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Business travel can be a double-edged sword — exciting opportunities on one side and logistical nightmares on the other.
If you’re interested in finding out how to streamline your business travel, save time and focus on what really matters, you’re in the right place. Let’s turn your next trip into a smooth-running success!
The key to corporate travel planning is creating a plan that aligns with your business objectives and maximises productivity while minimising stress. Preparation is vital, so research, organise and communicate effectively to ensure everything runs like clockwork.
Right, let’s break down our planning into the before, during and after.
When planning how you’ll get to, from and around on your business trip, keep the following important considerations in mind:
Proximity to Key Locations: Choose transportation options that provide easy access to airports, accommodation and meeting venues.
Efficiency and Time Management: Prioritise direct routes and minimal transit times to avoid delays and ensure punctuality.
Cost-Effectiveness: Compare options like car rentals, ride shares, public transportation and company vehicles to find the most budget-friendly solution.
Comfort and Productivity: Opt for modes of transport that allow for relaxation or work, such as trains with Wi-Fi or flights with quiet zones.
Local Transportation Options: Research the availability and reliability of taxis, rideshares and public transit in your destination.
Company Policies: Make sure your chosen transportation complies with your organisation's travel policy and reimbursement rules.
Backup Plans: Be prepared for unexpected changes by identifying alternative transportation options in case of delays or cancellations.
Environmental Impact: Consider eco-friendly choices, like shared transportation or electric vehicles, to reduce your carbon footprint if feasible.
Thoughtful travel planning can save time, reduce stress and ensure smooth transitions throughout your trip.
Once your transportation is sorted, the next priority will be choosing your accommodation. Here are some things to consider:
Location: Choose a hotel or lodging close to your meeting venues, the airport or key areas to reduce travel time and hassle.
Amenities: Ensure the accommodation offers essential business traveller features, such as reliable Wi-Fi, a comfortable workspace and meeting facilities if needed.
Budget: Stay within your budget or company travel policy, taking advantage of corporate discounts or loyalty programmes.
Comfort: Consider features like comfortable bedding, noise insulation and dining options to ensure a restful stay.
Reviews and Ratings: Check recent reviews and ratings from other business travellers to gauge the quality of the property and its services.
By balancing convenience, comfort and cost, you can ensure your accommodation enhances your business trip experience.
Here are three important things to remember when planning the schedule and itinerary for your business trip:
1. Prioritise Key Meetings and Objectives — identify the most important meetings, events or goals for your trip and build your schedule around them. Leave ample time for preparation and follow-up to ensure you can perform at your best.
2. Include Buffer Time — allow for flexibility by including extra time between meetings, travel connections or activities. This helps accommodate unexpected delays or overruns without causing stress or disruption.
3. Plan for Productivity and Rest — balance your itinerary to include time for work tasks, networking opportunities and rest. Avoid over-scheduling to ensure you can stay focused, maintain energy, and adapt to unforeseen changes.
A well-structured itinerary maximises efficiency and reduces stress, making your trip more productive and enjoyable.
Check out our blog on The Ultimate Business Trip Packing List to learn how to pack for your business trip like a pro.
Researching your destination before a business trip is crucial to ensure a smooth and productive experience. Understanding the local culture, business etiquette and communication norms helps you make a positive impression and avoid misunderstandings.
While your business trip will have its own focus and priorities, here are three things you shouldn’t forget to make time for.
By tracking and controlling your spending while you’re on your business trip, you can avoid unnecessary costs and ensure resources are allocated effectively for a successful trip. Here are some key strategies:
Establish a clear budget, ensuring it aligns with company policies
Track spending in real time using apps or expense-tracking tools
Choose cost-effective options
Keep receipts and documentation
Leverage corporate discounts
Whatever your other objectives, don’t forget to network and build relationships. Attend events, dinners or informal gatherings to connect in a relaxed setting, showing genuine interest in others’ work and perspectives. Follow up after the trip with personalised messages to maintain the connection and nurture long-term professional relationships.
If you’ve planned your transportation well, you’ll be able to make use of your travel time to catch up on emails, review documents or plan upcoming meetings. Think about making use of tools like noise-cancelling headphones and productivity apps to minimise distractions and stay focused on important tasks during flights, train rides or long commutes.
Don’t forget to submit your expenses in a timely manner after your business trip. If you’ve been smart in the way you manage your expenses, this can already have been done automatically or with a single click.
Leaving reviews helps fellow business travellers make informed decisions about accommodations, transportation and services, while also providing valuable feedback to improve the quality of these offerings.
Aligning business trip planning with the company's corporate travel policy ensures compliance with budget guidelines and helps control travel-related costs. It also ensures consistency across the organisation and simplifies the reimbursement process, reducing the risk of misunderstandings or errors.
As a company, you and your employees can benefit greatly by using FREENOW's travel planning services. They can help you streamline your planning processes and ensure cost-effective and efficient transportation options for your business travellers.
With FREENOW’s user-friendly platform, your employees can access reliable ride-hailing services, track and automatically submit expenses and maintain control over travel logistics, all while adhering to corporate travel policies. This not only enhances productivity and reduces administrative overhead but also provides a seamless and stress-free experience for employees on the go.
You can also create a Business Profile in the FREENOW mobile app that syncs with your company’s FREENOW for Business account. That way, you don’t have to collect paper receipts.
