When making business travel arrangements, the convenience and safety of business travelers are of prime importance besides the productivity of business travel. Appropriate and careful travel arrangements ensure a better travel experience. A business trip is a mission-critical activity with specific business objectives. The organization invests money in business travel to generate higher ROI. However, a lack of proper arrangements and planning can cause frustration and loss of funds, impacting the success of a business trip. Keep reading to learn practical tips for making travel arrangements for a business trip.
Business travel arrangement essentials
1. Prepare an essential itinerary
The essential itinerary outlines the fundamental aspects of business trips. These may include meeting locations, time slots, and business meetings or seminar dates. The ‘essential’ itinerary is a basic overview of the business trip to help you book transportation and accommodation and arrange local transport for ground transportation.
2. Make travel arrangements
The business traveler should explore the travel options after creating an essential itinerary. The following steps are crucial to make business travel arrangements.
3. Implement travel policy guidelines
A travel policy helps business travelers stick to the travel budget while making travel arrangements for a business trip. The policy sets limits on airfare and hotel accommodation for different employee levels. Business travelers should comply with the travel policy directives without fail.
4. Get the most profitable deals on travel
Checking different travel suppliers and negotiating for the best travel deals is necessary to curtail travel costs without impacting the travel experience. Employees can also use reward points and other discounts to minimize travel costs.
5. Check flight times
Business travel requires the employee to reach the destination at the right time. Knowing convenient times of flights is critical for a successful business trip. Choosing early morning flights helps you avoid traffic snarls while reaching the airport from your home.
6. Focus on being fresh for the business meeting
Arrange your travel by selecting a flight that allows you some rest before the first assignment. Reaching the destination early is crucial to reach the venue on time.
7. Find affordable and reliable local transport
Cab services or public transportation are suitable for ground transport. Select the one which saves money and helps you reach the meeting venue on time.
8. Book your travel with suitable travel suppliers
You are in a better position after in-depth research to book travel. Check with the travel suppliers and book your journey tickets by considering the date and time of the flight. You can fine-tune the essential itinerary by adding journey dates, flight details, boarding details, arrival time, and the contact number of the cab service for ground transport. Early booking will ensure better deals. Consider booking refundable tickets as business travel plans are likely to change.
9. Book your accommodations
Business travel comprises transportation and accommodation. Therefore, researching your options for booking accommodation is necessary to get the best deals on rooms and amenities. Remember these tips for making business travel arrangements for your accommodation.
- Check hotel tariffs: Leverage hotel booking services to get the best room rates and amenities for a comfortable stay after a hectic schedule.
- Focus on location: Choosing a hotel near the city center or the convention venue is the right approach to reduce the cost of local transportation and save time.
- Check cancellation policy: Book, a hotel that allows cancellation of booking without charging heft cancellation fees
10. Create a detailed itinerary
It is time to prepare a final itinerary after you have clarity about your travel plans and bookings. Use an online travel management platform to track your itinerary with ease. Do share the itinerary with your near ones to let them know your whereabouts on specific dates.
11. Plan for travel expense reimbursement
Storing the receipts for expenses during the business trip is crucial to claim reimbursement. The organization can benefit from the tax rebate on tour expenses. Online travel management solutions enable the scanning and storing of payment receipts on the go. It saves you the hassle of keeping paper receipts.
12. Get your travel documents in order
Business trips involving overseas travel require multiple documents besides a visa and passport. These may be vaccine passes, custom clearance documents, personal ID cards, and other documents according to the immigration rules of the destination country.
13. Make a list of what you’ll need to bring
Depending on whether the business trip is short or extended, you will require a long list of things to carry with you. These will add to your luggage weight and may impact travel convenience unless you know how to travel lighter and smarter.
Toiletries, casual clothes, formal dresses, shoes, and medicines are vital personal things to carry besides electronic devices like laptops, chargers, and power banks. Choose the right luggage, such as a compact carry-on, to help you travel with only cabin luggage.
Suggested Read: Reasons Why Business Should Use Corporate Travel Technology
Conclusion
Proper business travel arrangements pave the way for a successful and smooth business trip. These tips help plan business travel systematically. Many forward-thinking organizations allow employees to use online business travel management solutions like Paxes, making travel arrangements for a business trip free from the complexities of finding the best travel deals. These platforms enable self-booking with access to GDS and NDC airlines. Employees can create and submit expense reports through the online platform that integrates with expense management solutions.
Business Travel Arrangement FAQs
What is business travel?
Any travel with a specific business purpose, like business expansion, client servicing, project work, or trade-fair participation, is business travel.
What does GDS stand for?
GDS in the travel industry stands for Global Distribution Service, an advanced interface between travel suppliers and bookers.
How can an organization curtail travel expenditures?
Implementation of an effective corporate travel policy helps organizations save on travel costs. The travel policy enables employees to book travel through specific travel suppliers offering the best travel deals.
Is it possible to book car rentals while booking an air ticket?
Several airlines allow access to car rentals through their websites for simultaneously booking ground transport and air travel.
How far in advance should I book my business travel arrangements?
For domestic trips, it is best to book business travel 2-4 weeks before and for international one should book trips 4-6 weeks prior to the trip date.
What factors should I consider when choosing accommodation for business travel?
You should consider the cancellation policy, location of the hotel, the amenities provided, proximity to event venue, airport transfer options, etc.
How can I stay productive during business travel?
Plan your schedule well in advance, ensure to use travel time for completing important tasks, stay connected with the technology, find quite places to work and relax in between the meetings.
What should I do if my travel plans change or I encounter unexpected delays?
Inform your travel management company asap, confirm the dates of changed plans, have a contingency plan for unexpected delays.
What can I do to maintain my health and wellness while traveling for business?
Stay hydrated, take regular breaks, eat balanced diet, make time to exercise, practice relaxation techniques and get enough sleep.
How can I make the most of my downtime during business travel?
You can choose to explore the local area, network with colleagues, go on a spa day out, or take a trip to top attractions in the city.
