Traveling Work Supplies - What's In Your Briefcase?

Well, it’s spring break time.  School is out for the week.  The students, teachers, secretaries, and custodians are all gone for the week.  My kids’ spring break from their college is over, so I’m taking them back tomorrow.  So, after that, it’s just the wife and me with nothing to do for a week so my lovely wife, Cindy, has decided that a trip to the beach is just the thing for us.  A few days of sea breeze, sand, beach music, and dancing does sound pretty good.  As soon as I finish writing this, I’ll be reserving a room at a hotel.

We’ve pulled out the suitcases and I got the strangest look when I pulled out the briefcase and laptop case.  “Hey,” I said, “There will be a little down time there at some point during the three days, so I can get a little work done during them.”  The strange look stayed.  “Anyway,” trying a different tack, “the hotel has Wi-Fi so I can use my Tungsten-C and laptop to find fun things to do and all the different restaurants!”  The look still didn’t change.  “OK,” I said, “I can blog from the lounge!”  Oooops, her eyes rolled.  Hmmmm.

Brushing off the chill in the room, I began to think of what was going into the briefcase and came up with this list:

• Travel Folders – Each with a different label:  Inbox (to collect unprocessed reminders), Action Support (to store action support items until I can file them in my system back at school), Reference File (to store the items to store in my reference files), Refer File (those things to delegate or pass on to others when I return).
• Support File – I looked at my Next Actions Lists, identified the ones on my @Anywhere list that I want to work on, and culled out any support material that I need for them.  These support materials go into the Support File.  When done, they’ll be placed in the Action Support file or Reference File.
• Paper/Pens – A small variety for drafting and mind mapping.
• Blank File Folders – Just a few for items that desperately need their own folder.
• Travel Labeler – Yeah, I have two of those (my wife rolled her eyes on that, too), but I’ll take just one.
• Palm Tungsten-C – To handle email and blogging in a pinch.  I’ve also got my contact lists and calendar in there.  I have everything on paper that I’m using, but I couldn’t fit the notebook in with everything else.
• Reading File – My collection of articles.  I can work on getting caught up.
• Digital Recorder – Reminders on the fly.
• Cell Phone (Personal) – Doesn’t everyone take theirs?
• Blackberry – Required by the job and the bane of my existence.
• Jumpdrive – The little gem that broke the chain that bound me to my physical office (I have 1 Gig).

This will become a separate list in my system so I don’t have to remember all this stuff the next time we go somewhere.  David Allen, the listmaster, provides an additional Travel Checklist on his web site.  I’m glad I don’t have to reinvent the wheel on that one. 

On a rational note, I’m not going with an agenda to sit and do work.  My one and only goal is to take a mental break.  However, David says in his Vacation – Managing Work or Not essay, that

“The last place in the world to have a thought twice is on vacation. Thats why you should always have at least a low-tech "capture" kind of tool with you, even in the most remote places, doing the most remote things. I have a small wallet for credit cards and drivers license that also has a tiny notepad and pen. I may not process the note (decide actions and input information) until Im back in the groove, but the potential value that the thought might add is not lost. I also travel with a file folder or large envelope labeled "IN" for tossing notes, business cards, receipts, etc. for dealing with back at the office. The more senior and sophisticated your professional roles, the more likely your best thoughts about work wont happen at work! They may happen on the vacation. And invariably people meet others to expand their network, and get new ideas and good information while socializing. And if youre traveling its great to keep track of places to go, things to do, in case you want to go there again. If a key benefit of recreation is to get a fresh perspective, then protect your investment and be ready to take advantage of its outputs.”

I just want to be ready to exploit any windows of opportunity that may arise or be able to pursue that great idea that storms into my brain as I’m walking off the dance floor.  In the worst case scenario, I carry a briefcase that I don’t open.

I’ve got a couple of days to get ready, then, I’ll be blogging from Myrtle Beach.

By the way…What would you pack in your briefcase when going on a trip (pleasure or business)?