How to organize a business trip for your boss is a real challenge. Since every trip is unique. However, there are some common points and rules to keep in mind to make it a success every time.
Even if you don't know how to organize a business trip, you've come to the right place. We've put together the steps you need to follow to properly manage your boss's business travel.
1. Create a checklist of what you need to know to organize your trip.
To carry out the first step, it is essential to schedule a time with your manager to communicate the needs, criteria and preferences of the trip you are going to organize.
Ask the right questions to gather all the necessary information. To do this, draw up a checklist that takes into account all aspects of the business trip. Of course, this checklist can be modified according to your needs:
- Origin and destination of the business trip
- Travel duration/dates
- Preferred mode of transportation
- If a hotel room is booked, should breakfast be included? What level of accommodation should I choose? Are there any special requests?
- Do you need to book one or several restaurants?
- List of people to meet with
- Location of meetings in order to find a suitable accommodation point to optimize travel both there and to transportation origins (stations, airports).
- Should you reserve specific locations for the meeting(s)?
It is important to consult the your company's travel policy to see what budget you have available for each item (lodging, transportation, meals, etc).
If the trip is in a foreign country, remember to complete this list by informing yourself of the entry requirements of the country to be visited and checking the validity of your employer's passport.
If you want to stand out and offer an experience that goes beyond business, propose Bleisure. Try to personalize the trip with a thought-provoking list that includes restaurants, bars and activities at the destination. In this way, you will create an authentic travel experience that your boss will undoubtedly love.
2. List all documents and receipts related to the trip.
We strongly advise you to create a digital space (such as a cloud service) or a folder in which you will list all the receipts and documents that your boss will need for the trip. This will make it easier for him or her to see clearly, get organized and not forget anything.
In this file you can attach:
- Train or plane tickets
- Lodging reservations
- A list of addresses
- A complete program of the stay: departure/arrival times, missions, appointments, etc.
- Photocopies of identity documents
- Visa if required
- Health pass if necessary
Presentation materials or other documents relevant to the purpose of the trip, meeting or conference should be placed in a separate folder.
As English is the most common language of communication, it is best to have the documentation in English if we are meeting in other countries with different languages. And if you require an interpreter or translator, it would be appropriate to have them translate these documents to give them to the people we are going to do business with. This will make a good impression and will denote an effort on your part to make things easier for them.
Also remember to keep receipts for travel-related payments. These expense reports can be stored in this folder or in the cloud.
3. Make all reservations
If you want to take advantage of better prices, and to avoid availability problems in the most suitable hotels and restaurants, make all reservations as far in advance as possible. Remember to close transportation (plane, train, cars, etc.), accommodations, restaurants, meeting rooms (if necessary), complementary activities, etc.
Organize and place them in the folders created in the previous step.
Be attentive, when the dates are approaching, to the online chekin, and all the administrative tasks that must be closed in the previous days.
4. Feedback to optimize future trips
When your boss returns you can meet with him to ask him about what he would like to keep or change on his upcoming business trips. Doing this task will improve your work, as well as the quality of your boss's experience as a business traveler.
If you have to organize your boss's business trips on a regular basis, identifying areas for improvement will allow you to fine-tune your organization and save time for future business trips.
Now that you know the list of items you must master to successfully complete this mission, ask yourself these questions:
- Has the trip been cost-effective in terms of expenses and results?
- How often does my boss plan to travel on business?
- Wouldn't it be better to use a professional travel agency?
Facilitate your business travel management with a specialized platform.
In Vyootrip we offer a platform specialized in business travel management, which will facilitate both you, as a travel manager, and your boss, all these tasks.
Our platform offers many advantages that simplify all processes.
- Book everything you need for your business trip from one place.
- Top quality customer service at all times, to assist you in all the processes of your trip.
- Centralization of all travel expenses and control through reports and graphs of all travel expenses.
- Automatic implementation of the company's travel policy.
Want to learn more? See all the advantages.