Business travel checklist
You’ve no idea what hotel to book in Outer Mongolia, the flight prices are extortionate, bossie's passport has expired… the list of business travel nightmares are endless. This simple business travel checklist will help you to stay cool, calm and collected amongst the travel booking chaos.
By Suzanne Brown
Start a business trip folder containing all the information you could possibly need to arrange any kind of travel, whether it’s one day in the UK or 10 days in Timbuktu. Include a list of recommended hotels used by your company, as well as things like maps to airports, and local conference venues. If your company has offices abroad, speak to the secretaries there to pick up their recommendations.- By using templates you can ensure you have all the information you need before you start. Websites such as www.microsoft.com have some great business travel tools. Feeling inventive or have specialist needs? Why not create your own. Remember to include sections for:
Travellers personal details- Information such as destinations, departure dates etc (outgoing and return)
- Accommodation Information
- Car rental
Set up agreements with travel agents, hotels and taxi companies that you have regular dealings with. Having an arrangement where everything is paid via invoice or on company expenses should help you control your boss’s expenditure on the move.- Keep up to date photocopies of items like traveller’s passports, driving licenses and company credit cards, and keep an eye on expiry dates.
How about creating a traveller profile including all those little extra things they want. Are they a smoker? Do they need 1st Class Travel? What kind of car do they prefer?- Do your research on the destination. What is the general area like, is there anything to do in the evenings, are there any places to avoid? Try to get a map of the hotels area as well as a list of useful contact numbers. Having the background on a location can make life so much easier and safer for the traveller.
Save your traveller the need to call the office mid trip, by arrange a folder for them with information about their flights, accommodation and a detailed itinerary. If travelling outside the UK, why not include a little bit about dialling codes or local business practice. I always try to send an extra copy to the hotel in advance, and ask for it to be left in the room before check-in.- Planning for the obvious is easy but planning for the unknown is impossible, so be prepared. Always have a backup plan, especially when it comes to flights. Delays and cancellations can hamper any business trip so check out alternatives beforehand.
- And the final, most important, and perhaps most obvious point is to confirm everything in writing as far in advance as possible.
Suzanne Brown is a freelance secretary, writer and mum. Between nappy changes and sleepless nights she can be found chained to her laptop working on her latest masterpiece...
