How to Manage Business Travel?

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Manage Business Travel

Setting up your employees to travel for business can often be a daunting and stressful task.  There’s much to consider from a financial standpoint; If the trip is not planned properly you could easily double or triple the amount necessary for a successful trip. There are countless ways to learn to save money, but there are a few basic principles that should help anyone start to properly manage business travel.

Use a Wireless Network Cardiff you or your employee is on a business trip, chances are the internet will be needed at multiple points throughout the trip. Utilizing the Wi-Fi networks available at airports, cafes, or convention centers can often be expensive or very often non-existent.

In order to save money and insure you have an internet connection wherever you are during your trip it would be wise to invest in a wireless network card for your laptop. A wireless network card can work anywhere and will be far less expensive than paying by the minute in places that know they can charge an arm and a leg.

Create a Folder for Important Documents Losing important documents is another way to waste time and money. Plane tickets, reservation papers, even self-made itineraries can cost you time and money if you lose them.  Obtaining new documents could mean printing costs, internet costs (if you don’t get a wireless network card), long distance phone calls, and more. Safe yourself or employee the trouble by keeping things organized together in a folder and guarding that folder with your life. It’s best to make two copies of everything and keep two separate folders, each in a different bag- preferably 1 on your carry on which should be with you at all times, and one in your checked luggage.

Expense report within three days an expense report should always be completed within a maximum of three days from when the trip is complete. Waiting any longer and it may be hard to recall certain expenses or get lost in other work tasks. The more difficult it is to recall certain events (if good notes/receipts were not kept) the more the company or the employee could lose out on.

Smaller Airports While this suggestion is not always the case, it is usually the case. Flying out of a major airport is usually the most convenient way to go, and thus the most expensive way to travel. Often times however there are nearby airports that are much smaller and offer cheaper flight options. Depending on the transportation system in the area you visit and where you or your employee stays, flying from an airport further away from the center of town may be a good choice.

Short Term Housing Short Term Corporate housing is now a popular option for individuals on business trips. Some interim housing options offer savings as much as 40%-60% less than a typical hotel stay. In addition to being a less expensive option, interim housing is a great option for longer trips, due in large part to the fact that the housing options feel more like home-living as opposed to hotel living. Hotel living can be nice on occasion, but while you’re away working it’s nice to have a place to go back to that feels like a home.

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