Have you drawn the short straw at the office? Planning and organising a business trip isn’t as difficult as it might seem at first.
Making travel plans for yourself should require some careful planning. When you add in your boss to the mix and your colleagues, you need to get it all done perfectly.
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Make a List:
As with most things at the office, make a list. Start with making notes of the travellers’ usual preferences when on business trips. This will help you to book the most convenient flights, the hotel closest to most their meetings, and for the number of rental cars needed for the trip.
Business Travel Details:
If you know more about the business trip, or have a breakdown of the diaries for the time out of office, you’ll be able to schedule events, activities, and meetings in a more productive and efficient manner. Will there be a golf game included? Are they planning on meeting several clients in a day? Would they require a large table booking at a restaurant? These are just some details you should note down.
Special Attention:
It can’t be all work and no play on a business trip. Even the boss needs to rest and recover after a series of high-level meetings. Or will they require the use of a video projector at a conference venue? Would they need a photographer at an event? Or a city guide? Perhaps the services of a translator? Such attention to detail will make all the difference to a business trip. Something to consider for a business trip is whether your colleagues would benefit from a remote office and business solutions while on the move. Printing, binding, and copying are easy from your office, but could pose a headache if you’re out on the road meeting clients. A little preparation, in this case, will go a far way.
Merge the Itinerary:
A business trip wouldn’t be complete without an itinerary. Once you’ve completed the necessary bookings, arranged for a conference, hired a translator, and confirmed all their appointments ahead of time, merge all those arrangements into a single itinerary so that all members of the business trip are aware of what’s required of each other.
Checklist:
While you won’t be packing their suitcases and briefcases, creating a checklist of their necessary travel and identification documents, office files, and other items for them to carry along will prevent any last-minute phone calls and anxiety.
Expenses:
Having a budget set aside for a business trip will make it easier for all travellers to know how much they have for entertainment and food and drink. Of course, a long day’s work away from home means eating out. Does the hotel or accommodation provider offer free breakfast? Is it the company’s policy to cover food and drink expenses? What is the daily budget permitted? Those are all handy details to know before leaving for a business trip.