Back to top

Business Travel Planning:

Streamlining Your Business Travel Costs

If you’re the owner or an employee of a business that’s currently operating internationally, or you’re looking to branch out, the chances are that you’ll be involved in travel for business purposes.

People travel for a number of different reasons ranging from meeting new clients, to liaising with partners and other businesses, but there’s also the companies who have to attend conferences and meetings around the world. Whatever the reason, when you factor in your expenses, without careful business travel planning and management, this can start to cost you an arm and a leg – especially if you’re sending numerous members of staff at once.

Trains, planes and automobiles aren’t always the cheapest but you can make the whole process more efficient and potentially more cost-effective in the long run. As logistics experts, TNT travel all over the world and know a thing or two about making business travel more streamlined. As such, we’ve detailed some useful advice for streamlining business travel costs here to make the most of and utilise with your company.

Delegate an organisational role

One of the first things you should do is make sure there’s someone at your business responsible for organising your travel. This isn’t a task you can do on an ad-hoc basis and by having someone in charge of this you know they’ll have the time needed to get the job done.

With someone in place to sort this, you’ll also want to influence their decision making with some of the following:

Consider unsociable hours for journeys

Taking several trains or flights during peak hours on last-minute trips can be quite expensive. The simple advice is to book well in advance and get your staff on cheaper journeys at unsociable hours – they can always sleep on the way!

Hire a quality vehicle

The alternative is hiring a car and letting your employees make their own way there, especially for local or UK travel. To avoid any issues or late arrivals, it pays to use a reputable dealer that specialise in business vehicle hire and to select a car from a quality brand that has a comfortable interior and is easy to drive.

Be practical with accommodation

Similarly to the above point, for any overnight stays you’ll want your team fresh and ready for their business meetings, so as such you shouldn’t choose basic accommodation. This doesn’t mean you need to spend a lot though, just be practical. Look for hotels from established chains that are located close to transport links or the meeting venues; this way there’s less travel involved as well.

Create detailed itineraries

Along with the travel and residential elements to your business travel, having clear and concise planning in place is also very important. Get your organiser to create detailed itineraries which breakdown the travel plans, meetings, hotels and all other key timings for your staff to use. Then get them briefed on these beforehand and you can help to make sure things run like clockwork.

Have a backup plan

Some may argue it’s pessimistic to look at the bad side of things, but from a business point of view it’s necessary to also plan for every eventuality – after all, missing meetings or being late certainly won’t reflect well. As such you should have backup plans in place regarding what to do if your team are held up. This might include emergency phone numbers, alternative meeting points or even additional time slots for appointments.

Take on board feedback

Last but not least, you should ask your staff for feedback once the trip is over about what they feel went well and what they might change next time. You can then use this to possibly streamline your processes even more.

With all this in mind then, you should be able to improve the processes involved in organising and carrying out your business travel.