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Planning a Business Trip for Your Team: A Guide


As a business owner, it can be worrying for a business trip to be completely out of your control and instead be in the hands of your team. However, even if you are not heading on the trip yourself, there are many ways in which you can help your employees to make the most of their business travel by planning the trip correctly. Here are some important steps that you need to take to make sure that the trip runs smoothly, even if you are orchestrating it remotely.


Book the Small Details in Advance

Most of the common problems that occur on business trips arise only because of a lack of pre-planning, and leave your employees struggling for time when they are abroad, or without any knowledge of their schedule. One of the best ways that you can make sure that almost nothing can go wrong is to book many of the details of the trip in advance. For instance, booking JFK Airport parking before the trip begins will allow your team to arrive at their gate with time to spare, rather than having to race through the airport in order to get to their flight on time.


Invite Your Employees to Help With Planning

In order for your team to get the results that you want during the trip, they need to be happy and content with its details, as this can affect their mood and productivity. To ensure that your employees are happy with the arrangements and that their needs are taken into account, you should consider inviting your employees to help you with the planning process. This is especially important in reference to booking accommodation, choosing dining options (with many people having allergies and dietary requirements), and picking the right transportation.


Create an Itinerary

To make sure that your team knows what they are doing every moment of the day, you should consider creating an itinerary or schedule and giving a copy to each of your traveling team members. It can be difficult to keep track of commitments when you are traveling, and it is easy to feel disorientated in a new environment. However, this will help the team to stay on track and make sure that they never miss a meeting or a social arrangement that you have worked hard to set up for them.

It is also vital that you are able to share any contact and trips details with all colleagues who are involved in the trip in case of a problem or emergency. For instance, you should provide them with the details of any clients that they are meeting, as well as those of their hotel and airline.


Discuss Your Company Travel Policy

It is important that every party member is on the same page in terms of business travel, and to do this, you should discuss your company travel policy and make sure that your team understands every element of it. Your company travel policy should include aspects such as expenses and reimbursements for dining and transport, any specifics in terms of budget, and any policies you have in terms of their behavior abroad when traveling under your company’s name.


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