Planning corporate travel isn’t just about ticking boxes off a long and mundane list – it’s about curating an experience that inspires, connects, and motivates your team.
There is a fine line involved when it comes to balancing professionalism with those finer details that make a business trip truly valuable. After all, there is no point in jetting halfway across the world for a meeting that could have been an email.
Follow these eight tips below for a successful international group business travel trip:
1. Create an Itinerary
Create an itinerary but don’t just leave it at that.
Design a corporate journey that seamlessly integrates business with motivational activities to keep your teams inspired and motivated.
Every business trip should have a unique objective and the itinerary should reflect that individuality.
For example, a tech company visiting Silicon Valley, known for its high concentration of tech start-ups, and for being a global hub for innovation, would benefit from guided industry tours.
As far as itineraries go, there are apps to help manage them and reservations, giving your team access to mobile concierge services and other essential resources.
2. Make Copies Of Travel Documents
Managing your team’s travel documents effectively is essential for a successful trip.
This includes having clear digital copies and a plan for storing the originals securely – but they must be easily accessible during the trip.
Ensure all passports are valid for six months beyond your intended stay; some countries have specific entry requirements so check first. Secure all necessary visas well in advance as processing times can be delayed.
Carry secondary forms of identification as well – including National ID cards and driver’s licenses.
3. Wellness Balance
Group business trips are not just about work; they are also an opportunity to foster connections, improve working relationships, and rejuvenate teams.
Several travel destinations offer experiences that align with career growth. In places like Bali, teams can enjoy sunrise yoga sessions followed by meditation workshops in serene settings.
Luxury transport and wellness treatments have become staples in corporate travel and companies are keeping their teams motivated and focused by scheduling treatments after long flights or in between meetings.
4. Insurance
When selecting corporate life, health, and travel insurance plans, review the global benefits for employers.
Comprehensive insurance coverage is a must – but corporations need to understand benefit amounts and the claim processes involved.
Prioritize packages with emergency health care, and cover for flight cancellations and lost luggage. Review several policies to understand the levels of coverage offered and the associated maximum benefits as these could be fixed or based on varying factors.
To choose the right insurance, assess your company’s needs, including the destinations of travel and the nature of work being done.
5. Simplified Expense Reporting
Travel and expense management (T&E) is the process of collecting and managing all travel-related expenses in the work environment.
In most countries, business-related travel, including flights, accommodation, and transport, is claimable – but you must have your receipt ducks in a row.
Most businesses have a travel and expense policy, which provides a helpful framework and foundation for guiding employees and regulating acceptable claims and expenses.
Simplify reporting by standardizing policies, setting budgets, and then communicating those to the team. A solid policy will help answer questions and avoid the common challenges associated with travel and expense management.
6. Direct Flights
To avoid tired and anxious team members, prioritize direct flights whenever possible.
That will minimize delays and travel time, and help your team to manage travel logistics effectively and efficiently.
To keep everyone on the same page, set up a group communication channel and share flight details, itineraries, and other pertinent travel information.
7. Book In Advance
Booking business trips in advance helps to secure better rates and ensure availability.
Early action allows for more options on flights, accommodation, rental cars, and restaurant bookings for those all-important networking dinners. Avoid last-minute scrambles and disappointment by securing preferred dates and times a few weeks in advance.
With travel plans taken care of, your employees can focus on preparing for meetings and other business trip goals.
8. Technical Checks
Before your teams depart, have their technical equipment checked to ensure all are in good working condition.
For example, laptops, mobile phones, and tablets must be working and have all the necessary travel and work programs installed. Check mobile routers, chargers, and power banks are all working and ready to go.
Lastly, ensure each travel team member has adapters for international sockets.
To End
Wherever you are headed, put these eight travel tips into practice to ensure your business trip is successful and enjoyable.
Once you have returned, remember to send your overseas colleagues an email to thank them for their time and contribution to the trip’s success.
Have a safe trip!
