Organization of business trips. How to optimize them

The good organization of business trips is very important. Because these trips can be transformed into opportunities for the company. And their success can be crucial for the short and long term future of the company.

Therefore, it is logical that it is carried out in the best possible way. From the flight out to the flight back and the stay. Everything must be perfect. It goes without saying that this can generate significant costs. And so, in order to optimize the return on these costs, we ask the following questions: How do we prepare our business trip? How can we have a successful stay where comfort and safety are the order of the day without necessarily paying over the odds? Here are some answers.

A successful business trip. Everything you need to know

To avoid additional stress during your business trip, good organization is essential. Nothing should be left to chance.

Prepare a travel checklist

Departure time, arrival time, all your appointments once you are there with the place, date and time... all these details must be written down and well organized. Even if it takes time, it will prevent you from missing your flight or being late for an important appointment.

Make a copy of all your identity documents

They say prevention is better than cure. Finding yourself without papers in a foreign country is a nightmare for travelers. In addition, embassy procedures can be time-consuming, not to mention stressful.

Be clear about the reasons for your stay

A trip, no matter how well prepared it is, is not exempt from unforeseen events. That's why the key is caution. If you are going abroad, some authorities are hostile to foreigners. Therefore, you should have in your hands all the documents that justify your presence in the country. You should also prepare documents about your company. These precautions can help you avoid possible administrative problems.

Find out about the country of destination

To help you have a safe and secure stay, visit the website of the Ministry of Foreign Affairs. This will give you all the information you need about the country you are going to.

You can also choose to hire a traveler assistance and information service, such as LocalsfyThis will save you time in search and management, and will give you all the information in a fast and updated way.

Also, study the local customs. Because this will not only charm the locals, but also your future professional colleagues, who will see your interest in their country. And this could play in your favor to get the business you are hoping for. Therefore, knowing the customs is very important. Because the way of working in Paris or Berlin is not the same as in Singapore or New York.

Outsourcing the preparation of your business trip, the key to success

Organizing a business trip, whether domestic or international, is no easy task, especially for a professional who is always between meetings. So to avoid unpleasant surprises: incomplete or outdated documents, flight delays, dubious hotels at exorbitant prices... the best solution is to entrust the organization of your business trip to a specialized company. Platforms such as Vyootrip are able to prepare your trip from A to Z, leaving you free of all logistical and financial worries. This way, you will have all the time you need to prepare your future meetings and finally get the contract you have been coveting for so long.

This is what you get when you entrust the organization of your business trip to a business travel agency:

Organization in all aspects

Flight, transportation, hotel, reservation of a meeting or conference space, catering for participants... All these important details do not have to be left to the last minute.

Budget control

It goes without saying that preparing for a business trip requires a considerable budget. This is where these professional skills come into play. For a cost that does not exceed the budget that has been set (this is what we call optimizing your business trip), you can be sure that your business trip will be a success on all fronts.

Significant time savings

Between work appointments, urgent files and meetings, it is not always easy to find time to prepare your business trip. Of course, there is the internet, but with so many offers, it is difficult to know exactly what is the best deal (airlines, hotel...).

Security

Whether it's booking your flight or on-site transportation (e.g. the cab company that will take you to your hotel if a reception is not planned), a professional business travel organizer has the know-how to find the best option without necessarily making the price more expensive.

Good advice

In addition to these obvious advantages, you can benefit from free advice. As this is not the first business trip they have organized (and it will certainly not be the last), they are experienced in what to have on hand (list of documents, vaccinations in case of traveling abroad, etc.) and what to bring.

Good plans for a good business trip

Now you are ready to meet your future business partners. However, to make your business trip a real success, keep these tips in mind:

Travel light

A business trip doesn't last a month, so there's no need to pack an XXL suitcase. Choose a suitcase with wheels that you can store in the cabin. Also, this will save you time when it comes to checking in your luggage or, even worse, losing it upon arrival.

Take only what you need

As for clothing and files, limit yourself to the bare minimum. Two simple, stylish suits and a pair of matching shoes are usually enough. You can add a second, more comfortable pair if you have time for sightseeing.
For your files, a business laptop is sufficient. For added security, keep all your presentations and files on a USB flash drive that you carry in your jacket or purse. This will save you a lot of trouble if your luggage is stolen.

Take notes as much as possible

Recorder, smartphone, notepad... Many devices help you jot down your ideas as they are forming. So when you arrive at your meeting, training course or seminar, you won't be a mere spectator.

Take stock at the end of each day

If you wait until the end of your business trip to summarize your stay (both the good and the bad), you run the risk of getting confused with dates and information.
So take a few minutes each day, before you go to bed, to write down what you have (or have not) achieved.