The success of a trip is directly linked to good preparation and planning.

The priority in planning a business trip is always to 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 consider, details to comb through, reservations to create, and calendars to align. And even with that all sorted out, there is still the possibility of problems arising when your coworker is on the go.

As a travel manager, the best solution is still to organize as much as possible in advance so that an impromptu problem can be solved easily.

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How do you get there?

Plan a business trip for your supervisor

1. Observe and write down their preferences

When you’re responsible for planning business travel for a superior, you have to stay fast and efficient at all costs. 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 as possible in air connections or, on the contrary, to take advantage of a long stopover in the relaxation area.

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

During a business trip, executives have to accomplish several very important tasks. It is essential that you know the objectives of this trip, whether it is attending a meeting or establishing a new office in another country. Once you know the trip’s goals, organize the other details so that nothing stands in the way.

3. Make sure everything has been taken into account

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 ending a presentation for an upcoming meeting. Or just do a little sightseeing when his / her spouse is on the trip.

Ask your manager what they would be interested in doing or accomplishing on this trip. You can 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 final suggestion in this section is to compile a detailed summary of the business trip so that it can be viewed in one place. This will save you and your traveler the time and frustration of going through many documents and emails to find the most important information.

When creating these documents, think chronologically, so you put yourself in the person’s shoes and clearly think about what 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 face any eventuality, and a smartphone that does not work or the absence of an Internet network can in no way destabilize your traveler.

Plan a business trip for your colleagues

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

5. Let traveling employees book themselves

Most of the traveling workers prefer to book their business trip themselves, just as they would for vacations. In particular, this makes it possible not to exchange endless messages with the person who took care of every little detail. Use travel management software that includes firm policies so employees can book whatever they want under the policy. This saves everyone time, making it easier for travelers to find the route and accommodation they want.

6. Gather all the info in one place

There are many details that must be worked out to plan a successful business trip. You have to do your best to bring it all together in one place. By booking with approved business travel management software, travelers can log in and see all of their upcoming routes with one click.

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

7. Purchase the necessary equipment before the journey

Consider your traveller as a mobile office that represents your company both domestically and globally. 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 employee sent on the road 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!

If your traveler is taking an international flight, prepare a paper file with important information about their destination. Add some useful data, like the currency used, the time zone, the contact details of the local embassy, ​​advice on local laws and culture, common illnesses … You can also make sure that the employee’s phone plan covers travel. International. This is very useful information.

9. Record the traveler’s contact details

A traveler’s contact card is essential. It is a single document that includes all contact details of the employee’s home and workplace and standard information like name, identification number, etc. You can also supplement this info with a few additional elements such as airline, hotel and meal preferences, and passport details. With TravelPerk, you can enter most of this information just once, and it will be automatically pre-populated for future trips. Regardless of how you keep this information, ask travelers to confirm or update it before they leave.

10. Create a travel planning checklist

Another useful form is a travel planning checklist. It permits you to quickly view all the details about flights, ground transportation, hotel, restaurant and leisure reservations, meetings and events, or anything else. Use it so that you don’t overlook all the little details that can easily get lost in the crowd.

One of the main motivations of any travel manager planning a business trip is to make sure nothing is missing. No travel manager desires to receive a call from a desperate employee complaining that travel dates are incorrect or that check-in failed because the information was entered incorrectly. Examples among many others. So be sure to create a set of templates and checklists to avoid mistakes and oversights.

11. Debrief after the business trip

The debriefing after a business trip is just as important as the preparation. At this point, there are numerous aspects of travel that can be revisited to improve the planning process of an ever-changing business.

• When your traveler returns, collect their travel file. Check receipts, take important notes, then request refunds as soon as possible. TravelPerk makes it all super easy.
• Order your traveler’s mobile office supplies to be ready the day of the next trip.
• In the presence of the employee, consult the voicemail messages, emails, and other pending updates
• Ask your traveler if everything went well or if there are any things that could be improved.