11 tips for organizing a business trip for your boss or colleagues

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The priority in planning a business trip is to always ensure that the business traveler is as productive and relaxed as possible. This is why it is necessary to plan carefully and intelligently.

Indeed, there are many variables to take into account, details to comb through, reservations to create and agendas to line up. And even after all of this is settled, the possibility of problems arising when your employee is on the road is always present.

As a travel manager, the best solution is still to organize yourself as much as possible in advance in order to be able to solve an impromptu problem easily.

1. Observe and note their preferences

When you are responsible for planning business travel for a superior, you must at all costs remain fast and efficient. And remember that sometimes our memory can fail us. We therefore encourage you to note the preferences of your superiors: is it better for them to spend as little time as possible in air connections or, on the contrary, to take advantage of a long stopover in the relaxation area of the airport. Taking note of this information will allow you to limit communication to the bare minimum during travels.

2. Help them prioritize the most important parts of the trip

During a business trip, executives have to perform several very important tasks. It is essential that you know the purposes of this trip, whether it is to attend a meeting or to establish a new office in another country. Once you know the goals of the trip, organize the other details so nothing gets in the way.

3. Make sure everything has been accounted for

The person on the move will undoubtedly have other minor projects that are not necessarily related to the main objective. For example, continuing your sports program, or finishing a presentation for an upcoming meeting. Or just do some sightseeing when his/her spouse is part of the trip.

Ask your manager what they would be interested in doing or accomplishing on this trip. You will be able to help him organize different things, provide him with recommendations or, at least, allow him to keep a clear agenda.

4. Create a business travel itinerary

Our last tip in this section is to create a detailed summary of the business trip so that you can consult it in one place. This will save you and your traveler the wasted time and frustration of sifting through numerous documents and emails to find the most important information.

When creating these documents, think chronologically, so you can put yourself in the person’s shoes and think clearly about the information they will need. Once the documents are created, don’t forget to save them in electronic and paper format. You will be able to deal with any eventuality and a smartphone that does not work or the absence of an Internet network will in no way destabilize your traveler.

Your employees should receive the same care and attention that you give to planning your own trips.

5. Let traveling employees book themselves

Most employees sent on the road prefer to book their business trip themselves, just as they would for a vacation. This allows in particular not to exchange messages to infinity with the person who took care of every little detail. Use travel management software that includes company policies so employees can book whatever they want within the policy. This saves everyone time, and travelers can find the route and accommodation they want more easily.

6. Gather all the information in one place

There are a lot of details to take care of to plan a successful business trip. You have to do your best to consolidate everything in one place. By booking with certified corporate travel management software , travelers can log in and see all of their upcoming itineraries with the click of a button.

Most of your staff will want everything to be digital, but if not, feel free to create a paper travel pack. In this folder, attach the printed business trip itinerary and confirmations, as well as envelopes for travel receipts and any other important travel or business documents they will need at their destination.

7. Buy the necessary equipment before the trip

Think of your traveler as a mobile office representing your business nationally and internationally. As such, be sure to check all the tools you will need: business cards, batteries, basic supplies and other necessary consumables.

8. Give the traveling employee a travel checklist

Create a checklist to give to the traveling employee before the trip so that no cables, adapters, hard drives and other essential devices are forgotten. The checklist should include everything your employee could possibly need!

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