How to organize a business trip for your boss

How to organize a business trip for your boss is a real challenge. Because every trip is unique. However, there are some common points and rules that must be kept in mind so that it is always a success.

Even if you don't know how to organize a business trip, you've come to the right place. We've put together the steps you need to take to properly manage your boss's business trips.

1. Create a checklist of what you need to know to organize your trip

To carry out the first step, it is essential to schedule time with your boss to communicate the needs, criteria and preferences of the trip you are going to organize.

Ask him the right questions to gather all the necessary information. To do this, draw up a checklist that takes into account all aspects of the business trip. Of course, this checklist can be modified depending on your needs:

• Origin and destination of the business trip
• The duration/dates of the trip
• The preferred mode of transport
• If a hotel room is booked, should breakfast be included? What level of accommodation should I choose? Are there any special requests?
• Do you need to book one restaurant or several?
• List of people to meet with
• Location of meetings to find a suitable accommodation point to optimize travel both there and to transport sources (stations, airports).
• Do you need to reserve specific locations for the business meeting or meetings?

It is important to consult the your company's travel policy to see what budget you have available for each item (accommodation, transportation, meals, etc.).

If the trip is in a foreign country, remember to complete this list by informing yourself of the entry requirements of the country you are going to visit and verifying the validity of your boss's passport.

If you want to stand out and offer an experience beyond business, propose Bleisure. Trying to personalize the trip with a suggestive list that includes restaurants, bars and activities at the destination. This way, you'll create an authentic travel experience that your boss will undoubtedly love.

2. List all documents and receipts related to the trip

We strongly recommend that you create a digital space (such as a cloud service) or a folder where you will list all the receipts and documents your boss will need for the trip. This will make it easier for you to see clearly, to organize and not to forget anything.

In this file you can attach:

• Train or plane tickets
• Accommodation reservations
• A list of addresses
• A complete program of the stay: departure/arrival times, missions, appointments, etc.
• Photocopies of identity documents
• The visa if necessary
• Health pass if necessary

Presentation materials or other documents relevant to the purpose of the trip, meeting or conference should be placed in a separate folder.

As English is the most common language of communication, it is better to have documentation in English if we meet in other countries with different languages. And if they require an interpreter or translator, it would be appropriate to commission them to translate these documents to hand them over to the people with whom we are going to do business. Because this will make a very good impression and will denote an effort on your part to make things easier for them.

Also remember that receipts for payments related to the trip should be kept. These expense reports can be stored in this folder or in the cloud.

3. Make all reservations

If you want to take advantage of better prices, and if you don't have problems with availability in the most suitable hotels and restaurants, leave all reservations closed as far in advance as possible. Remember to leave transport closed (plane, train, cars, etc.), accommodations, restaurants, meeting rooms (if necessary), complementary activities, etc.

Organize and place them in the folders created in the previous step.

Stay tuned, when the dates get closer, to the online checkins, and all the administrative tasks that must be closed the previous days.

4. Feedback to optimize future trips

When your boss returns, you can meet with him to ask him about what he would like to keep or change on his next business trips. Doing this task will improve your work, as well as the quality of your boss's experience as a business traveler.

If you have to organize your boss's business trips regularly, identifying areas for improvement will allow him to adjust his organization and save time for future business trips.

Now that you know the list of items you must master to successfully complete this mission, ask yourself these questions:

• Has the trip been profitable in terms of expenses and results?
• How often does my boss plan to travel for business?
• Wouldn't it be better to go to a professional travel agency?

Make your business travel management easier with a specialized platform.

At Vyootrip, we offer a platform specialized in business travel management, which will make it easier for both you, as a travel manager, and your boss, with all these tasks.

Our platform offers many advantages that simplify all processes.

• Book everything you need for your business trip from one place.
• Top quality customer service at all times, to assist you in all travel processes.
• Centralization of all travel expenses and control through reports and graphs of all of them.
• Automatic implementation of the company's travel policy.

Do you want to know more? Check out all the benefits.

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