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Before Your Business Trip: What You Need to Know

Fri, Jun. 03, 2016 Posted: 08:32 AM


There are times when it is necessary to travel for business. It could be to meet with clients or it could be to learn more about the business. Business travel expenses are often necessary, but they are also an investment. The business is investing money and the individual is investing time. Because it is an investment, it is important to get the most out of any business travel trip.

In order to get the best return on the investment in a business trip, a plan is essential. The right plan can make any trip more effective and better for everyone involved. Coming up with the right plan is not always easy to do. Many business travelers wait until after they have taken the trip to think about what they could have done better. If they consider these 5 things, they may be able to avoid that problem and have a great business trip.

The Things to Consider

Every business trip is different. Some may be longer and others may be shorter. Some may require traveling great distances while others are not as far away. Some business trips involve many people and others involve only a few. Although each business trip is different, the things to think about are common no matter what type of trip is being considered. Taking into account these 5 things may help everyone get the most from their business travels.

1. Plan the Trip Properly – One of the biggest mistakes that business travelers make is not planning their trip properly. This involves many different steps and it is important to think about all of these things before embarking on a business trip.

a. Utilize a Travel Planner – There should be one person or area where an individual can go to make all of their travel plans. This person will have the knowledge, access and information needed to plan a trip that minimizes cost while maximizing efficiency. They can keep up to date on the best travel deals and all of the discounts that the business may be able to get.

b. Know the reason for traveling – It is important to communicate to all of the parties involved the reason for the business trip. This includes not only the individual that is travelling, but also anyone they are meeting. Knowing the reason for the trip and communicating it will make sure that nothing is wasted.

c. Be Thrifty – When travelling on business, it is a good idea to spend money wisely. Looking for the best deals that not only are cost effective, but also provide a person with what they need are a key to any successful trip.

2. Business does not stop – A business trip is not a vacation. There may be some that incorporate their business trip with a family vacation, but that does not mean that the business stops working. Because the business does not stop working while an individual is on a business trip, the individual should not stop working.

It is easy to say don’t stop working, but not everyone is aware of how to do it. Like everything else with a successful business trip a little planning is involved. The most important thing is for the individual on the trip to find a way to stay connected. A cloud based phone system like Dialpad allows business travelers to access their business in a variety of ways that include emailing, teleconferencing, and video conferencing. A business traveler should check in with their business at a scheduled time to make sure that everything is still getting done that needs to be done. They should also use different methods of communication to stay in touch with the business.

3. Have an Office Space – In order to work efficiently, a good office space is needed. Take some time and make sure that an office space is created when on a business trip. The space should be created on arrival at a destination. Setting up the computer and the methods of communication and making sure that all supplies that are needed are available will make it easier to complete any work that has to be done.

4. Organize and Budget Your Time – Traveling can make it difficult to stay on time for anything. The traveler is often dependent on others to get them to where they need to be. They may not be familiar with the place they are traveling to. In order to prevent this from being a problem, a person must be organized. They need to think about where they are going to when they are traveling and what obstacles they need to plan for. They should have a schedule that they have to keep to make sure they get what is needed done in a timely fashion. There is nothing worse than returning from a business trip with a list of things that were not accomplished because of a lack of organization or planning.

5. Incorporate Breaks – When people are in their home office, they are quick to take breaks from work. These breaks give them a chance to relax and energize themselves. Taking breaks is important when traveling as it is when at the home office. The key is to limit the amount of time spent on breaks. It does not mean going out for a few hours to sightsee. Breaks of 10 to 15 minutes of exercise or walking are the perfect way to keep working when traveling.

All of the tips above provide ways to make any business trip more effective. In today’s world, the business traveler needs to make sure they ask themselves one question before worrying about how to incorporate these things for a successful business trip. They need to think about if the trip is necessary or is there some other way to conduct the business that is going to be done on the trip. The use of smartphone apps and the cloud based phone systems that can allow people to hold face to face meetings, share data and many of the other things that are done on business trips without actually traveling. The technology is a faster and less expensive way to conduct business and may be a better option than actually taking a trip. Of course, there will always be some needs of business trips and the individuals that take the time to know what to do are the ones that will get the most out of any trip.

What do you know about business trips? How can you make every trip a successful one? Take the time to share your thoughts, ideas and suggestions with us by sharing them.

Veronica Hanks