Professional trips: 10 keys to organizing them

Los professional trips are the order of the day. It is an activity that is increasingly frequented by companies due to the emergence of business opportunities, collaborations, events, international fairs and meetings outside the city where we work.

Before reviewing anything regarding the destination city, we must define or clarify what the objectives of the trip are. For example, what do we want to achieve with this trip? If we want to get new contacts, perhaps we should organize our schedule very well so that we make the most of the time we are there.

Once the objective of our professional trip has been clarified, we will plan our stay. Here are some tips for organizing your professional trips.

Documentation for traveling

Before starting any type of professional trip, and especially abroad, we must have all the necessary documentation in order. It depends on the destination we are going to and our nationality we will need one type of documentation or another.

• Identity card. We must have at our disposal some document that identifies us.

• Passport. It is necessary to be able to travel to foreign countries

• Travel insurance. Having travel insurance is very important in case any problem occurs at the destination. If we don't have one, it is recommended that we hire it.

Professional travel can entail a series of problems such as the loss of luggage while using any transport in the city.

After all, we're constantly on the move with all kinds of documentation and mobile devices. Therefore, it is common for us to lose some belongings.

It's important that we look at travel insurance coverages. Some of them are: medical assistance, civil liability, cancellation, etc.

Take out the tickets

Another important part in the management of professional trips It is the search and reservation of the train, flight or the means that we are going to use to reach our destination.

Depending on the management of our company, we will have to take out the tickets on our own or not. If we do it on our own, it is advisable to do it well in advance to avoid crazy prices, since our company in most cases will prefer the most economical options.

Schedule meetings

Time during professional travel is precious. Managers' schedules are very tight and they have just enough time. Therefore, we must have organized all the meetings we are going to have during the trip.

However, even if we have everything under control, there are often unforeseen events. At any time, an important meeting may arise that we cannot miss.

Therefore, it is always good to leave an “empty” time frame for those unforeseen events that may arise.

Time zone

Taking a look at the time zone doesn't hurt. This is important if there is a big difference between our country and the destination we are going to travel to.

If we are going to be on a plane for many hours, it is advisable not to schedule meetings first thing because we will not be in our full capacity. In this case, it is better to rest a little and carry out our activities once we are in the best shape.

In addition, to know the type of weather It is essential to organize what type of clothes we are going to carry in the suitcase. We don't want to wear a coat when the place we're traveling to has a hot climate, right?

Baggage in professional travel

Once we are clear about the destination city, the number of days and the weather, it's time to start packing.

We must take into account the weight and size of the luggage if we are going to make our professional trip by plane so as not to exceed the allowed limit.

Some trips tend to be long and require us to carry our suitcase for too long. Therefore, as a tip, we could wear clothes that do not need ironing. This way, we won't find our clothes wrinkled once we arrive at the hotel.

In addition, we can also wear a different or more comfortable garment than usual, in case there is a planned outing outside working hours.

Work devices

It is essential to have the usual devices with internet connection that we use during work: telephone, laptop, tablet, etc... in order to be able to work during the professional trip.

In addition, constant contact with our company is essential. Therefore, we will have to talk about whether it is necessary to contract any type of rate for calls and mobile data before we start the trip.

Let's not forget about the batteries and chargers needed for all our devices, the types of adapter we need, as well as the passwords for our terminal accounts.

Accommodation during professional travel

An important filter at the time of hotel search It is the proximity of this one to the place we are going to have a meeting, an event, etc.

Therefore, we will try to choose accommodation that is well connected to the airport or train station, which we will use.

The days during professional travel are often exhausting. Therefore, it is a great advantage to have the accommodation very close by once we finish our homework to go to rest soon.

For this case, it is important to check if the accommodation has services that affect our comfort such as the type of bed, noise insulation, parking, restaurant and other details that make our stay much easier and more comfortable.

A good tip when choosing a hotel is to check the opinions of the users to see how their stay there was. Although today almost all hotels have Wi-Fi, it is important to make sure that there is an internet connection in case we need to work from the room.

Transportation

Getting around the city is common in professional travel, especially if it's a large capital.

When we search for the site, it would be advisable to look at how long it takes to get from one place to another, such as from the hotel to the event we are going to, in order to avoid unforeseen events and having to travel around the city on foot.

This point is very important if we have meetings scheduled because, if we have two meetings in a row, we must have thought about what means we will travel through.

It is also important depending on where the accommodation is located. If our hotel is far from the airport or a place of interest, we may need a vehicle to get around.

Therefore, it is time to assess what type of vehicle we will need. There are times when we will need to order a taxi because we will have occasional trips. However, sometimes we anticipate that we will need to move around the city a lot.

To do this, it may be better to think about the option of choosing a rental car. This way, it will be cheaper for us than if we are constantly booking taxis.

Information about the place of destination

Although it is not a priority when preparing a professional trip, it is highly recommended to do a brief search about the city in which we are going to stay.

Details such as the distance between the airport and the hotel, places to have lunch with potential customers, etc., are important to save as much time as possible and avoid unexpected setbacks.

In addition, it is worth visiting places of interest in case at any time during the trip we have plenty of time and we can dedicate it to personal leisure.

Cost control for professional travel

This task is work for the financial department and it is true that it is somewhat disconcerting due to the amount of bills that professional travel brings.

Therefore, the most convenient thing to do before traveling is to request a credit card from the company with which you can make all payments.

In addition, if our company has designed a travel policy we will have to adapt to it and not exceed the expenses of the established limits.

At VyooTrip we can make our payments and control expenses during the trip, avoiding those multiple bills at the end of the month for the financial department since they unify it into one, saving a lot of time during the accounting process.

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