For Rhonda Buehler, a senior manager with a top 10 software company based out of Boise, Idaho, being on the road and keeping in touch with the office is essentially a balancing act. “The greatest challenge in staying in touch is ensuring you always communicate what you are doing — without overburdening your manager. You want to ensure your management understands the value that you deliver without so much communication that you become a ‘high maintenance’ employee.”

Buehler adds communication is the key, and you should pick up the phone often. “You shouldn’t wait for a specific reason to call. If you haven’t checked in lately, give your manager a call and see what is going on: You never know what you might be missing.”

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REMEMBER THE BOSS. The point is that business travel is tricky for everyone, but if you are to succeed, you must make your boss shine. You can do this by aligning your expectations with his, as this is how you are ultimately evaluated. Also, make a concerted effort to understand your boss’s style of working and then adapt accordingly. For example, if she prefers communicating by text and emails during the morning hours, then use that as your preferred medium. You should be the proactive one, and be aware of details such as time zone differences. And don’t hesitate to do self and team promotion when it is appropriate.

According to Buehler, “It really depends upon your company. For me, my manager is on the East Coast, so I am sure to check in first thing in the morning, Mountain Time. Also, if your manager has a long commute, this can be the best time to talk things through with him/her — when they don’t have anywhere else that they can be.”

OFFICE POLITICS ARE NOT OPTIONAL. “Office politics add another dimension to being effective while on the road,” says Buehler. “It can be challenging to ensure you understand the dynamics of what may have occurred ‘in the office’ that day. Also, when you can’t see someone’s face, it is difficult to gauge a person’s mood or if they are really engaged in your conversation.”

The reality is that office politics are a fact of life. To pretend you are above office politics or that you can avoid them is essentially a denial tactic that will only sabotage your career. You need to maintain a delicate balance between cooperation and competition, all the while working with people and getting things done. By learning to use power positively and diffusing the efforts of those who abuse it, you contribute to the goals of the organization. This is all good.

Be aware of who has power, who are the influencers and how decisions are made. This helps define the corporate culture you are dealing with and how best to adapt. The philosopher Plato once said, “One of the penalties for refusing to participate in politics is that you end up being governed by your inferiors.” Be smart about how you handle your relationships at work, as office politics define who gets what they want and who loses. Unless you reach out and engage others and create sustainable relationships, your ability to influence others at key junctures will be severely compromised. If you don’t participate, you lose the opportunity to influence outcomes and will most certainly be sidelined or potentially eliminated in times of retrenchment.

You can build and manage positive relationships with people across the organization, even while on the road. However, just as important is monitoring your own behavior, since actions speak loudly even when you aren’t in the office. Remain professional at all times. No one benefits when personal agendas trump organizational interests, so be a model of integrity to your team by discouraging pettiness within. That goes for secrets as well. Don’t expect confidentiality — you will surely be disappointed when private whispers mysteriously appear in public forums like Facebook or Twitter.

THERE IS NO DOUBT technology has improved how we communicate and even the frequency of our interactions. And it has definitely made it easier to stay in touch with the boss and the office while on the road — in some cases, even giving rise to the modern phenomenon of the virtual office.

Mining consultant Max Ramey, based in Albuquerque, N.M., finds himself frequently flying around the world to places such as Turkey, Argentina and Canada. To complicate matters, his boss is basically the client, and so it is vital he have an organized, efficient and digitized office while traveling where he can easily access records anywhere in the world. “All of my business files are on my PC with a backup of the most important files accessible on Dropbox. A large percentage of my business is conducted by email. All correspondence is available on my email accounts which are synchronized between the Web email application, my PC and my phone.”

He adds, “If I have my PC or my phone and an Internet connection, I have access to all of my business files. These are my tools; and with the PC, phone and Web technologies, my business is 100 percent portable.”

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For those technologically comfortable with contemporary platforms, the easiest one-on-one way to communicate is through utilities like instant chat, available on most mobile devices. Texting, preferred by a younger demographic, is a quick way to communicate, as is Tweeting. Both use your mobile phone. Skype communication allows for text messaging, IM (instant message) and Skype calls — the preferred way when making international calls since it is done using your computer on an unlimited basis for free. This is a VoIP (Voice over the Internet) software protocol that is downloaded to your computer, basically turning it into a phone. The only requirement is broadband connectivity. Best to use headphones, as this will eliminate the echo feedback experienced when notebook computer speakers are used instead.

For Kirsty Ebes, corporate charter pilot, Kirkhope Aviation, technology has been a positive game changer. “I can’t imagine life without it, nor recall life before technology — particularly as it relates to aviation. For example, the mobile phone has greatly facilitated my ability to coordinate with telephone refuelers, airport managers, air traffic control regarding any flight planning issues, local airport workers for weather updates and the office for any queries that arise. The list is endless.”

Whatever your chosen method, it is wise to remember all digital communications leave a permanent record of the communication. Consequently, it only makes sense to always be professional and courteous in your digital communications with your boss, your clients and your office. And don’t forget that the most important part of technology may be knowing when to turn the switch off.

For Buehler, one of the most important pieces of advice she can give is to monitor and reply to email and return calls: “Don’t assume that business will wait just because you are on the road.” She adds that you should always stay engaged, even on travel days.

“And don’t use Facebook/Twitter/Instagram, etc., to speak ill of the company or industry that employs you,” says Ebes. Chances are it will come back to haunt you.

However you choose to stay in touch with the office while in transit, remember that sometimes technology can get in the way. “When you haven’t been in contact with your work, you can start to feel quite disconnected and isolated,” notes Ebes. “Communication and contact is paramount, but recognize that social media and the humble phone still only come in second place. The better option for catching up on office matters, when possible, is still face to face.”

Keep in Touch

• Be positive in all your dealings with your boss, the office and your clients.
• Be aware of time zone differences; adapt your communications to the recipient’s time.
• Maintain your integrity; be honest, dependable and forthright in your communications.
• Take the initiative in communications with your boss and the office.
• Don’t whine or complain.
• Don’t gossip, spread rumors or make disparaging remarks about your company, boss or office mates.
• Don’t exhibit bad behavior such as making discriminatory remarks, exhibiting disdainful attitudes or presenting a disapproving demeanor.
• Don’t sabotage others or ruin their reputations.
• Don’t take things personally; professional relationships require an objectivity that overrides any emotionality.