Business trips can be incredibly stressful. Whether it’s your company you’re representing or your employer’s, you want to make the most of your time away, both in a personal and a professional sense. What’s more, work-related travel can easily go awry. For this reason, it requires some serious forethought and advance planning, which is why we suggest that you brush up on how to do it right before you fly. Before you travel to the most energizing city for your next convention, there are several tips to make you more comfortable. With this in mind, here are our four top tips for organizing a lucrative and successful business getaway.
Determine Your Business Travel Budget
The first step to prepare for a successful business trip is to determine your travel budget. When taking a business trip with your employees, there are several expenses that must be covered. Before you pack your bags, you need to identify a way to fund lodging, food, entertainment, and transportation. You may want to consider additional creative ways to secure budget fundraising. Taking a business trip without a strict budget can be an incredibly costly mistake. First, you need to outline the needs of you and your employees to effectively calculate your trip budget. Even if you are not held to a tight spending limit, do not be unreasonable when looking for accommodations. Before you can schedule your trip, you need to determine your business travel budget.
Strategically Pack Your Bags
When planning for a successful business trip, you need to strategically pack your bags. Taking the time to plan what you are packing ensures you do not arrive in your destination unprepared. Make sure to you pack the essential for business travel trips. Most importantly, you need to pack appropriate clothing for the weather, as well as for business events. Whenever possible, try to fit all of your luggage into carry on bags. Not only will this save you money in bag fees, it will additionally help you save time leaving the airport by avoiding the hassle of baggage claims. Before you leave for business travel, be sure to strategically pack your bags.
Know Your Rights
Before you fly, we recommend that you begin by brushing up on your rights. In the event that your flight is delayed, this could have a knock-on effect on your entire schedule, so you’ll want to be recompensed for this. Sites like Flightright show how flight delay compensation regulations have been designed with this in mind. Usually worth between 250 and 600 euros, it’s awarded to those whose trips have been delayed by more than three hours. This, however, depends on several factors, including where you’re traveling from and to. Online tools can help you to check whether or not you’re entitled to this quickly and easily through their simple online system. In the event that you are owed money, this could be put toward arranging any future trips away.
Arrange Your Travel Well In Advance
Whether you’re making arrangements for a business trip on your own behalf or someone else’s, the most important rule is to make your travel arrangements in advance. Leaving even the smallest detail to the last minute can lead to serious problems, with no time left to fix them. For this reason, we recommend starting at the beginning, by familiarizing or re-familiarizing yourself with your company’s corporate travel policy. You’ll want to make sure you’re cognizant of any dos or don’ts before you book, so read through this carefully.
Once you understand what’s expected of you, it’s time to book your getaway, but this isn’t as simple as merely choosing your flights. You’ll also need to consider journeys to and from the airport, as well as any commuting that needs to be done once you or the person who’s traveling has landed. You should aim to plan every detail of your journey from start to finish so you or the person you’re organizing the getaway for can fully utilize the time abroad while also making the best possible impression on those they meet while representing the company.
Choose Your Accommodation With Care
Of course, organizing the actual act of traveling from A to B is only one part of ensuring that your business trip is a success. As you know, airfares and hotel prices are two of the largest expenses when planning a business trip. You’ll also need to think about selecting accommodation, and this should be done with both cost and convenience in mind. Given you’re visiting the country for purely professional purposes, your trip abroad should be seen as a business investment, and in order to make it a profitable one, expenditure must be kept to an absolute minimum.
However, this doesn’t mean you have to book the cheapest option you can find. While you’ll want to be sensible with the company credit card, you’ll also need to take convenience into account. This means, for example, that it may be better to go for a more expensive but central location as opposed to paying less and having to endure a long and stressful commute in a foreign country. In addition, you’ll want to pay attention to the amenities available at the hotels you’re considering, with free Wi-Fi and plenty of power points being important for those whose trip is for professional purposes.
Create An Itinerary
Once you have your flights and accommodation booked, it’s time to create an itinerary. It’s best if this is detailed, in order to maximize each hour spent abroad. This plan will act as the blueprint for your business trip, so be sure to set yourself up for success. Use it to map out each minute of your day, factoring in everything from transport times to any contacts it might be useful to meet. Where the latter are concerned, be sure to make a note of any details you might need, such as telephones and email addresses, so you can get in contact should you find yourself running late, for example. If you do not already have one, set up a free professional email address before you travel. Do remember to factor in some extra time, in case meetings run over or you’re jet lagged and need a few hours to relax and refresh. There are a number of apps that can help you with this, which promises to simplify business travel by providing a digital gateway to the company’s work travel program.
Prepare Your Essential Travel Documents
Before you leave for your business trip, you need to prepare you vital travel documents. All you preparation will be wasted if your travel documents are not all organized and in order. Remember traveling between countries requires a valid passport, documented travel tickets, and in some cases, even a visa. Be sure to research the destination you are traveling to in advance to ensure that you have obtained all of the required paperwork. If you are remaining within the country, you will likely need to still possess a photo identification that corresponds with the information detailed on your tickets and itineraries.
When it comes to organizing a successful business getaway, it all depends on doing your research and properly planning your trip. Taking the proper travel precautions, you can get the most out of business meetings once you arrive in your destination. Be meticulous, follow the steps we’ve set out above, and you can ensure that every moment abroad is taken full advantage of.