Travelling for work can be complicated and stressful. From managing expenses to unexpected travel delays and cancellations, it’s essential to be efficient, follow company policies, and avoid problems wherever possible to prevent potential trouble with your employer. Preparation, communication, and having the right tools set you up for corporate travel success.
We understand these challenges and provide an easy-to-use corporate travel booking platform to simplify corporate travel. It centralises travel options, making staying on top of travel plans and within company travel policies easier than ever! However, you may need a little more than a nifty online booking tool to be the ideal corporate traveller.
So, how can you avoid potential mishaps and make your corporate travel experience hassle-free, keeping you and your manager happy? Let’s jump in.
Travel smarter, not harder
Embarking on a business trip? With some planning and the right tools, you can make your journey smoother, more sustainable, and aligned with your company’s expectations.
Understanding your company’s travel policy is essential. These guidelines help control costs and ensure consistency. Familiarise yourself with preferred vendors, class of service, and allowable expenses to avoid unexpected costs.
When selecting flights, hotels, and transportation, consider options that align with budget constraints and sustainability goals. Opting for direct flights or rail journeys can reduce emissions and often cost less. Choosing eco-certified accommodations supports environmental responsibility while meeting corporate standards.
Efficient expense management is also crucial. Utilising company-approved tools to streamline the booking process and ensure compliance with travel policies will make your life a lot less stressful. These platforms often integrate with expense management systems, allowing for real-time tracking and categorisation of expenses.
Keeping digital receipts and categorising expenses daily helps prevent paperwork from piling up and reduces the risk of missing reimbursement deadlines. Submitting timely, clean expense reports facilitates faster reimbursement and demonstrates professionalism.
Communicating travel changes with your boss
For anyone who’s ever travelled anywhere, you’ll know that trips, business or pleasure, can be unpredictable. For corporate travel, keeping your boss in the loop can make all the difference. Here’s how to handle travel updates with clarity and professionalism:
Share your itinerary and objectives well in advance
Clarify your availability, especially if you’re crossing time zones, and discuss any potential ‘bleisure’ time before you travel. This proactive approach helps your boss plan accordingly and sets the stage for a successful trip.
If delays or cancellations occur, inform your boss as soon as possible
Be concise: state what’s delayed, the new expected time, and any actions you’re taking to mitigate the impact. For example, “My flight’s been delayed by two hours due to weather. I’m rescheduling our 3 pm meeting to 5 pm and will send a new invite shortly.” This clarity helps your boss adjust plans without added stress.
Once you return, providing a brief post-trip summary could impress your boss
Highlight key outcomes, any challenges faced, and suggestions for future trips. This will keep your boss informed and demonstrate your commitment to continuous improvement. Providing feedback about accommodations, airlines, etc., can also help shape future trips for you and your team, especially if you didn’t have a good experience.
Balancing productivity and ‘bleisure’
Business travel doesn’t have to mean sacrificing productivity or personal time. With some thoughtful planning, you can make the most of your trip, ensuring work gets done while enjoying well-deserved downtime.
Choose accommodations with reliable WiFi
This really helps minimise potential disruptions. Many hotels now cater to business travellers by offering amenities like workstations and high-speed internet, allowing you to stay connected and productive.
Opt for direct flights or rail journeys
You can use travel time to respond to emails, draft reports, or plan upcoming projects. This approach helps you stay on top of your workload without encroaching on personal time.
While exploring new destinations can be tempting, remember that your primary purpose is business. Ensure meetings and deliverables take precedence over sightseeing to maintain professionalism and meet your objectives.
If considering extending your trip for leisure, always seek pre-approval from your employer. Create a clear distinction between business and personal expenses to avoid confusion. Be mindful of company policies regarding insurance coverage during the leisure portion of your trip, as some policies may not extend beyond business activities.
Cut the hassle out of corporate travel with Atriis
Ultimately, respecting your company’s time, money, and policies makes you the real travel MVP. So long as you focus on balancing productivity and downtime, clear communication with your boss and efficient expense management, you can revel in a smooth business trip.
Our final tip is to think like a business representative, not just a traveller. This mindset will keep your company’s goals and priorities at the top of mind and ensure they’re positively represented while you’re away.
Want to make business travel frictionless? Why not contact us to find out how?
