To many PAs and administrators, the task of planning travel for others proves to be both frustrating and time consuming. Yet who else knows what the traveller’s needs and work demands are?

And not only do PAs know what is going on inside their company, they also have a good idea of all the travel possibilities that will provide a smooth and trouble-free trip. This knowledge - together with their unflappable nature and top organisational skills - makes the PA the obvious choice for arranging travel - so it looks like you're going to be dealing with those business trips for some time to come.

A recent survey by Leading Hotels of the World showed that directors and CEOs expect to take, on average, between four and six leisure breaks in 2004. They will be staying in top-grade accommodation and visiting quality resorts or cities. This discerning sector of the world’s travelling public - many of whom are your managers - will not wish to stay in inferior properties when on business trips.

So how do you make sure your choices for them are appropriate? It's getting more complex with each passing day! With the influx of new airlines and the arrival of newly opened hotels across Europe, the number of permutations has never been so great.

Take a straightforward destination like Milan. A few years ago, there were just two airlines and only six flights a day from London to the Italian business centre. Today, the travel planner must wade through the offerings of six airlines, operating no fewer than 26 flights a day, with fares ranging from just £25 to £450 for a day trip! Faced with these options, the astute travel arranger will use OAG Executive Flight Guide or the OAG Flight Planner to ascertain which is the best option.

The travellers themselves may well try to start the process of booking their trips, encouraged by tales of the ease of internet booking, in particular. But it only takes a couple of obstacles and a meeting change, and the task is often quickly passed back to someone else. Yes - you!

You can, of course, draft in the resources of a travel management company, who offer in the main excellent and unbiased service. But they need to know exactly what the traveller requires, from ground transportation and pre-departure information, through to accommodation, passport, visa and health requirements as well as, of course, the calculation of the most appropriate fare for the journey.

Make it a policy!
The main driver of corporate travel solutions should be the company travel policy and this can be a real friend to the PA. The policy - outlining which hotel groups, airlines, rail operating companies, etc, are to be used for company business - ought to be read and understood by all concerned. And that includes those doing the booking, the travel management company or agent, the finance department and, of course, the travellers themselves.

Every corporate travel policy should allow room for discretionary diversions, but these should be catered for within the policy itself. For example: if the policy dictates that travellers must fly from London to New York with a certain airline, there needs to be a clause suggesting that if an alternative airline is chosen, the fare paid must be at least 20% cheaper than the original by the preferred carrier.

Similarly, with hotels: if a hotel is chosen outside the policy it must be stipulated that the cost of the overnight, including meals and incidentals must not exceed that of the preferred hotel listed in the policy.

The travel planner’s task is made easier if the traveller’s profile is kept close to hand, so keep your regularly-updated copy nearby. This should include such information as a credit card number for guaranteeing reservations, contact details, frequent flyer programmes and preferred travel arrangements.

Method in your madness! Be methodical in making complex travel arrangements, and try to follow the same routine each time: • Identify the needs of the traveller • Understand the itinerary and check for public holidays • Check passport, visa and health regulations • Investigate all possible routings • Check the company travel policy • Select the most suitable flights • Select the most suitable hotels • Decide on the class of travel, fare and room rate • Make the flight and hotel reservations • Check tickets and all other documentation • Brief the traveller

Companies with an ethnically diverse workforce will have people travelling around the world, each with a different passport. It is essential that a check be made on visa requirements and health documentation. In addition, the local customs and business etiquette in the countries to be visited need to be carefully researched and the traveller advised accordingly. Columbus World Travel Guide, accessible in book form or on-line, is the world’s most comprehensive source of travel information and should be every travel arranger’s companion.

Of course, travel policies are designed to be adhered to, but it goes without saying that those who make regular trips abroad should not suffer in health or effectiveness in an effort to save the company money. An enormous number of unsociable hours are spent travelling by business execs, and staff and families suffer as a result. Never jeopardise safety in order to save a few pennies.

One of the most useful events, at which travel arrangers may gather a host of industry related information and meet suppliers, is the Business Travel Show (www.businesstravelshow.com) held in Birmingham in October and in London in February each year. There you can pick up first-hand knowledge of industry developments, and have the chance to enjoy a variety of seminars, all of which will improve your travel arranging skills… and make you even more of a natural choice!

Handy resources OAG travel guides and information www.oag.com For more internet resources, see top PA Julie Lever's selection of websites in this issue of ON! Office Networks.