pay for.  Zipcar is great for less than six hour turnaround and Hertz or Avis are best options for all day or overnight business trips.
• When I am between NYC and Philadelphia I still prefer to drive but Amtrak makes a compelling case for the train in the colder months and when highways are under construction. It is $45-87 each way for a coach seat and +$23 for business class.  The Acela is much (much) more so I don’t opt for it.  Prices adjust to market demand and you can apply an AAA discount when you book 3 days ahead of travel (that’s what I was told by station customer service).
• Don’t forget commuter rail. If you are frequently between NYC and Summit/Montclair, NJ or Stamford/Greenwich, CT or anywhere within 45 minutes ride on NJ Transit or Metro North, then the commuter rail is a viable option.  However, these trains are less convenient during non-peak hours and the cost isn’t startup friendly unless you are getting multi-ticket discounts.

Price vs. Convenience

• Public transportation is the most cost effective method and should always be your first option.  Even if you are flying, taking the subway/bus to JFK or LaGuardia vs. a taxi can save you tremendously.
• The automobile is the most flexible method but also the most costly.  You pay upfront for this convenience—car payments, insurance, wear and tear, gas and tolls climb each year and the car depreciates quick fast.
• In the middle is the train. On a per use cash outlay basis it is actually about 50% more vs. the implied cost of driving (gas/tolls, car payment/insurance).  However, trains are usually on-time and allow you to work while you transport.

Record Keeping

• Always pay with the same credit card and keep your receipts.
• Write on the back of the receipt who you met, a #tag or two on topic, and a note if it was a worthwhile meeting.
• Keep your receipts in a shoebox and go through once a week to enter into a spreadsheet or Quickbooks.  I like a spreadsheet because you can more easily manipulate the data to analyze your costs.
• Consider having an assistant do all this for you; and give them the option of holding a corporate credit card for emergencies and contingencies.

Courtesy

• Show other cities that New Yawkers are the nicest city folk around!