THE BASICS Of Planning Your Business Travel AS AN Expert

A well-defined travel policy can be an important (and cost-effective) manner of effective travel management. A specified travel policy should outline clearly stipulated guidelines for all employees in relation to responsibilities even though traveling; travel arrangements and travel expenses.
There are a numerous things to consider when compiling a travel policy for your company.
Although cost-effectiveness can be an important requirement, it is vital you don’t jeopardies the safety and quality of travel service, along with compromise on travelling employees’ travel needs. Offer a small variety of options that allow employees to select one which suits them the very best. You can avoid unnecessary compromise even more by letting employees offer their thoughts and/ opinions during the decision-making process.
Always ensure that you always have your employees’ up-to-date contact information on hand, in case of emergencies.
Responsibility regarding expenses – personal, business, leisure etc. – must always be clearly and precisely set out.
Travel planning has undoubtedly been revolutionised by the rise of online booking apps. The difficulty with the increase in availability of such tools is choosing which to use for your business travel planning.
A great option would be to have a ‘personalised’ online booking tool that has been custom made in accordance with you business’ particular travel policies and needs. Although having your personal travel tech has its advantages – such as for example being able to increase efficiency with built-in approval processes and managing your travel at any time – there are many disadvantages that should be noted. The initial designing and assembly, along with the continued administration, of a custom online booking tool could be rather steep. Another drawback is that all the research necessary will undoubtedly be your responsibility. It begs the question whether the convenience is worth the mandatory effort and cost.
A terrific option is to make use of a travel management company (TMC). Working with a TMC means acquire a skilled travel management asset that is a devoted travel manager. A travel manager can assist you in making the best travel decisions, predicated on your unique business requirements. Further benefits include help with a variety of other details, such as for example VISA applications; arranging ground transport; arranging Forex and taking care of travel emergencies.
The smart choice would be to use a combination of the two. The benefits of TMCs are clear and they frequently have an online booking tool that companies can use. This way you get best of both – the convenience and control of managing your travel bookings yourself, plus the individual support and assistance with more complicated and/ or time-consuming processes.
Although business travel can be an essential and probable part of most businesses, is doesn’t come without risks. A company includes a duty of care to its employees. This means it has a legal (and moral) obligation to elude threat of injury to a worker throughout a business trip, whenever you can. The onus is you (the travel planner) to make sure that all of the proper safety plans and measures are in place. This implies assigning sufficient travel cover, which includes medical cover, lost luggage, flight cancellations, in addition to natural disasters and terrorism and everything among.
Employees should be informed of the associated risks of their destinations, before travelling, and must be informed of the plan of action to follow in the event there exists a travel emergency.
It’s important to always know where your companies travelling employees without exception. There is a multitude of apps and online tools that you can use to help keep tabs on and stay in touch with your travellers.
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You can save more once you plan ahead when it comes to making travel arrangements. Research has proven that business travellers who only book their flights a day beforehand – can end up paying as much as 200% more because of their flights.
In contrast – airfares are usually the least expensive from three weeks and much more prior to the departure date. Employing an advanced purchase strategy, you can reduce or moderate the influence of price fluctuations on your own company’s travel budget. Although it isn’t always possible to book so far in advance as meetings and schedules are sometimes changed at the final minute), it is definitely worth the effort in the long term.
Travel planning is not an easy task – it’s far a lot more than just coordinating itineraries. The responsibilities of a travel manager range between bookings, policy management, budget approvals, reporting and handling travel emergencies. Then there’s the time-consuming task of locating the most affordable flights, ground transport, accommodation etc.

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