Business trips can offer valuable learning experiences, improve team collaboration, increase networking and communicating opportunities. Unlike large organizations, mid-size companies face a lot of challenges when it comes to planning business trips. A lot of companies are now focused on employee welfare and well-being and are encouraging such trips for their employees but a lot of employees, especially the younger generation such as millennials, see this as nothing more than a perk. In this article, Trishal Rao, Chief Sales Officer, SKIL Travel, has shared some of the key issues related to managing company-owned mid-sized enterprise travel.
=Understand Company’s Policy: Every company has their own Policy that employees are expected to follow at all times. Employees are expected to go through this policy before making travel arrangements. A lot of times employees have not gone through the policy and/or are not aware about certain sections of the policy. Knowing what is the available budget, which airlines and hotels to use, and more compliance etc. will ensure that the employee sticks to the plan and avoids additional travel expenses.
=Detailed Itinerary: There’s a well-known saying, “If you fail to plan, you plan to fail” and it is true as everything should be in place before executing any action. A detailed itinerary with all the details of the trip is very important and it should include flight tickets and timings, hotel reservations, meeting, transportation and social schedules if any. A clear and concise itinerary helps employees to stay organized and up-to-date at all points during the trip and avoid confusion.
=Prioritize Safety and Care: Employee safety and well-being should be top priority when planning travel. This translates into selecting reputable airlines and hotels, choosing safe transportation options, providing necessary resources for emergencies and ensuring that there’s clear communication channels in place so that employees can easily reach out for assistance if needed. It is also important to care for your employees and focus on diversity inclusion, i.e. taking into consideration things like allergies, medical issues, food preferences, etc.
=Compliance and Documentation: Different places have their own culture and regulations, it is necessary for employees to adhere to these cultures and be compliant with the appropriate regulations. It is crucial to have all your documentation sorted out when organizing business travel and ensure that all necessary visas, passports, and permits are up to date.
=Traveler Support: The entire traveling period can be divided into pre-trip, during trip and post trip period. Enabling support for the employee will ensure that the employee is following the company policy at all times it will also ensure that the employee has complete support when it comes to providing clear and easily accessible travel policies outlining company procedures for booking flights, hotels, other travel expenses, trip booking, traveling insurance, etc. that are all part of traveler support.
=Emergency Preparedness: The saying, “Prevention is better than cure” is something which is important to understand, as planning beforehand for some kind of an issue will help in the contingency planning. Having contingency plans in place will make the entire process of handling unexpected situations such as flight cancellations, medical emergencies, or natural disasters smooth. It will also ensure that travellers have access to emergency contact information, travel insurance, and resources for assistance in case of emergencies.
=Feedback: Feedback can be really useful to get information from the employee after a successful trip. Feedback irrespective of positive or negative can help in refining the company’s travel policies, enhance the travel experience for employees, and ensure continued efficiency in coordinating future trips. It will also be useful for potential stakeholders when it comes to future planning and training purposes.
=Continuous Evaluation: In conclusion, effective travel coordination is essential for mid-size companies to facilitate business operations, foster employee engagement, and achieve strategic objectives.
