How to Manage Your Time Around Travel
Whether it be a trip for my fiancé’s work or a visit to my parents, I am traveling often. However, because of that it means I am not off the clock when I do. Managing time around a big time change is an art form. And honestly, it’s taken me a bit of trial and error to figure out what works (and what really doesn’t).
If you’re a business owner or someone who takes advantage of the ability to work from anywhere who wants to stay productive and grounded while crossing time zones, this is your cheat sheet. Here’s exactly how I handle work, play, and keeping it all together when I’m bouncing between places—and time zones.
Create a Time Zone Cheat Sheet (I live by this)
First things first: I always keep a quick-reference cheat sheet on my computer with current time zones. What you can do is make a simple table in Notes, Google Docs, or even stick a note on your desktop that shows your current location’s time vs your home time zone. That way, you’re never doing mental math in the middle of a Zoom call. It also is great because when you travel inevitably digital things will set to your current time zone, so having the cheat sheet allows you to set it for the correct time.
Why? Because it gives me one constant. When you’re hopping between time zones, your internal clock can get a little fuzzy, and trying to adjust every digital tool you use? No thanks. Having one home base helps you stay grounded and prevents double bookings or missed calls.
Pick a Work Routine That Fits the New Time Zone
Here’s my go-to routine when I’m in Europe:
- Work in the mornings until lunch – It’s quiet, peaceful, and no one back home is awake yet. That means zero distractions, and I can knock out focused work like writing, design, or strategy.
- Break in the middle of the day – This is when I take time to explore, go to the gym, grab a long lunch, or just reset. It feels like a reward after a productive morning. Plus, you make the most of your time abroad!
- Light work in the evenings – I’ll catch up on emails, be available on Slack/Asana for my team, take meetings, or do quick admin tasks once PST starts waking up.
This schedule mimics a full workday without feeling like one. I am able to make the most of whatever my travel entails while also staying up to date for work.
Always Have the Essentials
I always travel with my organizer pocket of cords, chargers, extra battery and converters, so I am set wherever I may be. Additionally, I use cloud-based everything (Google Drive, Slack, Zoom, LastPass, you name it), and I double-check I’m logged in and synced before leaving home.
Having all my essentials easily accessible means I can jump in and out of work mode from anywhere with Wi-Fi or even better hotspot—airport lounges, hotel lobbies, cafés with flaky croissants…
And speaking of Wi-Fi…
Choose Work Places Wisely
You do not want to go somewhere that you don’t know what to expect when you are ready to work. I usually pick a place, give it a go and return there if it has good internet. It takes too much time from your workday to have to go back through how to get online or find a quiet spot for meetings. Most importantly, make sure the internet is good.
Pro Tip: If you are an Apple person, the Airpods have a setting through your phone or laptop to only recognize your voice, this is perfect for taking calls outside or in a busy place because it kills all that background noise.
Train Yourself to Compartmentalize
One of the most valuable skills you can build as a business owner is the ability to compartmentalize. It goes beyond travel, trust me. You have to be able to flip the switch between “focus mode” and “relax mode” without dragging either one into the other. One thing I think that is a big factor in my ability to compartmentalize is:
Turning Notifications Off: Boundaries are everything when you’re mixing work and travel. When it’s time to play, I shut off Slack and email notifications. I give myself permission to not be “on” all the time. Just because you’re technically reachable doesn’t mean you need to be reachable.
If something is truly urgent, your team or clients will find a way to reach you. Everything else can wait until you’re back in work mode.
This is something you can practice and strengthen over time. If you struggle with it, here are a few resources that might help:
- “Getting Things Done” by David Allen – Great for organizing mental clutter.
- Headspace or Insight Timer – Use these to reset your mindset between tasks.
- “Deep Work” by Cal Newport – Helps you understand the value of undistracted focus. If you aren’t much of a reader, he does have a podcast that would be a wonderful listen to work on compartmentalization.
Even just creating a short pre-work ritual (coffee, journal, headphones on) and post-work ritual (walk, music, stretching) or having a set location for work can signal your brain when to switch gears.
BONUS: If you are working on your vacation, as a major plus for taking that time, you can write off some of the travel on your taxes! So make sure you keep your receipts to take that vacation time to a whole other level.
Travel doesn’t have to mean chaos for your business. With the right systems and mindset, it can actually be a productivity boost. You’re out of your routine, your creativity is flowing, and with a little structure, you can stay productive no matter where you are. So whether you’re hopping on a plane or just dreaming about your next destination, keep this cheat sheet close. Your calendar will thank you for it!
