Stacie Krajchir - The Itty Bitty Guide to Business Travel

The seasoned business traveler knows that good planning paves the way to a more successful and less stressful business trip. By planning ahead and taking the time to really understand the reasons for the trip, you can accomplish the goals you set out to achieve in less time, spend less money, and maybe even earn a few perks and upgrades along the way. So before you even pick up the phone to book your next trip, spend some time getting a firm grasp on why youre going, where youre going, and what exactly youre expected to achieve.

The advice in this chapter covers those important details you need to consider before you book a flight or hotel. From understanding the purpose of your trip to learning your companys travel policies, here are the first steps to conducting effective and pleasurable business travel.

First things first: Understanding your goals is essential to a successful business trip. Goals can range widely, from finding a potential client to closing a protracted deal. To make sure you understand the objectives of your own trip, run down the following list of questions with your supervisor or colleagues. Take time to really understand the answers.

• Why am I going on this trip and what am I expected to achieve?

If you dont fully understand what is expected of you, it is likely that you wont achieve it. If the goal of your trip is to walk away with a deal, make sure you have a plan for making that deal happen.

• With whom will I be meeting?

Find out as much as you can about the people youre meeting with. Have these people met with anyone else from your company? If so, find out your colleagues impressions of the persons involved. What will be expected of you? If youre going there to close a deal, are you meeting with the person who has the authority to sign on the dotted line?

• Where am I going?

The answer to this question is not just the address, city, and state, but also any inside information you can get. Whats this place like? If youre going for just one meeting in one office, whats the office environment like? Casual? Formal? If youll be attending many meetings all over town, whats the city like? Is public transportation easy to use, or will you be cabbing it everywhere? Do whatever research is necessary for you to really understand your destination.

• When do I need to be there?

Sure, it may seem obvious, but make sure you have your dates straight. Timing is crucial. If youre going for a conference, make sure you know the correct start and end times. If youll be attending an important meeting, make certain that the people who need to be there are available when you are. Also, confirm that you and your supervisor are in agreement about how long youll be away from the office.

Talk to your human resources department or your supervisor about your companys official travel policies. Its extremely important that you know and understand the company guidelines before you book your trip. Youll save yourself time, and youll save your company money. Following is a list of questions to review with your supervisor or human resources manager.

• What is the company per diem?

This daily allowance is meant to cover your necessary expenses, including food, lodging, transportation, and business-related entertainment. The per diem is not intended for personal use (a relaxing trip to the cinema with friends wont qualify), and it shouldnt be used for anything outside the realm of your business-related needs.

• Who is the companys preferred travel agent?

Many companies book all of their travel through a particular travel agency. Some companies even have a preferred airline or hotel chain. By using one such vendor, they can often get a company-wide discount on air travel or hotel charges. Make sure you know your companys preferences before you book.

• If I book my own trip, what is my total trip budget?

Its good to know, before you start spending the companys money, how much they expect to pay for your trip. They should be able to give you an estimate for travel and hotel costs.

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