How To Work On The Move
Introduction
In an increasingly connected world, the boundaries of the traditional workplace are dissolving. Airports, train carriages, and even cramped-for-legroom economy seats are becoming extensions of the modern office. With global work rhythms operating 24/7, professionals are often left navigating a fine line between productivity and burnout.
But how do you work effectively on the move while ensuring that your time is well spent — or, occasionally, not spent at all? This article explores the practicalities of working while traveling, emphasises why switching off might sometimes be the smartest move of all, and offers insights into how to optimise your efforts while on the go.
The 24/7 work environment
The rise of remote work and ubiquitous internet connectivity has given birth to a productivity paradox. On one hand, it’s easier than ever to stay connected and efficient wherever you are. On the other, this seamless access creates an unspoken expectation to be constantly “on.”
“We’re living in an era where our devices are both our liberators and our captors,” says Laura Vanderkam, author of Off the Clock: Feel Less Busy While Getting More Done [1]. Constant connectivity has blurred the lines between personal and professional time, making it vital for workers to establish clear boundaries. As such, the daily commute, business trips, or even trips for pleasure all turn into opportunities to get ahead. As Dorie Clark writes in Harvard Business Review, “Life doesn’t stop when you’re in the air: emails still pour in, and reports and proposals are still expected” [2]. It’s the productivity mindset at its most opportunistic. But not every moment in transit should be about maximising productivity. In fact, recognising when to unplug might be as important as knowing when to log on.
Speaking to the Wall Street Journal, Mason Media co-founder Nora Ali says she welcomes flying as one of the few times she has an excuse to be unreachable. “The airport and the airplane, weirdly enough, are my happy places,” she says. “I love watching terrible movies on planes that I would dare not watch when I’m not flying” [3]. She argues that this rare chance to unplug actually leaves her better equipped for the tasks to come. “I don’t have to actually be writing emails or writing a presentation, because something else is happening.” she says. “I’m on the way.”
Clark agrees. “Taking downtime away from the grinding pace of work may enable you to be sharper once you get down to business,” she says [4]. Rest isn’t the opposite of productivity, it’s an integral part of it. She points out that numerous studies have touted the benefits of “strategic renewal.” Instead of using all of your time on the plane to plough through reports or fine-tune a presentation deck, she says, you may be better advised to take some time for yourself.
So, before taking the plunge to work on the move, first ask yourself whether you should. It could be that a bit of rest and relaxation in the form of an airport beer or in-flight movie is a better use of your time. Equally, if you need to rest but suffer from productivity guilt, try something in between the two such as listening to an informative podcast. You’re learning without expending too much energy. As Clark notes, it’s “a hands-free way to learn something new and mitigate the frustration of delays.” [5]
All that said, there are some times when work needs to be done –– and sometimes in transit is the best place for it.
Practical productivity tips for travel
As Matthew Kronsberg observes in the Wall Street Journal, “For many business travelers, everything that conspires to make flying so onerous — little personal space, few worthwhile distractions and a seemingly interminable amount of time before you land — also makes it an ideal opportunity to hunker down.” [6]
For some people, planes, trains and the like aren’t a place burdened by a gnawing feeling that you should be working, they are simply great opportunities to get ahead. “You have time to yourself that you wouldn’t normally get at home or in the office,” says Russell Ganim, the associate provost and dean of international programs at the University of Iowa. His productivity peaks while he’s shuttling between campuses and conferences around the world. He finds those “relatively quiet, relatively dark and relatively cool” long-haul flights conducive to accomplishing “nitty-gritty” administrative tasks, he said, while also putting him in the state of mind to think “a little bit more broadly and deeply” on bigger projects [7].
For some people, then, it comes naturally. The isolation and lack of distractions serve as tools for greater productivity. But what about those of us who are less naturally inclined to find our flow state at 30,000 feet? How should we go about it? Frequent flyer Hannah Herman has some tips. And given that the app In the Air, a travel management tool for frequent fliers, says that just 13% of its users work on flights [8], with most choosing to spend their time sleeping, listening to music or watching movies, it’s advice that a lot of us could do with taking.
Herman offers twelve top tips. But some are more pertinent than others. Namely, getting comfy, exploring Wi-Fi options ahead of time, preparing what exactly it is you’ll be working on beforehand, focusing on low stakes work, and opening your docs before you board [9].
She advises packing strategically for comfort — bring a sweater or travel blanket if you tend to get cold, or dress in light, breathable layers if you run warm. Meanwhile, it might be worth investing in a window seat or extra legroom to minimise interruptions and create a workspace that feels functional. As Herman notes, “If you can create a nice little nook, you’re more likely to want to do work in the first place.” [10]
Regarding Wi-Fi, Herman notes that some airlines offer free or affordable connectivity, while others charge high fees for inconsistent service. On long-haul routes, be prepared for variable performance, as Wi-Fi reliability can drop over oceans or remote areas. Knowing what to expect can help you adjust your workload accordingly. Don’t leave yourself with too much to do and dependent on a weak service to do it. Which leads onto her next points.
Plan what you’re going to do in advance of your trip and make it as low stakes as possible. Limiting your workload to confined tasks ensures that you have everything you need — documents, notes, and resources — downloaded and ready to go, so you won’t find yourself caught out. Meanwhile, keeping your work to low stakes tasks like reviewing documents, brainstorming ideas, or providing feedback on a colleague’s work allows for flexibility, not to mention less stress, while still making productive use of your time.
Finally, Herman stresses the importance of preparation when working with cloud-based tools. Opening all the documents you’ll need and enabling offline access ensures that a poor connection won’t hinder your productivity. For simpler tasks, consider using offline-friendly software or even pen and paper. Just don’t accidentally hand your notes to the flight attendant with your rubbish.
She also offers one additional important point, one that won’t help your workflow but might just improve everyone else’s: be considerate. “We’ve all seen it before,” she says, “some self-centered business person taking a call too loudly, complaining about noise in a public place, or just generally acting like their work is more important than anyone else’s comfort. Everyone hates that person, so don’t be them. Don’t encroach on other people’s physical space, be mindful of your volume while talking or typing, and please, please, please use headphones if you need to watch a Loom or listen to a voice memo.” [11]
The right mindset
Perhaps more important than any of those practical tips is this broader one: don’t stress it. We all know that travelling can be that most irritating of necessities that sets our rage dials to eleven and ensures that wherever we’re going –– be it to a conference, to work or even to a holiday –– we end up arriving in such a state that we’re no use to anyone, least of all ourselves. As such, as in all walks of life, mindset is pivotal.
If you find yourself excessively stressed, try practising mindfulness during your journey. Meditation apps or simple breathing exercises can help you remain calm and clear-headed, ensuring that your work is effective. Building a travel routine that incorporates both productivity and relaxation ensures a balanced approach to working on the go. Flexibility is equally crucial. Travel plans can be unpredictable, and adaptability allows you to make the most of unexpected delays or changes. Viewing these moments as opportunities rather than setbacks shifts your perspective and enhances your overall productivity.
“Your environment may change, but your discipline shouldn’t,” Chief Revenue Officer for EOS Worldwide Pam Kosanke reminds us. “Staying aligned with your goals ensures that travel remains a complement to your work, not a distraction” [12].
That said, if trying to get your work done is proving more a hindrance than a help then close the laptop, put down the tablet, disconnect, and stick on whatever middling rom-com the airline has lined up for you –– whatever work you’re doing is not worth working yourself into a tizzy over. It’s a 24 hour economy; we all work too much. If you need a break, take it.
How to work on the move
Working on the move is a skill that combines preparation, adaptability, and self-awareness. Whether you’re tackling low-stakes administrative tasks on a long-haul flight, brainstorming creative ideas during a train journey, or simply taking the opportunity to unplug and recharge, the key lies in recognising what works best for you in the moment. From ensuring your workspace is as comfortable as possible to preloading your documents and setting realistic goals, small steps can make a big difference. Equally, knowing when to embrace downtime or flexibility — whether by enjoying an in-flight film or recalibrating your plans when Wi-Fi disappoints — is critical to maintaining balance.
Ultimately, the productivity paradox of modern travel boils down to one question: how can you make this time serve you? Sometimes that means getting ahead on work; other times, it means allowing yourself to take a break. Whether you’re logging on or logging off, the journey is yours to navigate.
More on Stress Management
Stress Management and Leadership Through Mindfulness
Breaking the Cycle of Workplace Stress: Practical Tips to Thrive
Manage Your Energy, Not Your Time
Sources
[1] https://lauravanderkam.com/books/off-the-clock/
[2] https://hbr.org/2015/11/how-to-use-your-travel-time-productively
[3] https://www.wsj.com/lifestyle/travel/how-to-get-work-done-on-a-plane-9767b95d
[4] https://hbr.org/2015/11/how-to-use-your-travel-time-productively
[5] https://hbr.org/2015/11/how-to-use-your-travel-time-productively
[6] https://www.wsj.com/lifestyle/travel/how-to-get-work-done-on-a-plane-9767b95d
[7] https://www.wsj.com/lifestyle/travel/how-to-get-work-done-on-a-plane-9767b95d
[8] https://www.wsj.com/lifestyle/travel/how-to-get-work-done-on-a-plane-9767b95d
[9] https://zapier.com/blog/how-to-work-on-a-plane/
[10] https://zapier.com/blog/how-to-work-on-a-plane/
[11] https://zapier.com/blog/how-to-work-on-a-plane/
[12] https://hbr.org/2022/08/how-to-work-when-youre-traveling
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