(Newswire.net — June 4, 2020) — One of the most exciting parts of running a business is going on a business trip. There are many great benefits to traveling for your work.
But planning a business trip is not as simple as it may seem. If you have been given the responsibility of planning an upcoming company trip, you may feel intimidated.
Not to worry! We have put together a guide to help you plan your next business trip successfully. Follow these seven tips and you’re guaranteed to enjoy your travels!
1. Documentation
The first step is to make sure that you (and your colleagues) all have the appropriate documentation ready. If traveling abroad, confirm that you and all of your colleagues have valid passports. If you need to apply for a visa, make sure you apply for a visa for everyone well in advance.
If there is any other documentation that you need to take with you, make sure that it is prepared and packed beforehand. Confirm with your colleagues that they do the same.
2. Create an Itinerary
You want to create an itinerary for the business trip. Part of the trip will be attending meetings, working on a project, as well as exploring for leisure.
You and your colleagues will want to experience all of this. The best way to make sure that everything is covered is to have a detailed itinerary.
Research everything there is to do for leisure in your location. Make sure to be realistic about how much can be accomplished with your limited time. You also want to make sure that enough time is allocated for meetings, work, and resting. Show the itinerary to your colleagues ahead of time so that everyone can reach a consensus before the trip.
3. Airport Transportation
When you and your colleagues arrive at the airport, you will likely be exhausted and will want to head to your hotel. It will be a pain finding a taxi to take you to your destination.
The best option is to arrange for the best airport transportation ahead of time. This will make the process of travel a lot more efficient and a lot more comfortable.
You want your business trip to run smoothly. Using airport transportation as opposed to other forms of public transportation will ensure that your trip is smooth and comfortable.
4. Electronics
It is likely that you will need to take electronics with you on your business trip. You want to make sure that you and your colleagues pack your electronics ahead of time.
These electronics will include your laptop computers, chargers, mobile phones, and headphones. Additional electronics that you may need include surge protectors, extension cables, travel adapters (if traveling overseas), tablet devices, cameras, etc.
Failure to bring the right electronics can slow down the work process. You will probably be able to repurchase many of the needed electronics at your destination, but it is always best to purchase the electronics over time.
5. Check Everyone’s Preferences
It is likely that this is not everyone’s first business trip. Your boss may prefer a window seat on the plane. Your marketing manager may require a vegetarian meal, while your accountant loves relaxing on the beach!
You want to check everyone’s preferences so that you can plan accordingly. You want to ask what seat on the plane they prefer. You want to know what type of food everyone enjoys and can handle (always check for allergies, dietary requirements, etc.), and you want to know what sights your colleagues enjoy seeing.
And, of course, you have to take your own preferences into consideration as well!
If you fail to take everyone’s preferences into account, it will reflect poorly on you.
It will mean that your colleagues and your boss will probably not have the best travel experience. The chances of you being chosen to plan any more business trips are slim. And this can also affect your chances of promotion or your reputation at the company.
6. Prepare for Meetings
Just as you have to prepare for the business trip, you also have to prepare for the meetings you will have on the trip.
You want to prepare what will be discussed with your colleagues at your destination. You will want to rehearse the meeting and discuss the meeting agenda with your colleagues and your boss beforehand. If there is any material that needs to be prepared ahead of time – such as a presentation – make sure you check it over and over until it is ready.
Also make sure you list all the points that need to be addressed at the meeting. You don’t want to be on the plane ride back home and realize you forgot to address an important matter!
You may wish to contact whoever you will be meeting beforehand. You should explain to them what you wish to discuss and present at the meeting.
Ask them if there is anything that they wish to discuss. This way, when the meeting happens everyone is on the same page.
Failure to prepare for your meeting beforehand will result in an ineffective meeting. It may also bite into the leisure time that your colleagues are anticipating.
7. Take Leisure Seriously
Finally, you want to make sure that everyone’s leisure time is taken seriously. A business trip is often remembered for the fun rather than the work!
Since you have planned the trip, you want to take charge and be a gracious host to your colleagues. You want them to enjoy the trip without having to worry about the hassle of planning anything. Make sure they are able to enjoy the sightseeing, eat at great restaurants, and create everlasting memories.
Leisure on a business trip is as important as the work itself.
Enjoy Your Next Business Trip!
Now that you know how to plan your next business trip, we hope you enjoy your travels.
Be sure to keep yourself updated with the latest news and current events.