How to Plan a Business Trip

Business trips were grounded across the globe during the pandemic. Video calls and long emails replaced international meetings with our business partners. Technology allowed the business world to keep running, even when the world had grounded to a halt. However, once lockdown lifted, some of our beloved business trips returned.

We can’t travel as freely as before the pandemic. There are still restrictions on different countries, and business managers should be wary of this when planning business trips. UK and Europe based business trips are the best options for the time being. Make sure to check the UK’s travel list before booking a trip abroad.

Here is a quick guide on planning a business trip for your boss.

Note their usual preferences

You should remind yourself of your boss’ travel preferences before the pandemic. Or, if you’re new to the role, ask if they have any requirements and specific preferences in mind for their trip. It’s better to ask and get it right than book them a trip they are not happy with.

Make notes so you can use these preferences for future trips as well. They may prefer a long layover over rushing for a connecting flight. You might need to get them a private car at the destination – or they may enjoy using public transport. Always double check the train times to make sure the traveller catches the right one for their meeting.

Prioritise the important parts of their trip

A business trip tends to be busy, and you need to prioritise the most important parts of your trip. Write an itinerary detailing their meetings and where they will be taking place. Try to book their meetings in close proximity to one another, so they don’t have to travel across the city.  Think practically and make their business trip as smooth as possible.

Remember to schedule free time as well. You could schedule a few hours for them to grab a nice dinner or sleep off the jet lag.

Make it digital

Digital documents are much easier to handle and keep track of. A paper itinerary and boarding pass may irritate your boss. Keep things digital so they can access all important documents on their smart phone. You could print off a few copies and put them into a folder for emergencies. Your boss will be impressed with the organisation. Make sure to include a copy of their emergency contact information in the folder as well.

Create a checklist

On your side of things, keep a checklist of everything you need to do for the trip. For example, book the flight, ground transportation, accommodation, dining, entertainment and so on. You can refer back to this list for every business trip and keep yourself organised. It can be quite confusing to book several business trips at once.

Stay organised and book the best business trip for your colleagues. 

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