Business travel management is a challenging job. There are so many details to consider despite the individual preferences of employees. Corporate travel managers book corporate travel for employees and C-suite executives. They should never lose focus on the organization’s travel policy and the cost efficiency of business travel.
Business travel should ensure productivity, employee satisfaction, and affordability. Booking corporate travel involves flight booking, accommodation booking, and booking ground transportation to provide a smooth traveling experience to employees so that they can concentrate on core business goals.
Checklist to book corporate travel
Systematic corporate travel planning is crucial to ensure a gratifying business trip without hassles, as several things can go wrong without in-depth planning. Attention to minute details is the key to perfect business travel planning. The following checklist assures a seamless business trip experience by avoiding unforeseen roadblocks.
1. Individual details
Collect individual details and discretions to customize the travel plan. Travel managers may save details of all employees and C-level executives for future reference.
- Employee’s full name
- Business card
- Contact details- work
- Contact details- emergency
- Company ID and personal ID with photo
- Copies of a corporate card, passport ID, and driving license
- Preferences for flight seating and airlines
- Special diet needs
- Hotel preferences
- Food choices (Veg/ non-veg/ vegan)
Travel managers can leverage online travel management platforms to incorporate personal details to streamline travel booking.
2. Business trip details
Travel managers need to understand basic information about the particular trip details to enable itinerary finalization.
- Local aspects such as language, time zone, and weather
- Business travel etiquette to follow
- Security concerns
- Need for vaccination
- Type of currency
- Business goals
- Details of cities to cover during the business trip
3. Preparing an itinerary
The business trip details are crucial to prepare a rough draft of the itinerary. Adding chronological travel details, hotel check-in and check-out requirements, flight timing, and schedules of meetings will help travel managers prepare the itinerary. Using the itinerary as a base, you can make travel arrangements.
- Flight booking with visa and passport requirements
- Airport transfer
- Local transportation
- Local currency requirement
- Pocket money for incidental expenses like tips
- Corporate card status
- Travel Insurance
Incorporating individual preferences will ensure a tailored travel booking for the employee. Get most details about the trip and preferences to improve the travel experience and productivity of the business trip.
4. Choosing an airline
Air travel has many benefits for business travelers who can arrive fresh besides saving valuable time. Travel managers should consider the following parameters while choosing airlines for employees.
a. Ticket prices
Airfares vary drastically depending upon the seasonality and airlines. Comparison is crucial to zero in on the cheapest option to match travel policy objectives.
The airline’s reputation in dealing with customers is a vital factor to consider while selecting the right airline for employees before proceeding on business trips. Travel managers should avoid airlines with a bad reputation for flight cancellations and delays.
c. Service standards
Many airlines are famous for offering exceptional hospitality and onboard services. Using review sites can help travel managers know the airline’s reputation.
d. Individual preferences
Respect personal preferences while choosing the airline if these match travel policy rules.
5. Choosing hotels
Choosing hotels by referring to the travel policy is a standard rule.
- Select from the hotels with pre-negotiated rates and employee preferences
- Focus on ease of commutation
- Prioritize group bookings
- Focus on convenience than amenities
- Book in advance for better travel policy compliance
One can leverage app-based travel management platform such as Paxes to access vast inventory for booking hotels. These platforms help the employees compare various cost per night from different hotels in a particular location. Therefore, employees can opt for the ones that suits them the best and are under your company’s travel policy.
6. Choosing transport from hotel to event venue
Booking accommodation closer to the venue is a prudent decision. The main aim of travelling to the site is to avoid delay by pre-booking the transport at a great price from a reputable service provider. Use your online travel management platform to choose an affordable car rental option.
The app allows access to book the car for ground transportation. Another alternative is to explore public transport if it saves time and offers convenience for commuting. Traveling by local train is much faster than road transportation in metro cities like Mumbai because of frequent traffic jams.
Online travel management platforms streamline corporate travel booking by ensuring strict compliance with the travel policy without impacting employee travel experience. Users of travel management tools like Paxes can book flights, hotels, and ground transportation on the go through the online app. These platforms allow seamless integration of travel policy besides periodic modifications. Employees can leverage vast inventories of flight and accommodation options to match their individual preferences and book corporate travel.
Book Corporate Travel FAQs
What is the most crucial consideration while planning business travel?
The travel policy of a company is the most crucial consideration while booking business travel, as each trip must comply with the policy.
How can an employee save time using an automated booking platform?
Employees can access preferred hotels and travel services, including flights and local transportation. They need not browse several booking options and negotiate for the best rates.
Is a business trip and business travel the same?
A business trip is a single instance of traveling to a particular destination and back after meeting business goals. Business travel comprises all aspects of traveling, including transportation and accommodation.
What factors influence the choice of accommodation for business travel?
The convenient location of the hotel and its amenities play an important role besides cost.
What is the contribution of business travel to total air travel?
The approximate contribution of business travel to the total air travel is 12 percent.