The basics of planning your business trip as an expert
Make sure you have a LIGHT CUT TRAVEL POLICY
A clearly defined travel policy is an important (and inexpensive) way for effective travel management. A specific travel policy should include clearly defined guidelines for all employees regarding responsibilities and during the trip. Travel organization and costs.
There are many factors to consider when creating a travel policy for your company.
Although cost efficiency is an important requirement, it is important not to compromise the safety and quality of travel services and travel needs of employees. Offer a small selection of options that allow employees to choose the one that works best for them. Unnecessary compromises can be avoided further by allowing employees to express their opinions and / or opinions during the decision-making process.
Always make sure that you always have the updated contact details of your employees at hand in an emergency.
Liability for expenses – personal, business, leisure, etc. – must always be clearly and precisely defined.
DISCOVER TRAVEL TECHNOLOGY
Travel planning has undoubtedly been revolutionized by the increase in online booking apps. The problem with increasing the availability of these tools is choosing the tool for planning business trips.
An excellent option is a “personalized” online booking tool that has been customized to meet your company’s specific travel policies and needs. Although your own travel technology has its advantages – such as the ability to increase efficiency through integrated approval processes and manage travel at any time – there are a few drawbacks that should be considered. The initial design, assembly, and ongoing management of a custom online booking tool can be very time consuming. Another disadvantage is that all necessary research is your responsibility. The question arises whether comfort is worth the effort and the cost.
A good option is to use a Travel Management Company (TMC). Working with a TMC means acquiring an experienced travel management resource who is a dedicated travel manager. A travel manager can help you make the best travel decisions based on your specific business needs. Other benefits include support for a variety of other details, such as: B. for VISA questions. Organization of ground transportation; Organize Forex and take care of travel emergencies.
The wise choice would be to use a combination of the two. The advantages of TMCs are obvious and often have an online booking tool that companies can use. This way you get the best of both worlds: the convenience and control of managing the bookings of your trips for sightseeing cab, as well as support and individual support for more complicated processes and / or time-consuming.
ENSURE THE SAFETY OF THE TRAVEL EMPLOYEES
Although business trips are an essential and likely part of most companies, they pose no risk. A company is committed to providing care to its employees. This means that he is legally (and morally) obliged to avoid the risk of injury to an employee as much as possible during a business trip. It is up to you (the travel planner) to ensure that all appropriate security plans and measures are in place. This means taking out adequate travel insurance that includes health insurance, baggage loss, flight cancellation, natural disasters, terrorism and everything else.
Employees must be informed of the risks associated with their destinations before departure and must be informed of how to proceed in an emergency.
It is important to always know where companies are going without exception. There are tons of online apps and tools to track and keep in touch with your travelers.
You can save more if you want to organize a trip. Research has shown that business travelers who book their flights only one day in advance can pay up to 200% more for their flights.
In contrast, airfares are usually cheapest three weeks or more before the departure date. With an advanced purchasing strategy, you can reduce or moderate the impact of price fluctuations on your company’s travel budget. While it is not always possible to book so far in advance because meetings and schedules can sometimes change at the last minute, it is definitely worth the effort in the long run.
APPOINT THE MOST QUALIFIED PERSON
Planning a trip is not an easy task – it is much more than just coordinating travel routes. A travel manager’s responsibilities range from bookings to policy management, budget approvals to reporting and handling travel emergencies. Then there is the time-consuming task of finding the cheapest flights, ground transportation, accommodations, etc.
Managing your company’s travel plans yourself has several advantages, including: B. A thorough understanding of your travelers’ needs and schedules. However, if you have an experienced and well-equipped business travel agency, you will save yourself a lot of trouble. High quality TMCs have a deep understanding and understanding of the travel industry so they know when, how and where to find and book the best deals. In addition, TMCs often have global purchasing power and long-term relationships with suppliers. This offers you the additional advantage that you can secure reduced tariffs for larger travel quantities.
In contrast, airfares are usually cheapest three weeks or more before the departure date. With an advanced purchasing strategy, you can reduce or moderate the impact of price fluctuations on your travel budget.