Booking the Perfect Business Trip for Your Boss

When it comes to leisure travel, there is a certain degree of permissiveness that accompanies the planning process. That’s because there aren’t really too many stakes when you’re on vacation; holiday-goers have nowhere to be, no deadlines to meet and definitely don’t have any gnarly business meetings to attend.

Conversely, the nature of corporate travel is dynamic, littered with intricacies from start to finish and holds more risks than just missing a flight; there’s missing a business meeting or having nowhere to ably work from which in turn, defeats the purpose of the trip altogether.

Lucky for you, we have been in the business for quite some time now and have some tips for you that are sure to raise your administrative game.

Don’t Go Past the Right Class



Consider buying a pair of shoes that are too small, too tight and as a result, impede your ability to work. Imagine spending the whole day walking around in those shoes; not only will they be uncomfortable, you just can’t get anything done whilst wearing them. In the same way, booking the wrong airline class for your boss will leave them with an equally bad, unproductive experience…and the trip won’t have even started yet!

One big mistake is overlooking the requirements of their travel for the easiest or seemingly most cost-efficient option. When booking flights, consider some of the following:

• Is this airline class within your company’s travel policy?

• Does the airline include things like wi-fi and power outlets if your traveller has specific needs for them?

• For long-haul flights, will your traveller be satisfied with the seat type (recliner, flat bed etc)?

• If your traveller is more of a picky eater, does the airline offer premium food service for the respective class?

Location, Location, Location



Where your traveller’s hotel is situated will dictate whether or not the trip will go as smoothly as it possibly could. Again, trading off cost for location might not be the best idea, as taxi fares might end up outweighing the savings. When looking for hotels, try to factor in the following things:

• Is your traveller’s business meeting in a metropolitan area or is it in a remote area?

• Does the hotel offer close public transport or is it in an area where taxis can be easily accessed?

• Is this hotel on your company’s/boss’ preferred hotels list?

• Will the hotel provide 24/7 room service?

• Are there local dining options?

• Does the hotel offer ad hoc laundry services?

• Will there be a readily available member of concierge to assist with securing last-minute transport or arranging dining plans?

Executive Room for Your Executive



Makes sense, right? Hoteliers have long been aware of the specific requirements that business travellers have and for this reason, often have rooms that are tailored to suit. Most hotels will have a room that includes a business desk, tea/coffee making facilities and Wi-Fi to offer their corporate guests. When booking the room for your traveller, make sure you find out whether or not the room will contain all the essentials requested; business travellers will spend a lot of time in their rooms working and not providing these services can be detrimental to their productivity. Taking care to note their personal requirements is just as important; for example, if they are smokers, consider the possibility of arranging a smoking room or one with a balcony as this might turn out to be a very big nuisance for the traveller.

Hit the Road



Where possible, try to book ground travel as far in advance as possible. This means being able to find a ride service provider that is reliable, punctual and easily accessed by phone and on the go. By organising this in advance, you will eliminate the possibility of your traveller being stranded or unable to acquire last minute transport. When looking for a service provider, find one that will be easily accessed through a mobile app or has a real person you can talk to on the other side.

The walk away from this is evident; don’t be afraid to initiate a dialogue with your boss about what their specific needs and requirements will be. Five minutes of their day might in turn, save five days of their trip. Also, if you don’t have access to a single, merged itinerary, make sure you send your boss all the confirmation e-mails so they can review and keep track of plans in advance, just to ensure there are no surprises along the way.

If you’re dreaming of a consolidated itinerary, an online booking tool that combine flights, hotel and car travel and round the clock global support, we would love the chance show you how we simplify business travel. Click here to start a conversation about streamlining your company’s corporate travel today.