8 best tips for planning a business trip

Planning business trips doesn’t have to be a seven-headed animal. Even if it is a shorter trip with a tighter deadline, popularly known as a round trip, it is possible to follow some useful tips and be successful on the journey, in addition to ensuring the best results for your business.

In this article, we will present the 8 best tips to properly plan a corporate return trip , so that you travel with peace of mind and do your work with quality. Check out!

1. Plan ahead

We know that day trips are usually more urgent appointments that require the professional to travel at the last minute, such as an unexpected partnership that will be signed with a company in another city or some adjustment that needs to be made in a branch.

However, if there is enough time, the first fundamental tip is to plan the corporate trip as far in advance as possible. By doing this, you guarantee the reduction of costs in the purchase of tickets and in the reservation of accommodation. Researching in advance also allows the possibility of establishing partnerships and guaranteeing exclusive discounts on the trip.

2. Establish search criteria

Another way to make your corporate travel budget slimmer is to have defined search criteria. For example, if there is a set amount for the trip, try to make the choices of accommodation and tickets within the limits, remembering that some services charge extra fees.

To have a guide in budgeting, a tip is to review previous trips and make a price comparison. In this way, it is possible to identify the fixed and variable costs and also the amounts that were spent to cover contingencies during the trip.

3. Define the best means of transport

Each type of trip calls for a more appropriate choice of means of transport. If the journey is intercity, traveling for work by bus can be a more economical and advantageous measure, since the employee travels comfortably without having to drive and can rest during the journey and even resolve work issues during the journey.

There is also the possibility of traveling with the company car, whose fuel expenses are reimbursed later, or traveling by plane, if the distance is longer. Whichever means of transport you choose, there is always a way to optimize processes in corporate travel .

4. Organize your appointments

Did you know that organization is one of the factors that can greatly improve the company’s economy? This is because it allows processes to be more efficient. On a day trip, where time is already scarce, it is essential to organize the appointment schedule in order to obtain maximum efficiency.

When planning the trip, it is necessary to calculate the travel time to the destination and organize a time for rest and meals for the employee, in addition to scheduling appointments in the best possible way. For example, if the employee will have two meetings and one of them will be in a place closer to the lodging or the airport, it is interesting to organize the appointments in a way that the displacement is facilitated and optimized.

5. Value security

For the employee who makes recurring business trips, it is important that the company provides insurance on corporate travel , covering medical assistance during the period of the trip and including dental and pharmaceutical assistance, as well as legal advice and protection in case of personal or luggage loss.

The insurance improves the employee’s experience during corporate travel, prevents material and legal damage to both the company and the workers and guarantees assistance and safety for the employee on his/her journey. Be aware of the main travel risks and coverage possibilities to choose the best business travel insurance for your company.

6. Consider the transfer

It is not enough to define the means of transport for the trip, it is also necessary to establish the way in which the employee will get around to fulfill work commitments while in the city.

Whether using a rental car, taxi, van or urban mobility apps , by considering the transfer of the employee from the airport or bus station to accommodation and work commitments in advance, you bring greater peace of mind to the company and the employee.

7. Respect the company’s travel policy

Having a well-established corporate travel policy in place helps protect both the employee’s and the employer’s interests. For the employee, the travel policy establishes the rules and limits of what can be done during the period, reminding him of his obligations.

For the employer, the travel policy helps to manage corporate expenses, as it delimits the travel budget and the amount that can be spent by the employee, avoiding surprises and losses.

Based on this well-defined travel policy, the company can guarantee compliance in corporate travel , which is nothing more than compliance with these rules by employees, ensuring transparency in processes, reimbursement of expenses and due accountability. .

8. Count on unforeseen events

Those who work while traveling need to be prepared to deal with unforeseen circumstances. Sometimes the day trip will not take much time to plan and will be a last-minute trip to close a specific contract or align with the company’s suppliers.

Another possibility is that a meeting will be postponed, which will require the employee to stay in the city for another day or two, resulting in increased costs for accommodation, food and travel. To avoid losses, check the feasibility of changing tickets at the time of purchase and always ensure a flexible budget to cover unforeseen circumstances.

Have you seen how it’s not difficult to plan a day trip, even if it’s last minute? To succeed in corporate travel, it is essential to establish a good travel policy, which will serve as a basis to guide the entire process, from planning to accountability, ensuring favorable results for your business.

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