Delayed flights. Fully-packed hotels. Extra-long commutes.
Not all business trips will go to plan.
Unforeseen events and challenges can happen anytime, and it can be tough to make sure that a business trip runs as perfectly as expected.
A smooth and convenient trip may be far from reality, but it is nonetheless still possible.
Whether you’re sending employees on a business trip for the first time or they’ve been travelling for a while, avoid these travel management mistakes that can ruin the next business trip.
Mistake #1: Lack of Preparation
One of the most common failures in travel management is a lack of preparation.
A productive business trip needs preparation. Without proper planning, a business trip can be unnecessarily stressful.
There are instances that a traveller may forget to confirm accommodation ahead or fail to make an itinerary list before the business trip.
Poor travel preparation can add up quickly and may include:
- Forgetting travel documents and electronic devices
- No itinerary
- Getting lost along the way
- Late arrivals
Lack of preparation wastes time, money and energy. And, a lack of planning for a corporate trip is bound to make it fail.
Avoid this mistake by getting all the right information and doing all the travel preparations ahead of time. It is best to list travel reminders and requirements before any business trip and tick them off once done.
Unexpected events can happen anytime. But, with the right preparation, one can embrace any surprises and make the business trip trouble-free.
Mistake #2: Overspending
Spending too much on a business trip without following the working budget can seriously affect an employee, according to company policies.
Business travel should have specific budget allocations for food, accommodation, transportation, and so on. Spending more than this is questionable, and without a clear budget that is relayed to all parties, can be confusing for everyone involved, and frustrating.
To avoid overspending, one must know the budget limits that the company requires. It is also good to revisit the company's travel policy before spending on anything so that everyone can be aware of the budget for each travel item.
It is best to use a travel budget app that can help in tracking expenses and tallying receipts.
This will allow for smooth transactions within the finance department, especially during reimbursements.
Mistake #3: Wrong and Outdated Travel Guidelines
Overlooking information, or consuming outdated information, from travel guidelines and health protocols can waste a lot of time and effort.
When booking accommodation or even arranging a trip, travellers may forget to check travel alerts and restrictions before getting there.
Doing so can cause misunderstandings, frustration, and stress, especially during the pandemic when travellers are required to have negative swab results and health certificates.
Travel guidelines change from time to time, and not knowing the updated version can result in rebooking flights and cancellations, which means more travel costs and delays.
To avoid this, make sure to read and check travel advisories and local guidelines. It would be best to verify any travel information with the correct and original sources.
A travel app platform can give updated travel alerts on domestic and international health and safety guidelines. Checking every piece of information in an app saves time and money.
Mistake #4: Disorganised Travel Itinerary
Going on a business trip can be for both business and leisure without losing productivity.
A clear, complete, and organised travel itinerary gives travellers a workable timetable in knowing which of their tasks and activities must be prioritised first.
Creating a practical travel itinerary gives one an idea of where to go, how to get there, and how much time will be spent on a particular place or activity.
A disorganised travel itinerary can cause stress and a lack of productivity, especially if there is an overlapping schedule. It can give a wrong impression to others, and last-minute cancellations can even put your employees (and company) in a bad light.
To avoid this, make sure to itemise everything in the travel itinerary and include:
Mistake #5: Cramped Schedule
Staying on top of a workload while travelling can be challenging, especially if there's a lot of expectations.
Staff can make the mistake of creating a cramped schedule or planning business travels week after week, leading to fatigue or burn-out.
Business trips should be a perk to enjoy and not a daunting task to hate. Travel fatigue happens when there are many things to do in a limited amount of time.
Employees may need to adjust their travel schedules depending on their situations and make room for off the road schedules. This may mean scheduling their travel with regular breaks so it won't be draining.
Fix cramped travel schedules to avoid double bookings, burnout, or a lack of enthusiasm.
Mistake #6: Last-Minute Bookings
Booking flights and accommodation is a major part of business trips. Any changes that are required is best to be made ahead of time.
Due to busyness and unforeseen events, staff may have forgotten to book accommodation or flights, leading to last minute bookings.
However, last-minute bookings can cause stress and may even lead to:
- Higher booking fees
- Extra charges
- Extra-long travel commutes
- Dividing employee locations
It can be difficult to find the best deals when booking late, and staff may wait longer than usual when receiving email confirmations, amendments, and reminders for late bookings.
One better way to avoid this is by using travel programs or apps. Apps can track and manage all business trips in real-time and make last-minute changes for any booking needs.
Get Corporate Travel Management at Its Best
Enjoy hassle-free and stress-free business travel by avoiding travel management mistakes that can cost you time and money.
Locomote is a travel app designed to automate the process of organising, managing, and approving your business travels. It can be easily integrated with various workflows for efficient corporate travel management.
Locomote provides more options and the best solutions that fit your organisation. Get an all-in-one online platform that will help:
- Manage bookings
- Track, view, and manage traveller expenses
- Provide 24/7 support
- Monitor travel disruptions
Talk to our team today, and we'll help you improve your corporate travel practices with faster and better service.
If you’re after a quick summary of the above information or want to print off a checklist of mistakes to avoid when it comes to travel management, check out the list below!
- A Lack of Preparation: It’s best to be prepared for all scenarios in advance and have an organised schedule for your travellers ahead of time.
- Overspending: Spending more than is allocated in the budget can cause all sorts of problems, both for the employees and the business.
- Wrong and Outdated Travel Guidelines: With the current pandemic, travel guidelines and restrictions are changing on an almost daily basis. It’s important to keep up with the latest rules.
- Disorganised Travel Itinerary: Organisation is key to a successful business trip. It ensures that everything that needs to be completed is done and that there is minimal stress.
- Cramped Schedules: Overworked employees on hectic business trips does not lead to a productive time and can cause burnout. Allow enough time for everything that needs to be done.
- Last Minute Bookings: Leaving bookings to the last minute can result in a huge price increase, if you’re able to find transportation and accommodation at all.