By Joan Koven (PA)

With the upcoming Boston conference and a beautiful season to get back on the road and visit colleges, programs, and schools, we are all going to be traveling a fair amount. It may look like this: unpack, repack, run through security, run to the gate, run back to security because you forgot your laptop. You’re finally on the plane, but you forgot a snack and your phone is out of power, and by the time you arrive at the first campus you’re exhausted and aggravated.

At least I assume that’s something we’ve all experienced. It could have just been me. Turns out, all of this “traveling” and “business” and “not getting lost every time you drive out of state” can be a lot easier. As head of the Business Practices Committee, I’ve been leading discussions about the most efficient and useful tools for the independent educational consultant (IEC) both on and off the road. Do you want a sneak peak? Well, I can tell you what my bag looks like right now.

My bags are both carry-on. One is a ripstop nylon backpack (from llbean.com) with a multitude of pockets that I can easily access all day as I go from campus to campus. The other is a light but durable rolling bag that can fit overhead when I’m on a plane or train. And not just any rolling suitcase, either, but a bag that can charge my electronic devices and has a real time tracking app in case I go to California and my bag goes to Florida (from bluesmart.com). Seriously, the world is practically science fiction sometimes.

Because I am clearly a highly organized individual, all of my travel and hotel plans have already been booked, thank you so much, ITA Matrix (matrix.itasoftware.com), Kayak (kayak.com), and Skiplagged (skiplagged.com). I have the confirmations for my flight, hotel, and car rental easily accessible in that overly compartmentalized backpack. But there’s also a lot more inside to ensure that my trip is as pleasant as can be while traversing the unfamiliar; Rishi tea bags (rishi-tea.com) and Starbucks Via packets (starbucks.com) can combat early morning exhaustion; L’Occitane hand wipes (loccitane.com) fight germs and dry skin; and a labeled folder holds all my paper receipts and other information. Naturally, I back up everything on my phone as well using BizXpense and CamCard.

Then there’s my suitcase. First and most importantly, my shoes: several pairs from stores like Zappos (zappos.com) and the Walking Company (thewalkingcompany.com) that are comfortable enough to walk in all day but professional enough to wear to any evening events and in colors that go with I’ve brought to wear. Actually, I selected clothing all in similar hues so that every article can easily be matched with any other article, and I don’t have to worry if I accidentally spill coffee on one shirt or dress.

Alright, I have shoes, clothes, cosmetics. What else do I obsessively ensure I have with me? Mobile chargers—my Mophie phone case (mophie.com); backup chargers, such as the Anker 4 port USB (goo.gl/WZJBni) or the Xantrax battery charger (goo.gl/tFDrF8)—and anything that means I can plug in my phone or laptop at any time regardless of where I am like my Logitech keyboard (logitech.com).

I naturally also need all my information. A lot of that, again, is digital. If I have student files, I never put them into a bag I’m checking in case it gets lost. But because much of my information is on College Planner Pro (collegeplannerpro.com) or Guided Path (guidedpath.net), I make sure I have everything ready on my phone and laptop as a part of my packing. I can’t fit a notepad, several books, maps from campus to campus, a white noise machine, and a meteorologist in my suitcase. But Evernote, iBooks, Quad 2 Quad, White Noise, and Dark Skies? Those apps I can fit in my phone.

While I’m on the road, the most important thing is that I stay organized. There are numerous different apps that can help with each step of the journey, including initial booking, flight updates, campus maps, and online receipts. Because those receipts matter. Oh, they matter so much. You never know when you might be audited by the IRS. It can happen at any time, with no warning, and you better hope that you’re adequately prepared. Keeping your finances in order is of major importance when you run your own business, especially one that involves a variety of different expenses.

These really are the key points: essentials and electronics. For the electronics, all the chargers and apps you can handle. And the truly inspired organization-freak part? I keep this suitcase packed 365 days a year with an umbrella and bathing suit, toiletries, and necessities; all I need to do each trip is throw in my makeup and clothing.

So, my fellow IECs, I welcome you to the world of organization. Since 20% of our time is on the road, visiting colleges, schools, and programs, it is so much more beautiful—and not just from all the color-coding. If you want to know more about how to best utilize what you have and find out what you lack that you may want to purchase, the Business Practices Committee will be presenting at the Boston conference and sharing more about the ins and outs of travel, money, and external resources.

Joan Koven, Academic Access, can be reached at [email protected].