The success of your travel on the road is directly linked to how your trip was planned and organized. Planning a business trip should always be a priority to keep your business traveller as productive and stress-free as possible. This requires careful thought, good planning.
After all, there are many variables to keep in mind, including bookings and schedules. If that has been done then, you still have to face the possibility that problems may arise while your traveller is on the way.
As a tourism manager, the best thing you can do is to be as organized as people ahead of time so that you can be comfortable in solving problems when they arise.
Planning a business trip for your boss:
- Take note of their usual preferences: When planning a business trip, you want to be quick and efficient. Don’t rely on your memory (hate to break it, but sometimes it’s wrong). Instead, take notes on your boss’s general preferences. That way, you can reduce the amount of back-and-forth communication required for each trip.
- Prioritize important parts of the trip: When your boss is on a trip, there may be a few very important things that they need to accomplish. Understand the purpose of the trip, whether to attend one meeting or to run a new office in a different country. Once you know the purpose of the trip, plan some of the surrounding details so that nothing gets in the way.
- Taking care of extras: In addition to the main purpose of a business trip, your boss may have additional goals that they want to achieve. Maybe they want to stick to their exercise routine while they are away. Maybe they want to bring their partners on a trip and have a day of sightseeing.
Ask your boss what they would like to do or accomplish during the trip, to help you plan these things, or at least keep their calendar clear.
- Create a business trip itinerary: The last point is a summary of all the travel details in one place. This will save you and your traveller the time and frustration of getting too many texts and emails to get important information.
When making these notes, it is helpful to think in chronological order so that you can put yourself in your guests’ shoes and think carefully about what information is needed. And when you’re done, create not only electronic copies, but also hard copies. This minimizes any potential dead smartphone or lack of internet discarding for your traveller.
Planning a business trip for your colleagues:
- Allow travellers to book for themselves: Most business travellers prefer to book a business trip, as they would do when booking a vacation, rather than going back and forth with someone for every detail. Use travel management software that incorporates company policies so employees can book what they want within the policy. This saves time for everyone, and travellers get the travel and accommodation they want.
- Put everything in one place: There are many details when it comes to planning a business trip. You have to do your best to put everything in one place. Create a travel folder, with the business trip itinerary and confirmation with envelope receipts for any important travel or business documentation they will need at their destination.
- Create a travel planning checklist: Another helpful document is a checklist for travel planning. Details of all flights, land transportation, hotel reservations, restaurant and entertainment bookings, meeting or event details, and much more are available. Use this to keep on top of the small details that are easily lost in the mix.
One of the main reasons for any travel manager planning a business trip is to make sure that no information is left out. That’s why a collection of templates and checklists will do wonders to prevent errors and monitor them from happening.
Bonus tip: If you have to rent a car, opt for corporate car rentals. Car rental companies provide vehicles at a very reasonable cost for businesses.