How can your organization get your travel plans right?

Organizations that have team members who travel should have some basics on how you can get your travel plans right. Whether your team is travelling locally or internationally, it is important that you get the plans right to avoid unnecessary surprises.

From picking dates to making the actual bookings, here are some suggestions for you to get things right from the start.

Have an organizational travel and events plan

Where possible, each organization should have a calendar of expected travel and events scheduled for the desired period of planning. This can be done monthly, quarterly, or annually depending on company preference. If possible, the plans should be broken down further into individual team members or departments. This brings clarity around purpose of travel and related operational costs.

Combine travel schedules to save on costs

Once the plan is in place, you are able to have a clear understanding of any trips or events that are coming up in any given month or quarter. With this in place, you could advise your team to combine two trips into one longer stay thus saving on costs around flights and transfers. For example, if teams are travelling to see a client in another town and there is an event happening in the same town a week or two later, you could consider combining the client meeting and the event dates into one trip.

Research your destinations in advance

This is a very important step when making travel plans. Ensure that you research the destination the organization's team is travelling to. Understand the location, weather, etiquette, terrain, culture, and political situation. Getting this part right is very important as it will ensure that teams are not inconvenienced due to an avoidable situation and that they are safe.

Travel documentation

Team members who are on the travel plan should ensure that they have all required documentation in place for travel. This applies to both local and international travel. A form of identification is needed when using public means of transport and when checking into hotels or other forms of accommodation. For international trips, a valid passport, immunization card, visa, are required. In some cases, different countries may have additional travel documentation requirements that the travel must have before entering the country or even boarding a flight to their country.

Identify a travel booking partner

Identify a travel partner that you can work with to ensure that you get the best out of your itinerary. Travel partners usually have a wealth of experience and will advise your organization on the best ways to optimize your travel booking in terms of flight costs, routes, accommodation, and extra perks that you may not be aware of. They will also advise you on any travel related changes or requirements which individuals can sometimes miss.

As an organization, you could negotiate the rates and payment terms with your travel partner which is a great asset to the overall company operations.

Take time to enjoy your trip

Traveling for business can also include aspects of enjoying what your destination has to offer; especially if it's your first time there. A day trip tour around the city or even dinner at one of the most popular restaurants could add on to the excitement of business travel.

Your organization's travel planning is an important aspect of business planning. Our team works with and advises organizations on their business travel plans to ensure a smooth, efficient, and cost-effective travel experience for them. You can reach us with questions or requests and we will be happy to talk to you.