For years, striking images of well-attired men and women, striding purposefully through airports, gave business travel a glamorous aura. These were people in the know and on the go. However, the frenetic pace that drives today’s "road warriors" is anything but glamorous. Rather, business travel has become a necessity of the global economic era. Even the smallest companies are finding that personal contact is essential in developing and maintaining good relationships with clients as well as vendors—and that means getting out of town.

If jam-packed planes aren’t enough of an indication of skyrocketing business travel, take a look at the numbers. The National Business Travel Association estimated that U.S. business spent $165 billion on travel and entertainment in 1997 compared to $156 billion in 1996. While business travel represents just six percent of the airlines’ customer base, it accounts for 37 percent of the industry’s revenue. Moreover, the NBTA predicts, airline passenger numbers will continue to grow faster than available seats. As a result, discount rates will be harder to come by for business travelers.

Small firms are particularly vulnerable to travel-cost increases because they usually don’t generate the volume needed to negotiate deep discounts with airlines, hotels or car rental companies. Nonetheless, they can definitely save on expenses by planning properly and making the most of the many travel resources now available.

All trips begin with reservations of some kind. The question is whether to book them yourself or put your plans in the hands of a travel agent. Not surprisingly, more and more business owners are logging onto the Internet to get them where they want to go.

A hard act to compete against, the Internet has upped the competitive ante for travel agents, who are already feeling the blow of reduced airline commissions. Business travelers are turning to the Web because it’s convenient, personalized and even fun. They can check airline, car rental, hotel and rail rates and then book the reservations that best fit their schedule and budget. Even companies with a designated travel coordinator are finding that it’s quick and easy to get the big picture over the Internet.

In fact, "cyberbooking" choices have exploded with increasingly popular sites such as USA Today’s www.Flifo.com, the independent www.itn.com (or Internet Travel Network) and www.thetrip.com, an Inglewood, Colorado firm that contracts with a Denver agency, Professional Travel. Plus, most major suppliers now maintain their own Web sites, such as Delta Airlines and Marriott, which also typically offer online booking.

"Making travel plans online can be especially attractive for busy professionals who want to find good deals quickly and sidestep the hassle of voice mail or the interminable wait when calling toll-free numbers," notes Christopher McGinnis, business travel correspondent for CNN and the owner of Atlanta’s Travel Skills Group. "However, despite all the hype, no one has yet convinced me that booking business trips on the Web is easier, cheaper or smarter than calling my trusty travel agent."

Online booking, he found, requires undivided attention while turning over arrangements to his agent allows him to work. And while simple trips are easily handled via the Web, he says, business travel can often be "nettlesome and complex" on-screen. "I’d rely on a cyber-agent only for simple trips, although I do appreciate being able to confirm travel plans at any time of the day or night—when agents are busy or out of the office. But for elaborate or multi-leg trips with changes, refunds, lost tickets, wait-lists and other complications, I’m relieved to know my agent is just a phone call away."

Which leads to another issue. With so many travel agencies to choose from, it’s difficult to separate out the best ones from the pack. To make the right choice, offers Jeanne Epping, president and CEO of the American Society of Travel Agents (ASTA) and owner of Santa Cruz Travel Inc. in Santa Cruz, California, look for an agency that delivers the kind of personal service most small businesses require.

"Small companies need an agency with a high level of service that’s very customized," says Epping. "Look for people who spend the extra time finding the rates you want." When considering agencies, she suggests, examine the agency’s years in business, whether it is certified (by ASTA, for example) and its standing in the community. "Ask for referrals from friends and colleagues," she adds. "Also, look for value. Your travel agent shouldn’t concentrate solely on finding the lowest rates. Convenience and time management should also be considered when booking airline, hotel and car rental reservations.

"And ask about extras such as same-day ticket delivery and visa and passport service," advises Epping.

For Amy Errett, a veteran road warrior who logs about 450,000 flying miles per year, productive use of her time is a driving factor in making travel arrangements. CEO of the Spectrem Group, a San Francisco-based financial consulting services and data research firm, she’s honed business trips to a science.

"The more you travel, the smarter you become," Errett observes. "You might say it’s my area of expertise."

Because her business takes her back and forth between coasts, she has developed a strategy for minimizing the number of productive hours she loses. "Cross-country trips can take a whole day," Errett says. "When I’m headed east, I try to take flights that leave either late in the afternoon or early evening. That way, I can work part of the day, arrive at my destination before midnight and still get enough sleep to be relatively well rested. I avoid red-eye flights because they’re exhausting."

And when traveling home, Errett uses the time difference to her advantage, maximizing her work day by leaving late in the afternoon and arriving back in San Francisco at a reasonable evening hour.

Errett also recommends booking accommodations close to the airport if you are unable to arrange a direct flight. "That way you can sleep through the night, take the first flight out the next day and still make an early morning meeting."

If possible, she adds, avoid traveling around the holidays or on Fridays during the summer. "Airports are more crowded, flights are packed and reservations of all sorts are more difficult to arrange."

Whether handling travel plans in-house or delegating them to an agency, small companies everywhere—even those with just a handful of regular travelers—are adopting methods to cope with steeply rising expenses. For instance, a Saturday night "stay-over" can reduce a trip’s cost significantly, even when meal and lodging expenses are subtracted from the airfare savings. Using secondary or less convenient airports can also save hundreds of dollars.

"Flying out of alternate airports is something I encourage all my employees to do," says Kurt Miller, owner of Warren Miller Entertainment, a Boulder, Colorado-based production company. "While it can add an extra half-hour to travel time, it’s a great alternative for getting to your destination."

The practice of flying out of alternate airports is growing quickly, concurs Terry Trippler, editor and publisher of The Airfare Report newsletter. "Most small businesses are interested in saving money because they’re the ones footing the bill and the difference in price can be dramatic."

Besides meaning a much lower price tag on flights, alternate airports are often less crowded, and parking and food are generally less expensive. There is one thing to keep in mind, however. Most alternate airports don’t have a large selection of flight departures, so you may find yourself in a tight spot if your flight is canceled or delayed.

Another way to reduce costs is by traveling on discount airlines such as industry leader Southwest that first introduced online booking, first-come, first-served seating and "Friends Fly Free" promotions. Or investigate the low-fare subsidiaries set up by giant carriers like Shuttle by United and Delta Express that are attracting growing numbers of fliers and rapidly expanding their routes.

"Book as far in advance as possible—rates will be lower—and when possible with smaller airlines," recommends James Sugden of San Francisco’s Euro Lloyd agency. "They work harder to get market share and offer more perks. For example, they will sell you a first class ticket for the same price as a coach ticket on a major airline."

He also advises business travelers to join carriers’ frequent flyer clubs. "Not only will you benefit from their mileage programs, you will get preferential treatment. For instance, if someone needs to be bumped to first class to make room in coach, frequent flyers are chosen over folks who don’t participate in the program," Sugden notes.

"It’s also a good idea to join premier clubs. They offer a lot of airport amenities such as shower facilities and work areas that enable you go be more productive while traveling."

Lodging represents a significant percentage of travel dollars. Climbing hotel occupancy rates and room prices are inspiring more and more business travelers to forego the convenience of downtown hostelries in favor of more economical chains in the suburbs. Many of them court budget-minded travelers with low rates and special features like comfortable in-room work spaces, voicemail and computer ports, fax and copier services, and free local phone calls and breakfast. You’ll be surprised at the comforts you can now get for about $113 a night.

"Wherever and whenever you book," recommends CNN correspondent McGinnis, "always ask about special business traveler rooms and rates. Two years ago, Budgetel converted 10 percent of its 15,000 rooms into Business First rooms, equipping them with oversize desks and desktop power outlets, ergonomic chairs and speakerphones with data ports. Business First guests also get access to a meeting room, as well as an in-room coffeemaker and complimentary continental breakfast delivered to the door."

Also check to see what rates your clients obtain. Some corporations have preferred rates, which can translate into big discounts on your accommodations.

If you can’t find a convenient economy hotel or prefer to pay the premium to stay center city, you may still be able to find a bargain by logging on to the Hotel Reservations Network at www.180096hotel.com for discounts on regular hotel rates in most major cities. Or try Quikbook at www.quikbook.com for discounts on hotels in Atlanta, Boston, Chicago, New York, Los Angeles, San Francisco and Washington, D.C.

Until recently, rental cars have been one of the best deals around for business travelers. However, big changes in the industry, including the buying and selling of major firms, have caused prices to climb. You can still find reasonable rates, but it’s going to take a little more effort.

For example, one way to get lower rates is by booking through rental companies that operate in less costly facilities off airport premises.

"Location is the prime mover for rates on rental cars," notes McGinnis. "When time is of the essence and you’re willing to pay higher rates, the bigger companies tend to be more convenient and efficient. But if you have time to shop around, it will certainly pay to use the smaller agencies."

You can also save 10 percent or more by signing up for a corporate discount program. Plus, many agencies have frequent-renter programs that offer a free day’s rental for a specified number of days of paid driving. Your company may be able to negotiate its own discount by consolidating all its business road needs with a single firm. In that way you may be able to build enough volume to qualify for even deeper discounts. Most agencies have customized agreements with scores of different companies; these are always handled on a case-by-case basis. To start the process rolling, speak with a company sales rep or your travel agent.

The more you travel on business, the smarter you will become. While travel is on the increase—making plane, hotel and car reservations harder to come by—you also have a wealth of options not available just a few years ago. So take advantage of them and follow travel veteran Amy Errett’s strategy.

"Plan ahead. Be organized. Pack smart and stay fit. Approach travel as you would any other important aspect of running your business."

There’s no question that business travel can be exhausting. Changes in schedule, time zone and diet can exact a heavy toll—not to mention the pressures of performing in an unfamiliar setting under tight time constraints. However, with a little planning and effort, you can stay healthy and fit despite these rigors.

"Travel has a way of foiling the best fitness intentions," write Rebecca Johnson and Bill Tulin in their book, Travel Fitness. "Getting a handle on your travel fitness requires one thing above all else: the commitment to do it. It’s not impossible, or even that difficult, to pay attention to fitness while on the road. Even small changes, squeezed in during a few free minutes here and there, can make a difference in how you feel."

If you’re like most business travelers, you’re feeling pretty tired at the end of a five-hour flight or drive. Many factors, from sardine-can seating to poor air quality to high-fat meals, can rob you of energy and leave you feeling listless and even headache-y.

"Your first line of defense is to combat dehydration," note Johnson and Tulin. "The unwary flier can lose up to two pounds of water in a three-hour trip. Car travelers also wind up dehydrated because they stop drinking liquids to avoid ‘pit-stops.’ Dehydration causes your cells to become less efficient, contributing to fatigue and poor performance. The simplest way to beat this is to drink water—and lots of it. "

Exercise Every Chance You Get

To stay flexible and alert, keep moving—even when in transit. Walk the length of the plane or train every hour to keep your back relaxed and your circulation moving. If you’re traveling by car, stop for frequent short "rest-stop walks."

Develop a fitness strategy you can follow after reaching your destination. Stay at a hotel with an on-site fitness facility and pool or with access to a nearby club. If running is your preferred exercise, ask the hotel concierge about potential routes or call a local sporting goods store, recreation department or runners club to locate a safe and interesting place to run.

And remember, something is better than nothing. Even three 10-minute sessions of moderate intensity exercise, such as walking briskly to meetings, taking the hotel stairs instead of the elevator, or jogging in place in your hotel room can improve fitness and help you lose weight.

Eat Right

Just as you plan your itinerary, it’s important to plan how you’re going to eat while on the road. "There are many creative ways to take charge of your travel diet before you leave home that don’t entail a lot of time or fancy planning," note Johnson and Tulin. "One simple strategy is to pack your own nutritious fare. Toss apples, oranges and low-fat whole-wheat crackers into your briefcase or tote bag. If you’ll be cruising the interstate, stuff an ice chest with nutritious snacks."

To keep your energy high and weight under control, cut the fat and increase your intake of fiber-rich foods and complex carbohydrates such as fruit, vegetables and whole grain breads, rice or pasta. Also drink plenty of water and limit your alcohol consumption. And exercise portion control. Tell your wait person to not bring the ubiquitous basket of bread and butter. Don’t feel obliged to clean your plate. Either leave some food or take it with you.

Get Enough Sleep

Sufficient sleep is more important than ever when coping with the pressures and stress of business travel. Experts recommend that you try to get more sleep than usual two or three nights before you leave. Once you arrive, don’t work up until bedtime. Begin to wind down one to two hours before you retire for the night. Turn down late-night meetings and instead enjoy a warm bath and light reading.

The benefits of staying fit while on the road have a longer-term impact on your life than just the days you’re gone. Not only are you able to be more productive and effective while traveling, but you also have an easier time getting back into your routine upon returning home. That’s quite a substantial pay-off for relatively little effort.

Excerpted with permission from Small Business Success, Volume XI, produced by Pacific Bell Directory in partnership with the U.S. Small Business Administration.