Best Ways to Work While Traveling with a Video Call Backup Guide
There's this particular panic that sets in when your video call begins to buffer, and it slowly dawns on you that the Wi-Fi at this trendy café simply isn't going to cut it.
Working while traveling is a dream in theory, but a reality that requires some planning to execute: the right equipment, reliable connections, plus some habits to ensure your personal travel and productivity goals don't clash. This remote work travel guide has everything you need to know about working while traveling.
Further below, you'll find advice on working while traveling, tools and laptops to bring, how to find reliable Wi-Fi overseas, productivity and time zone tips, insurance recommendations and a packing list.
How to Work While Traveling
While working while traveling is totally feasible, it's a practice that benefits greatly from some scheduling discipline. Block off work hours like you would any other appointment in order to maximize your ability to work from different places. Research potential workspaces beforehand rather than waiting until you have a meeting and need to suddenly find a Wi-Fi spot. Leave some buffer days in your schedule, as it's rare to always be able to work on the same day you arrive somewhere. Establish a separation between modes of being by working from the same general area whenever possible, even if you have to change cafés
Essential Tools for Remote Workers
Some essential tools can make or break your ability to work remotely overseas VPN to access work and personal accounts securely Cloud storage and backup tools, so your work isn't tied to one machine. A password manager to help organize and secure your accounts. Project and communication management tools for work, downloadable apps for offline use if possible
A local/global eSIM card or service to quickly establish mobile data at any given location. A video calling tool that works well over low bandwidth for those days when your hotel's Wi-Fi isn't up to the task
Best Laptops for Digital Nomads
For the traveler whose laptop is their office, the choice of kit has a bigger impact than most other categories combined
What to Prioritize
Battery life: Look for laptops with at least 10 hours of battery life to truly maximize your ability to work from anywhere
Weight: While it ultimately comes down to personal preference, anything over 1.5kg starts to become a significant liability to carry around with you everywhere
Build quality: On the road, your laptop is exposed to far more risks than you'd experience sitting at a desk in one place, so prioritize laptops that are durable and resistant to damage
Fast charging: This is ultimately a matter of personal preference, but laptops that can recharge quickly are invaluable for maximizing productivity on short trips
Strong Options for Different Needs
For most remote workers: Ultralight laptops with great battery life and passive cooling are the preferred option due to their quietness in coworking environments
For coders/developers: High-end laptops with excellent keyboards and build quality remain a favorite for their durability and performance
For budget travelers: Mid-range ultralight laptops are seeing an increase in popularity due to excellent performance and battery life while being significantly cheaper than their higher-end counterparts
How to Find Reliable Wi-Fi Abroad
As much as we'd all like to be able to rely on our accommodations for a steady and strong internet connection, the reality is much more nuanced. The most important tip for finding reliable Wi-Fi while traveling is to research coworking spots online ahead of time, as advertised speeds rarely represent reality. Bring an alternative mobile hotspot or eSIM connection, so you always have an option B in the case of an emergency. Ask your accommodation for measured results rather than simply taking their word for it. Check speeds with an online testing tool as soon as you arrive somewhere, so you have an accurate idea of what to expect. Have an alternative workspace in mind in case your primary Wi-Fi ends up being less reliable than anticipated
Practical tip: Always test your connection the day before any important video calls or presentations, rather than waiting until the morning of
Productivity Tips While Traveling
The secret to maximizing productivity while traveling is to create stability in an otherwise unstable environment. Use a daily schedule as your anchor point, as the more your overall structure remains the same, the more your productivity will remain consistent. Save especially important or demanding tasks for your most energetic and focused times of day, instead of trying to do them when your travel plans are already set for the day. Avoid juggling both work and leisure activities wherever possible, as trying to do both at partially optimal levels rarely ends well for either. Use noise-canceling headphones to help preserve mental energy throughout the day, especially in unpredictable social settings. Set stopping points for the workday, especially if you don't have a regular commute built into your day.
Time Zone Management Guide
One of the most challenging aspects of working while traveling is learning how to navigate time zones in a way that doesn't compromise your ability to work effectively. Keep a clock for your most important contacts/widget on your computer showing the time in other time zones at all times. Where possible, schedule recurring meetings not in your local time but in a neutral reference time (UTC), particularly as you start to move between regions regularly.
Always communicate your working hours clearly, rather than simply assuming other time zone aware people will intuitively understand. Protect your most important working hours by only doing time-sensitive and zone-specific tasks within a reasonable overlap window
Practical time zone tip: When crossing multiple time zones at once, give yourself extra buffer days in between to adjust, rather than jumping right into an important client meeting
Best Travel Insurance for Remote Workers
Standard travel insurance rarely takes into account the realities of working while traveling, so it's ultimately important to understand the limitations of any given plan before purchasing it. Look for long-term insurance plans, rather than single-trip options. Ask about coverage for work equipment, including electronics, as most policies only cover personal belongings. Review medical coverage in different countries, particularly if you're planning on working in places with high medical costs. Ask if remote work is explicitly covered, as some plans fail to recognize it as distinct from leisure travel.
Bottom line: For most people spending extended amounts of time on the road, a subscription-style policy ends up being more cost-effective and practical than a single-trip plan
Work-Life Balance on the Road
When your office and your holiday destination are one and the same, it's easy to fall into the trap of never truly switching off from work. Block off work hours like you would any other important appointment, even if it means limiting how much you can sightsee on a given day. Schedule downtime in your calendar and treat it like any other meeting. Avoid trying to constantly balance both work and travel, as trying to do both at only 50% capacity will inevitably lead to both areas suffering. Give yourself permission to take weeks off working completely, instead of always trying to maximize every day spent on the road.
Creating a Mobile Office
Despite being on the road, the same general principles apply to creating a functional workspace wherever you are. A mobile office should contain at least a few basic elements like a portable setup, ways to reduce outside noise, and reliable backup connectivity. It's ultimately about finding a combination that works best for you, while minimizing the amount of space and weight you need to carry around with you.
A portable setup: A laptop stand or mouse can make an enormous difference in comfort and ergonomics whenever you have to set up shop in a new location
Noise-canceling headphones: A reliable noise reducer is essential to staying focused, particularly if you're working from unpredictable environments
Portable internet connection: Something like an eSIM card or mobile hotspot can provide critical reliability when it comes to backup connectivity
A digital setup: Keeping the same digital layout across devices can reduce the amount of time spent getting accustomed to a new workspace
Remote Work Packing List
While a remote work-friendly packing list can vary considerably depending on where you're staying and the type of work you're doing, there are some must-have essentials that should always be on your checklist, along with some helpful pointers.
Tech essentials:
Lightweight laptop and charger
Universal power adapter
Power bank or backup charger
Noise-canceling headphones
Backup internet connection (mobile hotspot or eSIM)
Work comfort items:
Portable laptops stand
Compact wireless mouse and keyboard
Daypack with good laptop protection
Practical extra items:
Cable organizer
First aid kit
Documents backup (digital/cloud and physical copies)
Tips and recommendations
Test your tech before you travel rather than waiting for it all to be too late and you're in the middle of nowhere with no alternatives. Always have an alternative Wi-Fi source, as relying on only one can be extremely dangerous, especially around important video calls. Block off work hours just as you would any other commitment. Prioritize accommodations with good Wi-Fi rather than any general positive review. Keep digital copies of your work and personal documents just in case your devices get stolen or damaged. Allow extra time in your itinerary after crossing multiple time zones or settling into a new destination.
FAQ Section
1. What's the best laptop for remote work travel?
One of the main groups of buyers for thin and light ultra books is digital nomads, who value these products for their portability, long battery life, and ability to meet the comfort needs of mobile work. In contrast, programmers require devices with a high-quality body, fast processors, and excellent heat dissipation to support the high-load operation of long coding sessions.
2. How can I make sure I have reliable internet while traveling?
Test connection speeds right when you get somewhere, have a backup mobile internet source always on you, and always have an alternative workspace in case your usual one ends up being unreliable somehow
3. Do I need any special travel insurance for working while traveling?
Most standard single-trip travel insurance policies aren't optimized for long-term work, so many digital nomads opt for a subscription-style plan with coverage for devices
4. How do I manage time zones when working from abroad?
Set a standard reference time (UTC) for recurring meetings, keep clocks for other time zones visible at all times, and communicate your working hours clearly every time you move to a new destination
5. How can I avoid burnout while working and traveling at the same time?
Schedule work hours as you normally would at home, block off time for downtime, and avoid trying to maximize both activities at once
6. What should be on a remote work packing list?
Light laptop, power bank, universal power adapter, noise-canceling headphones, and a portable laptop stand are all essential items for working remotely from another country
Conclusion
Working while traveling can easily be successful if you know what you're doing, but it ultimately requires a combination of preparation and good habits to be done right. The right tools, plus reliable backup solutions for your essential needs and habits that protect your ability to enjoy traveling while still maintaining productivity, are all crucial elements that distinguish a well-organized mobile office from an overwhelmed mess.
By using the advice presented in this article as a foundation and building on it according to your individual circumstances, you'll be able to create a mobile office that serves you well while maximizing your productivity and enjoyment.
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