There will come a time when you might have to travel for work, or at the very least, organize travel for another employee. Meeting colleagues and clients from different parts of the world is a great opportunity to build lasting relationships and make great deals for your company, but these trips must go smoothly to achieve the best results. If you’re in the process of planning a travel itinerary for yourself or another member of staff, here are 5 tips to help you organize it efficiently
Always make sure you have a clear budget to work with before you start making plans. Business trips can be expensive, and depending on where you’re traveling to this can increase the cost. Speak to whoever is in charge of these budgets and make sure there is no miscommunication over what you can spend.
2. Get the Best Flights
Of course, the budget will determine what kind of flights you can get, but try to find the best deals where you can. Use comparison sites to discover the best deals for airlines and if possible, book business class for comfort. This might not always be possible if it’s out of your budget, but it’s worth it if you can. In addition to this, consider the best flight times and think about the colleagues/clients you’re meeting at your destination. Try to find a balance with the time zones and both of your schedules.
3. Parking and Car Rental
If you or the member of staff who is traveling is driving themselves to the airport look into booking a parking space in advance. For example, you can pre-book for parking Newark airport and other major airports around the country online. This will make things much more convenient and could also be a good way to save money. You should also consider car rental options if this is necessary for the individual that is traveling, as they might need a vehicle to carry out their work at their destination.
There are several options for accommodation when traveling for business. Traditionally, an employee stays in a hotel for the duration of their trip, but if they are going to be there for longer than a few nights, this might not be the most cost-effective (or comfortable) option. Some hotels might offer discounts for extended stays, but consider looking into short-term apartment rentals on sites like Airbnb, as these might have more affordable rates than some hotels. Hosts on these sites can also offer discounts for long stays, but these rentals tend to be more comfortable for guests. Do some research and see what will fit in best with your budget.
5. Other Expenses
Make sure whoever is traveling keeps their VAT receipts for food and transport so you can pass these onto the finance team afterward. You must have all of these, especially if the employee on the trip is using a company credit card, as you will need to explain these transactions when filing the company taxes at the end of the year. You might want to consider setting a spending limit on those company cards, too.
Next time you’re planning a business trip for yourself or someone else, use these 5 tips to help you stay organized.