How to organise the perfect business trip

A large part of running a business includes arranging business trips, and you probably want them to run as smoothly as possible.

Having a well-organized business trip create a good impression and is going to have an influence on how potential clients see you. We live in a very digital world, this enables us to communicate across different time zones without a worry however, at times it’s still essential to travel to meet clients face to face. If you’re securing a big deal or trying to build a lasting business relationship nothing will beat the perfect business trip. 

It’s important to make sure that any business trip is organised to a high standard. You want to feel relaxed and well prepared when you arrive at your destination in order to succeed. Having a well-prepped trip means that you will be more focused and give off the best impression. Preparation not only lets your mind focus it also means you stay on the ball in any important meetings.

From packing clothes in your Rollink coffers to organizing transportation to the hotel when you land, having everything arranged will remove any unpredictable hurdles that can make your business trip turn into a hassle. Have a look below at some of the areas you should be planning in order to organise the perfect business trip:

Making the arrangements

Planning a business trip throughly is important regardless of if you’re travelling or you’re the business trip manager. You should always make sure you’re fully aware and understand the company’s travel policy. Remember you’re planning the perfect business trip, not the perfect holiday. This means been compliant with any policies is essential.

You need to think about how you are getting from one location to the next and everything in between. Whether you’re travelling by ACS, rail, boat or car hire you will need to consider travel times, costs and insurances. It’s important not to forget about the little details, make sure you have all the information about the distance and time it takes to travel between each mode of transport as well as just the main journey. Do you need to book luggage? Do you need insurance? What paperwork is needed? Make sure you always use multiple sources when booking, shop around for deals and always be fully be aware of company budgets.

Maybe you are looking for something a bit more fancy. Business trips can be about impressing a client, what is more impressive than showing up in a limo? For example, if you arrange your limo for a business trip in Lubbock you would certainly impress a potential client. Turn up in a limo, take you client to a fancy restaurant and you would be in with a shot to winning a big contract.

The more carefully you make your preparations now the smoother the journey will go, think about things like if Wifi is available on the move or do you need to arrive a day in advance because of bad flight times? This means that you’re going to feel more confident and relaxed when you attend those all-important meetings.  

Choosing your accommodation

The prep work is only where the planning begins. You also need to ensure you’re choosing the best accommodation to suit your requirements. Try to get accommodation near any meetings in order to reduce the risk of finding locations or things such as traffic getting in the way. Try not to get caught up in booking something that luxurious, you want it to be pleasant but it only needs to serve a purpose, again, remember this isn’t a personal trip. YOu should take distances, local transport and even aspects such as Wifi availability in the hotel when making your decision. You may find that your company has preferred hotels already, this could mean a better deal as they’re normally negotiated in advance. When choosing a hotel make sure you pay close attention to the facilities that are available. You don’t want to find that there is no Wifi availability, it’s not included in the costs or that breakfast is served too late because it’s more suited to tourists. Twenty four hour room service is a nice touch for business travellers so often you can arrive late/early to your destination because of saving costs on travel. 

Create an itinerary

For any business trip to be successful you need to have an itinerary in place. It keeps control of the whole trip. From the times that transport leaves, your hotel reservation right through to the names of the clients you’re meeting. Whether you’re organising the trip for someone else or yourself be sure to add in some time for relaxing and cater for any meeting that may overrun or be late. It’s good to share an itinerary with someone else too, so they are aware of where you’re supposed to be and when you may not be contactable. 

Have all your travel documents organised

Travel documents are an essential part of any trip, and even more so with a business trip. All the time and effort that has gone into the planning will go to waste if you forget vital documents you will need on your trip. You should make sure you have important documents that include: 

• A valid passport for international travel 
• Any visas that are required
• Travel tickets for any transport
• Car hire agreements, driving licence, company credit card and proof of insurance
• Photo ID
• Proof of bookings for hotels etc
• Transfer documents

Think about any electronic devices that will be required

For the majority of business trips, you will require some sort of electronic device. Whether it’s a company phone, tablet or a laptop for important presentations make sure you have it on your packing list, and all have insurance cover in case anything was to happen to them. It could also be a good idea to make sure you have any important work saved on a portable device so if any of the items you take with you go missing or are stolen you still have the information you need for any meetings. Don’t forget to take any relevant charges and adapters too, it’s wise to have a handy carry case to easily transport these sort of items. Preparation is definitely key when it comes to this area however, you can often pick chargers and other accessories when travelling through places such as airports or train stations. Bear in mind that the prices can often be higher and it would be classed as unneeded business costs. 

Hopefully, this short guide to organising the perfect business trip will help to ensure that your next trip runs as smoothly as possible.