purpose of the business trip

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What Is Business Travel? Importance and Types

Business travel has always been an integral part of the corporate world. It provides opportunities to meet clients face-to-face, attend conferences and networking events, and explore new markets. 

However, as much as business travel can be exciting, it also comes with its fair share of challenges. From flight delays and cancellations to tracking approvals and keeping spending in check, numerous obstacles can make business travel stressful and overwhelming. 

In this blog, we will explore the challenges and solutions of business travel and provide insights on how businesses can optimize their policies and practices to make them more efficient, cost-effective, and enjoyable for everyone involved. 

What is Business Travel?

Millions of professionals worldwide engage in business travel each year. Business travel is when you hit the road or take to the skies for work-related purposes. So, if you've ever traveled across state lines for a meeting or hopped on a plane for a conference, you've been on a business trip. 

According to  the Bureau of Transportation Statistics , Americans take over 400 million long-distance business trips yearly, accounting for roughly 16% of all long-distance travel.

What is the Importance of Business Travel?

It's clear that business travel is a significant part of many companies' operations, but what motivates them to send their employees on these journeys? There are several reasons why companies invest in business travel. Here are some of them: 

1. Closing Deals

Business deals often involve significant negotiation, and in-person meetings can be critical to reaching an agreement. When people meet in person, they can build trust and establish personal connections that are difficult to achieve through virtual communication. As such, closing deals in person is a common reason for business travel. 

2. Exploring New Markets

Companies looking to expand into new markets often send representatives to explore the conditions on the ground and conduct research. Visiting a new market can provide valuable insights into consumer behavior, local regulations, and cultural norms that can help companies tailor their products and services to a new audience. 

3. Building Relationships

One of the primary advantages of business travel is its opportunity to build stronger relationships with clients, partners, and colleagues. While email, phone, and video conferencing are convenient, nothing beats face-to-face interactions regarding establishing trust and rapport.

You can pick up on nonverbal cues during in-person meetings and establish a more personal connection. It can lead to a deeper understanding of the other person's needs and goals, which can ultimately help you provide better service or products. Additionally, in-person meetings can help address any concerns or issues more quickly and efficiently, preventing them from becoming more significant problems down the line. 

4. Networking

Attending industry events, trade shows, and conferences can provide networking opportunities, learning about new trends, and meeting potential clients and partners.

Networking can be invaluable for building relationships, finding new clients or partners, and staying up-to-date with industry best practices. For example, attending a trade show can provide opportunities to showcase your products or services, meet potential clients, and learn about the latest market trends. 

5. Competitive Advantage

Companies prioritizing business travel and investing in face-to-face meetings with clients and partners can gain a competitive advantage over those relying solely on digital communication. By meeting with clients and partners in person, companies can establish more personal connections and build trust, leading to more business opportunities and revenue. 

Here's a  business travel checklist  to make business travel for your employees less stressful. 

Different Types of Business Travel

Business travel can take many forms, depending on the purpose of the trip and the activities involved. Here are some of the most common types of business travel: 

• Event and Conference Travel:  Companies often send employees to corporate events and conferences where attendees can learn and network with peers, potential clients, and service providers. 
• Training and Education: Companies may send employees to conferences and workshops to learn about trends and best practices in their functional areas. These events can provide valuable opportunities for professional development and networking, helping employees stay up-to-date on the latest industry developments and build relationships with others in their field. 
• Internal Meetings and Visiting Offices:  National and multinational companies may need to send employees and leadership to other offices to discuss specific projects and business strategies or to build a more integrated organizational culture. 
• Company Retreats:  Some companies hold retreats annually or multiple times yearly to help teams grow stronger and build company culture through shared activities.
• Client Meetings:  Maintaining solid relationships with existing clients is crucial for many businesses. Account managers and others may regularly visit their most prominent clients to check in on them, take them out for a meal or drink, and generally show gratitude for their business. These visits can strengthen relationships and potentially lead to additional business. 
• Trade Fairs:  Many organizations attend trade shows and expos to display their products and services and connect with potential clients. Attending these events can effectively generate leads and build relationships with potential customers, especially in industries where face-to-face interactions are critical. 
• Transfers and Offshore Work:  Long-term transfers involve relocating employees to a different city or country for a certain period, usually to work on a specific project or set up a new function or business process. 
• Transient Travel:   Business transient  travelers typically refer to individuals who frequently travel for short periods, often for a business meeting or work-related. These travelers usually stay in hotels or temporary accommodations and frequently move between locations for work or other activities. 
• Bleisure Travel:  This hybrid travel style combines business and leisure travel, allowing employees to extend their business trips to leave time for sightseeing and relaxation. Bleisure travel can benefit employers and employees, encouraging employees to volunteer for business trips more often and providing a relaxing break. 

Top Challenges To Manage Business Travel 

As many businesses need help managing company travel, several issues affect day-to-day operations. These include: 

1. Managing Large Numbers of Requests

When managing large numbers of travel requests, keeping track of all the information and ensuring that requests are processed efficiently can be challenging. It can result in delays and frustration for employees waiting for travel approvals or information. 

For example, imagine a small company with just one finance person responsible for managing all travel requests. They receive requests from various team members in different formats—email, Slack messages, and in-person visits. It can lead to confusion and delays in processing the requests and distract the finance person from other essential tasks. 

2. Tracking Approvals

It's a massive headache if your company's travel approvals are manually emailed. Tracking travel approvals can be time-consuming and prone to errors. It can result in missed approvals, delayed travel, and frustration for employees waiting for approval. 

Imagine a team member submits a travel request, and the finance person then sends an email to the manager for approval. If the manager is busy or forgets to respond, the request may be delayed or even missed altogether, causing frustration for the employee who is scheduled to travel. 

3. Keeping Spending in Check

Managing travel costs can be difficult, especially when employees book trips independently or through different channels. It can result in overspending and frustration for finance teams who aim to keep costs under control. 

For example, imagine a company where employees book travel through different channels. Some employees book expensive hotels and flights, while others find cheaper options on discount travel websites. It can lead to inconsistency in travel costs and make it difficult for the finance team to manage and budget travel expenses. 

4. Being Flexible

Flexible travel policies can result in consistency, especially when balancing cost control with employee satisfaction. It can result in frustration for both employees and finance teams. 

For example, a business with restrictive travel policies can limit employees to specific airlines, hotels, and routes. It may help control costs, restrict employee options, and make travel less enjoyable. On the other hand, if policies are flexible, employees may book expensive options outside the budget. 

5. Reducing Errors

Reducing errors in travel management can be challenging, but it is essential to ensure accurate tracking of expenses and approvals. This can help prevent delays and frustration for employees and finance teams. 

How Companies Can Manage Business Travel  

Companies must make the process straightforward to ensure that team members comply with travel policies. If the process is simple, team members will find ways to circumvent the rules, and compliance will improve. The following are some common pitfalls to avoid: 

• Too many rules:  Too many, incredibly confusing or contradictory, can be overwhelming and frustrating for team members. It can lead to non-compliance or errors. 
• A high number of touches:  Too many touchpoints, like requiring additional emails to managers for approval, can slow down the process and make it difficult. 
• Lots of manual steps:  Requiring team members to file printed documents and receipts can be time-consuming and create opportunities for errors. 
• Unclear processes:  If team members are unsure of the steps or rules they must follow, they may become frustrated and disengage from the process. 

To ensure compliance and simplify the process, use  a corporate travel management system  that walks employees through each step. By automating the process and making it easy and intuitive, team members are more likely to follow the rules and comply with company policies. 

What is a Business Travel Solution? 

A travel management system is a software platform that helps companies manage their employees' travel-related activities and expenses. These systems can be purpose-built tools from third parties or developed in-house by large companies. However, building a travel management system from scratch doesn't make sense with the availability of business travel management tools out of the box for a relatively low cost. 

These systems aim to oversee, regulate, and coordinate a company's employees' travel activities and expenses. Previously, a company's office administrators or a dedicated travel manager would handle these tasks. However, with a travel management system, these manual tasks can be streamlined or automated, freeing up staff for more valuable work than monitoring others' travel plans. 

A  business travel solution  typically offers features such as online booking, expense tracking, policy compliance, travel budgeting, and reporting. They make booking, managing, and tracking business travel much simpler and more efficient for companies and their employees.  

As a business, it's essential to recognize the value of investing in business travel. There are numerous reasons why companies send their employees on these trips, including closing deals, exploring new markets, holding internal meetings, prospecting, educating, and visiting existing clients. These opportunities provide valuable experiences and insights to enhance your company's operations and bottom line. 

However, managing business travel can present challenges, such as managing large requests, tracking approvals, and dealing with changes in travel plans. To address these challenges, it's crucial to have a straightforward and streamlined travel policy outlining the process for requesting, approving, and booking travel and any expense and reimbursement policies. 

Another essential aspect of managing business travel is providing support and resources to employees while on the road. It includes ensuring they have the necessary technology and tools to stay connected and productive, providing guidance on safety and security, and offering access to travel support services in emergencies.

By recognizing the importance of business travel and implementing strategies to manage it effectively, your company can reap the benefits of enhanced collaboration, improved relationships with clients and partners, and increased opportunities for growth and success. 

So let your employees stay connected, build relationships and enjoy their next business trip!

John Hunter

John is the Senior Manager of Event Cloud Content Marketing at Cvent. He has 11 years of experience writing about the meetings and events industry. John also has extensive copywriting experience across diverse industries, including broadcast television, retail advertising, associations, higher education, and corporate PR.

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10 Reasons why business travel still important in 2022

Top 10 reasons why business travel still important in 2022. Business travel has always been considered an essential part of business. Even though the pandemic has changed the way business is being done, business travel is still important in 2022.

Most employees are always excited to travel as it allows them to take a break from the daily work routine. In fact, according to a study 30% of employees would be willing to accept a lower salary if the role offered allowed them more opportunity to travel.

Business travel is on the rise again as businesses feel that there is no substitute for in-person meetings.

Top 10 reasons why business travel still important in 2022

Let's dive in to analyze the top 10 reasons why business travel is still important in 2022

1. Business Travel Is No Longer A Hassle

In the past, managing a company business trip was a hassle.

Whenever an employee incurred an expense, they had to keep invoices safe with them.

The receipts then had to be submitted to the finance or accounts department of companies.

The accountant would manually see if the employee followed the company policy and had to go through an approval process from managers to process the invoice.

Once the invoices were processed, then the employee used to receive their cash back.

The whole process was tedious and stressful for both the employees and the finance team. Employees usually had to wait till the end of the month to receive their reimbursements. On top of that, if the employee or the finance team misplaced the invoice by mistake, then the employee had to bear the burden of the expense incurred.

nowadays with travel and expense tools companies have a single simplified platform that manages all invoices and travel expenses in one place. The tool also allows the company to define travel policies, keep track of all bookings and reporting in real-time. Better management of resources through such convenient tools means business travel is no longer a hassle.

2. Establishing and Maintaining Relationships

In-person interactions are key for building and maintaining business relationships. You can build rapport and trust much faster when meeting someone face-to-face as opposed to over the phone or via video conference.

The advantage of in person meetings is that you get the opportunity to read their body language and get a feel for who they are as a person. Meeting a client in person can also help in closing deals faster. This is because you have the opportunity to build that relationship and trust much faster than you can over video or phone calls.

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3. You Can Network

Networking with other professionals in your industry is an important part of business. Business travel provides opportunities to meet new people and connect with potential clients and customers when you travel for business. There are certain events, such as trade shows and conferences, that are important for business which you can’t attend over video or phone calls.

If you’re looking to hire new talent, business travel can help you reach a wider pool of candidates. You can attend job fairs and meet with potential candidates in person to get a better sense of their qualifications.

Many companies attend job fairs at universities where they look to hire the best talent amongst the university students. It is also convenient for potential candidates looking for jobs. Imagine talking face-to-face with company representatives to understand more about the job role rather than reading online, or worse, starting the job and then realizing it is not a good fit.

For HR personnel as well, meeting potential employees in-person allows a better understanding of personality. Online personality test questions  are generic and candidates can get those done by someone else. Instead of going through the online process of doing tests/case studies and conducting various interview rounds, hiring after meeting is a relatively faster process for companies.

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4. Learning and Development

Attending workshops, seminars, and conferences to gain new skills and knowledge that can help you in your career. Such events are a great way to remain updated with the latest trends in the industry.

You get to meet people in senior job roles and get an insight about their way of doing business. Young employees can learn from industry experts and leaders. It is difficult to connect with industry leaders virtually, so business travel allows ample learning and development opportunities.

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5. Team Building

Business travel can also be used for team-building purposes. Going on business trips together can help co-workers bond and build morale, which can benefit remote teams that don’t have the opportunity to interact on a daily basis.

Companies host annual events where they host activities for employees to come together and get to meet their peers in-person. Although work-from-home is becoming the norm, companies understand the value of face-to-face interactions.

According to a McKinsey study , informal interactions facilitate social cohesion. Virtually employees can usually not feel the closeness and connections. The laughs you hear in your virtual team meetings cannot necessarily be genuine. Physical interaction is more real so teams build a greater understanding.

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6. Building Your Brand

Business travel can help you raise awareness for your brand and get your products and services in front of new people. If you’re attending trade shows or conferences, you can hand out business cards and brochures. Apart from distributing promotional materials, you can talk to people about your business.

After trade fairs, people usually discuss which booth was of most value in terms of their presentation, communication and in the ease of doing business. Only the body language of employees is sufficient in conveying a message about the brand - things unachievable while attending events in front of a screen.

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7. Conducting Research

Most businesses are always looking for opportunities to enter into new markets. Business travel can help you with the research needed to expand your business. You can explore new markets in person and learn about the local business climate and culture. Learning about other cultures allows you to cater to a wider range of customers.

In addition to that, when you’re conducting market research, it’s better to be present at the actual location. Interacting with the local people and even simply observing gives you a better idea of how things work in foreign places. The new information that you learnt on the trips can be invaluable when making decisions about your business.

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8. Exploring New Locations

Business travel can also be a great way to explore new locations. Employees who get the opportunity to travel for work usually take some time to check out the local sights and attractions. Not only do you explore the world, but also possibly find new places to do business.

When you’re considering expanding your business, it’s important to visit potential locations in person. This way, you can get a feel for the area and see if it’s a good fit for your company.

9. Gaining a Competitive Edge

By attending industry events and keeping up with trends, you can gain a competitive edge for your business. You’ll be able to learn about new products and services before your competitors and make sure your business stays ahead of the curve.

Business travel can be used to explore new markets where you raise awareness for your brand, and it allows you to gain a competitive edge. Visiting new locations also opens doors to new opportunities such as starting a franchise or getting an invitation to do business with a company that would not have been known otherwise. In the contemporary competitive era, companies need to grab every opportunity and corporate travel allows just that.

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10. Boosting Morale

Business travel can be a great way to boost morale for yourself and your employees. Getting out of the office and exploring new places can help refresh and rejuvenate you for the work ahead. Once employees are back from business trips, they are usually more productive and tend to produce better results for the business.

Business travels also allow something to look forward to for employees. Marking your calendars for a trip to a different city or country is a special feeling, especially if you have never visited the place before. Employees are more motivated to get the opportunity to travel as corporate trips are also associated with leisure time.

Summing up the importance of business travel in 2022

Business travel may look a bit different than it was in the years before the COVID-19 pandemic. However, the importance of business travel shouldn’t be underestimated and it is only expected to grow with every passing year.

It’s the best way to build relationships, close deals, and attend important events. It can also help you learn about other cultures, find new business opportunities, and promote your business. It is a great way to get away from the office and have some fun. By keeping the aforementioned reasons in mind, you can ensure that business travel remains a valuable part of your company’s success.

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Purpose Matters for Business Travel, Too

• Claudio Fernández-Aráoz

So plan accordingly.

Why do we travel? Some 60,000 years ago we humans began to journey out of the ecological niche we shared with our primate cousins in Africa to explore the unknown. Our curiosity led us from the savanna to coasts, deserts, forests, valleys, mountains, and ice caps. Evolution made us ever more curious, and so we traveled to learn more. On a to-do list written by Leonardo da Vinci around 1490, most of the tasks he wanted to accomplish involved visiting various masters in their fields. Travel allows us to, a Montaigne put it, “rub and polish our brains” against people from different regions and cultures.

• Claudio Fernández-Aráoz  is an advisor on Talent and Family Businesses, a frequent lecturer at Harvard Business School, and the author of  It’s Not the How or the What but the Who .

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• Corporate Finance

Corporate Business Travel: Everything You Need to Know

Katie Miller is a consumer financial services expert. She worked for almost two decades as an executive, leading multi-billion dollar mortgage, credit card, and savings portfolios with operations worldwide and a unique focus on the consumer. Her mortgage expertise was honed post-2008 crisis as she implemented the significant changes resulting from Dodd-Frank required regulations.

Corporate business travel involves the movement of individuals representing their organizations for work-related reasons. Whether it’s attending client meetings, industry conferences, or sealing business deals, this practice covers a range of activities essential for professional growth.

In the interconnected global business environment, where face-to-face connections matter, corporate business travel plays a central role in sustaining and expanding enterprises across borders. Businesses face challenges in optimizing this crucial element of their operations. Strategic considerations must be taken into account to use this element of business to its greatest potential.

Key Takeaways

• Corporate business travel can unlock new opportunities for business growth, offering the possibility of reaching new markets, connecting with a wider pool of prospects, or developing brand presence and reputation.
• Traveling for business has many benefits for individuals as well, providing them the chance to meet fellow employees, grow their career by participating in different opportunities, and network within the industry, not to mention experience new destinations.
• Business traveler safety and security are top priorities during corporate travel.
• To ensure that travel goes smoothly and stays within budget, companies should implement corporate travel policies and best practices for employees traveling on behalf of the company.

Importance of Corporate Business Travel

There are many business-related reasons to travel. It can encourage team building, promote learning, offer different perspectives, provide connection to a wider network, open up new markets, and drive sales. And whether or not the trip is for a specific purpose (such as a conference or a retreat), the benefits for employees and companies alike can extend beyond the stated intent of the trip, building confidence, cultural competency, relationships, and company reputation.

Many employees consider the opportunity to travel for work a desirable job perk, as it can offer the chance to venture somewhere that they may not ordinarily go, or to have a trip paid for by their company. And although expenses are associated with travel from a corporate perspective, they may be well worth the return on investment in terms of potential leads or sales—plus, many travel expenses are tax- deductible .

Types of Corporate Business Travel

Corporate travel can take many forms, including the chance for employees and executives to attend events, such as meetings, conferences, industry networking sessions, and fairs. Or a trip may take advantage of educational opportunities such as training sessions, seminars, and workshops. Retreats and guided trips can make for valuable team-building time in new contexts that unlock different perspectives and strengthen working relationships.

Businesses may send their employees to a different location to network, sell, teach, learn from, or generally connect with external contacts or internal employees in regional offices, or to act on behalf of the company in some way.

Additionally, from a client perspective, business travel may occur as a form of due diligence , ensuring that your vendors or suppliers are legitimate, legal, and compliant organizations—for example, traveling for regular audits to confirm that what you think is happening at your supplier organizations is actually happening.

Creating a Corporate Travel Policy

From a company perspective, travel can be a challenge to administer and manage . Costs can easily balloon out of control; travel logistics can be time-intensive to arrange; employees traveling on behalf of the company must be granted a great deal of trust; and like any form of travel, business travel can open up risks to safety, security, and health.

No matter the size of the business or the frequency or complexity of travel, a corporate travel policy can be a helpful tool for any company to set expectations for its employees, communicate guidelines and processes, keep expenses within budget, and streamline booking and logistics.

In creating a corporate travel policy, companies might consider the following for both domestic and international travel, as applicable:

• Purpose(s) of travel
• Which employees are eligible to travel
• Booking and expense approval processes
• Risks and liabilities of travel and how to manage them
• Expectations for employee behavior, including acceptable and secure uses of technology, personal vs. leisure time, communication, and entertainment while traveling
• Eligible expenses for employees while traveling, including per diem rates if applicable
• Determine if employees will be reimbursed for their expenses or given a corporate credit card to use
• Financial tracking, record-keeping, and reimbursement processes
• Acceptable booking practices and costs, including preferred agents or vendors
• Travel insurance

Of course, policies must also be communicated and enforced to ensure compliance and fairness. Including a travel policy as part of a corporate handbook or reviewing it in an onboarding or training module can be a good way to ensure that all employees receive and understand the information. Making it easily accessible for future reference on a shared drive or company portal will encourage employees to refer to it often.

Business travel managers estimate, on average, that spending on domestic and international corporate travel is at 77% and 74%, respectively, of where it was before the COVID-19 pandemic.

Setting a Corporate Travel Policy

Corporate Business Travel Best Practices

There are many best practices that both employees and companies can keep in mind around corporate business travel to ensure that it is a successful experience. These encompass everything from administration and financing to employee behavior and well-being.

Booking Corporate Travel

Booking travel can be labor-intensive and time-consuming. To improve the booking process, save on costs, and streamline expense reporting, it can be helpful to designate preferred travel agencies, online platforms, vendors, and lodgings for employees and executives to book with. If the size of the company allows, it can also be helpful to hire an employee or team specifically to oversee and administer corporate travel, or designate this duty as part of an employee’s broader job description.

Managing Travel Expenses and Budgeting

There are many financial considerations when it comes to corporate business travel, and expenses and budgets must be carefully managed to keep costs under control. Many travel expenses are tax-deductible and can be written off, representing potentially significant savings for a company. Setting a budget and clear guidelines for employees about what can be an expense and what cannot is a must, as is creating and enforcing policies and procedures around tracking and reporting expenses.

Many corporate credit cards offer travel rewards and cost-saving opportunities for business travel, as do many other vendors and suppliers in the corporate travel industry. Businesses can take advantage of these to reduce inefficiencies and save on costs.

How to Manage Corporate Travel

Ensuring Traveler Safety and Security

As with any trip, business trips are not without safety and security risks, including the potential for political or civil unrest, crime, illness, injury, accidents, emergencies, natural disasters, cybersecurity breaches, or theft.

To protect their employees against unexpected and undesirable circumstances, at a minimum, businesses will want to have a travel insurance plan in place. It’s also helpful for businesses and employees to undertake some form of travel risk assessment to aid them in navigating potential risks, and outline safety and emergency preparedness guidelines within a corporate travel policy.

Employees should also know how to call if something goes sideways, such as hotel booking issues. A travel agent? A supervisor? If there’s a hurricane, you don’t have a car, and your flight is canceled, can you book another last-minute flight to get around the weather to get home? These details should be planned ahead for.

Maximizing Productivity During Business Trips

The overlap of business and leisure, sometimes referred to as “bleisure,” is one of the main draws of corporate business travel. However, there can also be pitfalls associated with this gray area. It can be difficult to stay productive while working remotely, whether due to the many distractions of a new environment (positive and negative), or because the trip entails an increased workload or time spent away from day-to-day job duties.

Employees looking to manage their time efficiently while away should get clarity on the intended purpose and expected outcome of their trip, and their employer’s and teammates’ expectations for their workload and communication frequency. They can also plan ahead to make the most of their travel time and downtime, and anticipate time zone differences to ensure smooth communication and adjustment to jet lag.

It’s important for employees to maintain work-life balance while traveling on behalf of work. Researching food, entertainment, and fitness options and preparing accordingly can pay off in terms of mental and physical wellness, especially for frequent travelers.

Tips for Business Travel Etiquette

Traveling anywhere, whether domestically or internationally, comes with responsibilities and expectations regarding employee behavior. Perception is one of the most important factors to remember when traveling as a representative of your company. You represent your company out in the public, so you need to ensure you’re displaying any key values that your company represents when interacting with vendors, clients, and peers.

This applies to cultural sensitivity as well. Travelers should do research in advance of their trip to ensure that they can be mindful of local customs and professional etiquette and behave with awareness and respect. Even the basics, such as learning appropriate forms of greeting or how to handle money and payment, and committing a few common words or phrases to memory can go a long way toward demonstrating good intentions and building a new relationship across cultures.

Sustainable and Responsible Business Travel

Recognizing that corporate travel can have a negative impact on the environment, many businesses and individuals are reexamining their travel practices and policies to see where they can make improvements. One example is reducing emissions by booking different means of transportation when possible. In general, seeking out vendors or companies that promote sustainable travel practices and responsible tourism, and that support local communities and ecosystems, can be a good first step to reduce environmental impact.

Technology and Tools for Corporate Business Travel

Software and technology tools can be immensely useful across all aspects of corporate business travel. Travel management and booking platforms; apps for tracking expenses, navigation, or converting currency; and translation and communication tools are all things that employees and businesses alike can take advantage of before, during, and after traveling.

When it comes to technology, it’s important to account for cybersecurity risks and only bring what is necessary to reduce the potential impact of damage, loss, or theft.

Managing Business Travel Expenses

What Is an Example of Corporate Business Travel?

There are many work-related reasons to travel, but many businesses will have their employees travel for conferences, events, sales and networking, seminars, meetings, team building, retreats, and to open up new business growth potential.

How Does Corporate Business Travel Work?

Corporate travel is simply travel for business-related purposes, so the nature of the trip will depend on its length and purpose. Companies whose employees travel frequently on behalf of the business should consider creating a corporate travel policy with information and guidelines for their employees.

Who Handles Corporate Business Travel?

Some businesses employ internal teams or individuals to manage corporate travel and business trips. At other times, employees are responsible for making their own arrangements within guidelines laid out by the company. There are also corporate travel agencies that businesses can leverage to streamline and optimize their bookings and costs.

The Bottom Line

Corporate business travel can be an invaluable path to both business growth and individual career development, building strong relationships and teams. No matter what form it takes, it’s prudent for companies to collect, implement, and communicate best practices for business travel to their employees in a company handbook or corporate travel policy. This should incorporate areas such as expense and booking management, safety and security, productivity, sustainability, technology, and employee behavior and etiquette.

Michela Buttignol / Investopedia

Internal Revenue Service. “ Understanding Business Travel Deductions .”

Global Business Travel Association. “ GBTA Business Travel Industry Outlook Poll .”

Harvard Business Review. “ How to Work and Travel at the Same Time .”

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Business Travel: The Beginner’s Guide

June 12, 2019

by Rob Browne

In a world where it has become as easy as a quick few taps on smartphone to book a trip across the world, business travel is more widespread and accessible than ever before.

Are you a recent graduate or new employee looking for an introduction to business travel? This article provides an overview of the field as a whole as well as a guide to traveling for work and managing your business travel expenses .

What is business travel? A step-by-step business trip guide

Research from Statista shows that business travel contributes almost $1.3 trillion to the global economy in a single year, making it one of the world’s largest economic industries. Further research highlights only upward trends in the amount that is spent on business travel as well.

This research reflects an increasingly intertwined global economy. With the speed at which businesses on opposite sides of the world can interact over the internet and travel to meet with each other, employees are operating in a space where location is fluid and business interests can converge across state, national, and continental lines.

Thus, business travel is a vital part of many companies’ lifebloods. In this article, we’ll explore the four temporal components of a business trip and use them as a lens through which to discuss business travel.

Booking business travel

Oftentimes, the dates and general logistics of your business trip are determined by the wants and needs of the client(s) you visit on the trip. If possible, it’s always best to book as far in advance as you can to plan on being out of office. Of course this won’t always be the case, as business trips occasionally arise on short notice if a client needs a quick turnaround time on a particular task that requires a visit.

Booking a business trip is not the same as browsing the internet for the best deals on a family vacation . The online booking platform (OBT) that you use for securing your transportation and hotel depends on your company’s internal travel policy.

Some companies require their employees to book through a specific brand of travel management software  or using a travel management company . A key motivator for companies to use travel management software is that it makes it easier to ensure that employees comply with corporate travel policies. These policies include which airfare class employees are allowed to book, which hotel star class they can stay in, and the class of rental car they can use.

For others, booking your business trip may be a similar experience to booking a trip outside of work, as some companies tolerate open market bookings.

The rigidity with which you’ll be dealing with in terms of booking compliance is dependent upon your company’s travel policy and budget. In most cases, you’ll be looking at a range of mid-tier flight and hotel options that best fit your needs in terms of schedule and distance from the site where you’ll conduct most of your business.

Preparing for the trip

Business trips are often short and have a singular purpose. Get to your destination, meet with the people you need to meet with, and go home. Because of the high energy level required for such a focused itinerary, you’ll want to make sure that you are well-rested going into the trip.

After arriving at your destination, there may not be time to catch a nap  before heading to your first meeting, so you’ll want to ensure that you are able to operate at peak performance as soon as you arrive.

Travel with your important items in your carry-on bag just in case anything happens to your checked luggage. Almost everything you bring on a business trip should be essential to your work, and with a short turnaround between arrival and meetings, you can’t risk not having item X, Y, Z..

On the trip

While on your trip, optimize for everything you can. Outside of any business-related commitments, you’ll want to make sure you have as much time as you need for your work. If there is a particular company policy regarding a daily per diem, or allowance, for meals or transportation, you’ll also need to keep that in mind.

If your trip is to a destination with a lot to see outside business hours or a place where you have friends or family, you can also check with your company’s travel policy regarding bleisure travel. Bleisure, a combination of “business” and “leisure,” means adding a few days onto the beginning or end of your trip to enjoy the opportunity to spend some time not only inside an office.

After the trip

The most important part of finishing a business trip is gathering your expenses and filing an expense report. Between flights, hotels, other transportation, and food, you likely spend a decent amount of money and would like your expenses to be approved and reimbursed as quickly as possible.

Having your expenses approved and reimbursed is typically an easy process, especially if your company uses a form of expense management software .

It’s a trip!

Traveling for work may seem daunting, but thinking about your trip in terms of these four segments will help you succeed at all points of your trip. If your job allows you the opportunity  to spend time outside of your office, enjoy it—and maybe spend time in some exciting destinations along the way.

Rob is a former content associate at G2. Originally from New Jersey, he previously worked at an NYC-based business travel startup. (he/him/his)

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How to Organize a Company Trip: A Step-by-Step Guide

Organizing a company trip as a new travel manager can be quite challenging, but with proper planning and execution, it can be a rewarding experience for everyone involved. Whether it’s a team-building retreat or a business conference, a well-planned trip can help boost morale, foster team spirit, and increase productivity.

However, aside from the many benefits of organizing company trips , it also involves various tasks, such as budgeting, selecting a destination, creating a planning committee, scheduling the trip, and managing logistics, which can be overwhelming.

To ensure a successful first business travel company trip, it’s essential to establish the purpose and scope of the trip. For companies using travel & expense management software , these processes can be covered. However, this article will provide a step-by-step guide on how to organize a company trip, covering all the essential aspects of planning and execution.

Key Takeaways

• Establish the purpose and scope of the trip and select a suitable destination.
• Create a planning committee and carefully manage the budget and funding.
• Communicate with participants, manage logistics, and monitor the trip’s progress to ensure everything runs smoothly.

Establishing the Purpose and Scope

Before organizing a company trip, it is essential to establish the purpose and scope of the trip. This will help determine the destination, company trip ideas , and budget for the trip. The purpose of the trip could be to attend a conference, meet with clients, and teams building, or simply reward employees.

Once the purpose of the trip is established, it is important to determine the scope of the trip. This includes the number of employees attending , the duration of the trip , and the budget . The scope of the trip will help determine the logistics of the trip , such as transportation, accommodation, and activities.

To help establish the purpose and scope of the trip, it is recommended to create a list of objectives and goals for the trip. This list should include specific outcomes that the company hopes to achieve from the trip.

For example, if the purpose of the trip is to attend a conference, the list of objectives could include attending specific sessions, meeting with industry experts, and networking with other attendees.

It is also important to consider the needs and preferences of the employees attending the trip. This could include dietary restrictions, accessibility requirements, and preferences for activities and accommodations.

Lastly, by creating a list of objectives, considering the needs and preferences of the employees, and determining the logistics of the trip, the company can ensure that the trip is productive, enjoyable, and within budget.

Selecting the Destination

Here are some key factors to keep in mind when choosing a location for a company trip:

• Researching potential locations

The first step in selecting a destination for a company trip is to research potential locations. The research should include factors such as the cost of travel, availability of accommodation, and the activities available at the location. It is important to consider the season and weather conditions of the location, as well as the cultural norms and customs.

• Considering participant preferences

When selecting a destination for a company trip, it is important to consider the preferences of the participants. The destination should be chosen based on the interests and preferences of the participants. For instance, if the participants are interested in outdoor activities, then a location with hiking trails, beaches, or other outdoor activities would be ideal.

• Assessing travel requirements

Another important factor to consider when selecting a destination for a company trip is the travel requirements. The travel requirements include the cost, duration, and mode of transportation. It is important to consider the budget of the company and the participants when selecting the mode of transportation. The duration of the trip should also be considered, as it will affect the availability of the participants.

Budgeting and Funding

When organizing a company trip, budgeting and funding are essential factors to consider. Here are 3 important factors for company trip budgeting:

• Calculating costs

The first step in budgeting for a company trip is to calculate the costs. The costs will depend on various factors such as the destination, the duration of the trip, the number of employees attending, and the activities planned.

It is important to consider all the costs involved, including transportation, accommodation, meals, and activities.

To calculate the costs, it is recommended to create a spreadsheet or a table that lists all the expenses and estimates the costs. This will help in identifying any potential cost-saving opportunities and ensure that the budget is realistic.

• Exploring financing options

Once the costs have been calculated, the next step is to explore financing options. There are several options available, including using company funds, employee contributions, or external funding sources.

Using company funds is the most straightforward option. However, it is important to ensure that the company has enough funds to cover the costs and that the trip aligns with the company’s objectives.

Employee contributions are another option, where employees can contribute a portion of the costs. This can be done through payroll deductions or voluntary contributions.

External funding sources such as sponsorships or grants can also be explored. However, this option requires additional effort and time to secure the funding.

• Setting a budget

After calculating the costs and exploring financing options, the next step is to set a budget. The budget should be realistic and align with the company’s objectives. It should also take into consideration any potential cost-saving opportunities.

To set a budget, it is recommended to create a budget spreadsheet or a table that lists all the expenses and the estimated costs. The budget should be reviewed and updated regularly to ensure that it is on track and that any changes are accounted for.

Scheduling the Trip

Here’s how you should go through the process of scheduling a successful company trip:

• Choosing dates

The first step in scheduling a company trip is to choose the dates. It is important to consider the availability of all team members and ensure that the dates do not conflict with any important events.

Also, it is important to consider the weather and the season, especially if the trip involves outdoor activities. Once the dates have been chosen, it is important to communicate them to all team members and stakeholders.

• Developing an itinerary

After choosing the dates, the next step is to develop a detailed itinerary. The itinerary should include all activities, meetings, and events that will take place during the trip.

Furthermore, consider the goals of the trip and ensure that the itinerary aligns with those goals. The itinerary should also include free time for team members to explore the destination on their own. Developing a clear and detailed itinerary will help ensure that the trip runs smoothly.

Booking accommodations

Once the itinerary has been developed, the next step is to book venues and accommodations. It is important to consider the location, accessibility, and availability of accommodations.

Also, it is important to consider the budget and negotiate prices with vendors. Booking accommodations well in advance will help ensure availability and prevent last-minute stress.

Most business travel companies offer business or corporate accommodation. One of the best corporate travel companies you can find the best company travel accommodations is Clooper. However, there a lot of options for you to choose from.

Logistics and Operations

• Arranging transportation

Transportation is a crucial element of any business or company trip. Companies need to ensure that their employees have a safe and reliable mode of transportation to and from their destinations.

This includes arranging transportation from the airport to the hotel, to meetings, and any other destinations.

To arrange transportation, companies can work with travel agents, rental car companies, or ride-sharing services.

It’s important to consider the number of employees travelling, the distance between destinations, and the budget when choosing the mode of transportation.

• Coordinating with vendors

When organizing a company trip, it’s important to coordinate with vendors to ensure a smooth experience. This includes coordinating with hotels, restaurants, and any other vendors that the company will be working with during the trip.

Companies should communicate their needs and expectations to the vendors in advance. This includes the number of employees, the dates of the trip, and any specific requirements such as dietary restrictions or accessibility needs.

• Preparing for emergencies

Despite careful planning, emergencies can still happen during a business trip. Companies should have a risk management plan in place to handle emergencies such as medical emergencies, natural disasters, or other unforeseen events.

This includes having a list of emergency contacts, ensuring that employees have access to medical care, and having a contingency plan in case of unexpected events.

Companies should also consider purchasing business travel insurance to protect their employees and their business in case of emergencies.

Legal and Compliance

When organizing a company trip, it is important to consider legal and compliance issues to ensure the safety and well-being of employees. Here are few steps you can take:

• Understanding travel policies

Before planning a company trip, it is important to understand the company’s travel policies . These policies may cover a range of issues, including travel expenses, booking procedures, and employee safety.

A clear understanding of these policies will help ensure that the trip is planned by company guidelines.

Some common elements of travel policies include:

• Approval procedures for travel expenses
• Guidelines for booking transportation and accommodations
• Procedures for handling emergencies or unexpected events
• Requirements for travel insurance or medical coverage

By understanding these policies, trip organizers can ensure that the trip is planned in a way that complies with company guidelines and minimizes the risk of legal or compliance issues.

• Ensuring insurance coverage

Another important aspect of legal compliance for company trips is ensuring that employees have adequate insurance coverage. This can include travel insurance, medical insurance, and liability insurance, among other types.

It is important to review the company’s insurance policies and ensure that employees are covered for any potential risks. This may include coverage for medical emergencies, trip cancellations, or lost luggage, among other issues.

Monitoring and Feedback

Once the business trip is over, it is essential to monitor expenses and collect feedback from the participants to improve future trips.

• Tracking expenses

To keep track of expenses, companies should establish a clear reimbursement policy and provide employees with expense report templates. These templates should include categories such as transportation, lodging, meals, and any other relevant expenses.

Employees should be required to keep all receipts and submit them along with the report. Companies can use expense management software to streamline the process and ensure compliance with the policy.

• Collecting post-trip feedback

To improve future trips, companies should collect feedback from employees who participated in the trip. Feedback can be gathered through surveys, interviews, or focus groups.

The questions should be designed to evaluate the effectiveness of the trip, the quality of the accommodations, the transportation arrangements, the communication between participants, and any other relevant aspects. Companies should use this feedback to identify areas for improvement and implement changes accordingly.

Frequently Asked Questions

What should be included in a business trip checklist.

A comprehensive business trip checklist should include all the necessary items that an employee might need during their trip. This includes travel documents, such as passports, visas, and travel insurance, as well as any necessary work-related documents. It is also important to include personal items, such as toiletries, clothing, and medications.

What are the best practices for scheduling meetings on a business trip?

Scheduling meetings during a business trip requires careful planning and coordination. It is important to communicate with all parties involved to ensure that everyone’s schedules align. It is also helpful to schedule meetings in advance so that there is ample time for preparation and travel. Additionally, it is important to consider time zone differences and to schedule meetings at a time that is convenient for all parties.

How can you ensure the purpose of a business trip is achieved?

To ensure that the purpose of a business trip is communicated and achieved, it is important to establish clear goals and objectives in advance. This includes defining the purpose of the trip, setting specific goals and targets, and communicating these to all parties involved.

How to minimize costs when organizing a company trip?

Several strategies can be employed to minimize costs while organizing a company trip. Firstly, it is important to establish a clear budget and stick to it. This includes researching and booking cost-effective flights and accommodations, as well as considering alternative modes of transportation, such as trains or buses. It is also helpful to negotiate discounts with vendors and to consider group rates for activities and events.

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Benefits of business travel for corporate companies

A fully sponsored trip with potential opportunities to network with new people will sound exciting for any employee. Even if business travel is another means of working away from the office, it’s still enjoyable.

But how do these benefits of business travel matter to a business? Do they really like sending their employees on trips, or do they consider it a waste of money? 

Frankly, many businesses don’t see this as an opportunity but as an additional expense. And in the times of Zoom and online meetings, business trips are on the verge of their downfall.

If technology is ready to bridge the gap, why should companies invest in this and let employees clock in from anywhere? Let’s find out!

What does business travel involve?

Business travel differs from one group of employees to another. The major process involved is transportation. The employee must take a cab if it’s an inter-city meeting or a flight if it’s across cities or the country.

If the stay is going to be longer, the traveling employee will need a place to stay. Hence, a hotel reservation must be made before the trip, confirming the duration and room rent. 

Travel expenses will also include cab fares for the trips between the airport and the hotel or hotel to the venue. Some businesses sponsor the coffee and lunches they have while on travel.

Once the employee has fulfilled the purpose of the visit, they will check out and fly back to their own destination.

In layman's terms, business travel is mostly for meeting prospects or potential stakeholders to discuss things in person. Or it can be just visiting another branch, warehouse, or inventory of the company or attending a business conference.

The purpose of the travel can differ, but the itinerary will be more or less similar to what’s shared above.

What are the benefits of business travel for companies?

Business travel benefits both employees and employers in some ways. Though it’s your employees who travel, they carry your company name as their identity. Hence, the benefits are mutual always.

1. More networking opportunities

One of the main benefits of business travel is that it opens up a whole new world of opportunities where one gets to meet and network with people from all walks of life. Employees with good interpersonal skills can form strong connections when such instances happen.

This extended network of theirs will benefit not only them but also the company they represent.

The people they meet there can be potential clients, investors, reliable suppliers, or someone with a goldmine of contacts and recommendations.

If an employee takes up a branch visit, they can also meet other employees, interact with them, and strengthen their cross-departmental bonding.

It pays the way to clear communication issues that have existed so far due to online or telephonic talks. Both parties get the necessary information and coaching they need about the other team. 

2. Meeting prospective clients

Bumping into clients in unusual circumstances is quite a surprising one. If your employee is a smooth talker, they can get the prospect interested in your product without even pitching.

This is very different from leads that come through generic channels. And it has a high potential to get converted into an active buyer.

It’s the most organic way to promote your business and receive contacts of leads. By developing a great travel culture where employees travel in a stress-free manner, they can be indirect propagators of your business.

3. Face-to-face meetings

For basic communication and information exchange, online calls and emails will work. For stuff beyond that, in-person meetings serve more value. Face-to-face meetings are effective as you can both see and listen.

You can weigh their body language and see if they are really interested in what you are offering. What happens after a series of meetings and email follow-ups can actually be wrapped up in one face-to-face meeting.

You will be standing out from the crowd as most of your competitors stick with safe options like online meetups. If you compare a face-to-face meeting with an online chat, the former has a 35% higher success rate than the latter. 

4. Experience new cultures & different ways of working

Traveling and working from new locations has a lot to offer from a learning point of view. The employee is exposed to newer environments and work culture and gets to bring that back to your office.

It can be a breath of fresh air for those around them as they learn from these experiences. Without spending much, your employees will gain new skills and knowledge that can aid their work life and career advancement.

By sending the young talents of your company on business trips, you boost their leadership and decision-making skills by observing how others do it.

5. Tax write-offs

Certain expenses of businesses qualify for tax write-offs or deductions. Travel expenses are one among them in many parts of the world. Travel expenses that are fully related to your business qualify for tax deductions.

In Singapore, businesses can avail of up to 50% tax exemption on travel tickets, meals, and hotel charges. In India, all travel-related expenses except foreign trips are eligible for tax exemptions. 

Tax write-offs are one of the primary benefits of business travel that makes many businesses consider these expenses to be allowable.

6. Exposed to higher-profile projects

Business travel is an added perk for employees who want to engage with influential professionals and climb up the corporate ladder.

They get to travel to different locations, solve major business problems, and become part of high-profile projects. 

They are introduced to other dimensions and elements of the company and contribute more than what their job profile warrants.

Online discussions and meetings can make this happen too, but not in an effective way like this. 

7. Awarded with points and miles

Business travel expenses are mostly carried out through corporate credit cards.

These cards have points or offers for every ticket that’s booked using that. Both corporate and personal cards have many offers and points that get added to the account and used next time. 

Even if the employee uses their personal funds to book tickets and receive reimbursement later, the perks are still applicable. Instead of reimbursing the entire spending account, your finance team will have a reduced spend value. 

8. Helps avoid employee burnout

Following the same routine for the long term only leads to the burnout stage. This is when your employees stop being productive and see a dip in their performance. That affects your business too.

Taking a break from their regular work style and traveling to other locations help busy employees let off some steam. In a hectic work life, travel and vacation are not given much importance.

If it’s not for a lengthy vacation, you can help your employees travel frequently for business purposes. This is how you can do your part to make sure your employees are physically and mentally fit. 

Challenges associated with managing business travel?

The benefits of business travel are many. But it’s not always rosy. There are many teams involved in the business trip of one employee. And it’s too much to process with high accuracy.

Some challenges businesses face are,

1. Tougher reimbursement process

Reimbursement is how employees get the money back from their company that they spent while traveling. Not all costs can be covered, but those related closely to the business.

They go through multiple steps to complete this process. Employees are supposed to carry receipts and submit them for verification.

It’s the limitations of the reimbursement process that makes it hard for employees to follow every time they come back from a business trip. 

If they lose a receipt or bank charges slip, they have no other way to justify the expense. This is why an automated reimbursement system with a mobile application must be implemented.

2. Cutting down on travel costs

You create an expense category and assign a budget. And suddenly it becomes too unaffordable. Compared to other costs, travel costs can quickly get out of hand as the spending is always external.

It is challenging to keep this under control or set the price at a more grounded state. As there is no real-time measurement happening, tracking these expenses is of zero help.

Whatever values you have in your expense reports are shared by your employee. And the actual cost of their trip could be lower than what they reported too.

Hence, adjusting the policies or keeping the costs under control sounds too challenging for the finance team and they just lose it in the end.

3. Drafting effective travel policy

It’s a rule of thumb to consider all billable travel expenses before designing the expense policy. The travel policy is what guides employees on what kind of expenses are allowed for reimbursements and what not.

Also, you can’t use the same policy for years. The price rise and changes in the way employees travel must be taken into account. The same policy will not work for two different professionals with unique travel needs.

That has to be customized depending on their needs too. Above all, fairness is required to be maintained on both ends.

Employees must be clearly informed about what they spend on and how much. Lack of communication is what irks them most and makes them hate policies.

4. Complying with travel policy

Having a travel policy is mandatory to regulate spending made by employees. Having them in papers is okay.

But finance teams strive hard to apply that to every expense and enforce it strictly. Travel policies without any automated system are futile. It takes manual effort to detect and reject expenses that don’t fit under the travel policy. 

Finance teams will have to spread awareness among employees to not encourage such expenditures. More often than not, your employees will be spending over what has been set as the spending limit.

Finance teams cannot approve more than what’s allowed. The difference in the amounts will be incurred by the employee whether or not they like it.

5. Controlling travel expense fraud

There is always that one employee who likes to play around and exploit the privileges offered. They use fake proof or add a few numbers to the actual amount to gain more than what’s spent.

Not paying heed and approving these only bring loss to the company. Yes, violations happen when there is no clear understanding of policies. But it also happens with the negative intention of stealing the company’s money.

If not caught, they make this a habit and keep indulging in more expense frauds. Among all small business frauds, 21% alone accounts for fraudulent expense claims.

6. Lack of communication with other departments

Expense report is submitted by one person from the operations or marketing department. But that’s approved and processed by the finance and accounting team.

The team leader, manager, or HR will also be involved in primary approval processes. Some teams have booking managers who do the booking themselves and share the ticket.

In any case, it involves too many people in one instance. For a startup that’s managed remotely, this will be a nightmare.

Every team will have its own portals or spreadsheets that others cannot access. So they either look at stand-alone systems with outdated data or rely on others for cues to proceed next.

This only leads to delays, inefficiencies, and broken communication. When something goes wrong, each one blames the other rather than being accountable.

How can Volopay help enhance your business travel?

You know the benefits of business travel now and also the challenges that will be brought to you. What is the solution then to manage a travel expense management app that magically keeps everyone on the same page?

You are in the right place. Volopay is an all-in-one corporate travel expense management platform . It has the most intuitive reimbursement platform using which your employees can submit reports in a few steps.

You can upload your approval workflows, and set approvers, and admins who will process this request. Every step is automated, which means one person approves and passes it to the next level automatically.

Those who submitted the report don’t have to manually follow up. They can log in and find updates in the same place. 

We also have something for the pre-trip expense approval system. Employees can now be given corporate credit cards and allowed to spend business money directly. Create cards, add credits and spending limits, and share them with them.

Every card will be internally related to a budget category for easier categorization and monitoring.

Your employees feel empowered to spend without having to report. And you can monitor centrally all card payments, or every expense made through Volopay for that matter. 

Volopay is an all-inclusive payment suite that’s best for all of your business payments.

Streamline all your business travel-related expenses with Volopay!

More From Forbes

12 key steps when planning a business trip.

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For the business professional who has been in their field for some time, business trips have most likely become a common occurrence. If you're new to the world of executives, however, a business trip may be both an exciting opportunity and a daunting task.

Sadly, while businesses pay for their executives or employees to go on business trips to expand the company's influence, they rarely teach them what to expect when they set out on that visit. To aid newcomers to the position prepare for both the expected and unexpected aspects of a business trip, 12 members of   Forbes Coaches Council share some of the most crucial steps everyone should take when planning such a trip.

Members of Forbes Coaches Council discuss techniques they take to ensure the success of their business trips.

1. Stay Travel-Ready

Traveling used to be incredibly stressful for me and I've found the easiest way to handle this was by staying travel-ready. I have a speaking capsule wardrobe, so I never have to stress about anything fitting or coordinating. I keep duplicates of my makeup bag, toiletries and supplements. And I order healthy snacks and water to be delivered to my hotel room, so I'm fueled up for a busy day. - Racheal Cook , Racheal Cook MBA

2. Make Preparation Your Travel Buddy

Being overprepared can become a huge benefit. I like to research who will be there and the area and pack more than I need. One time, I showed up without my suit and I was the keynote speaker! It was quite embarrassing—luckily, I knew what stores were in the area and I was able to grab a backup just in time. Whether you're speaking or simply attending, go overprepared. - Miranda VonFricken , Miranda VonFricken Mastermind Coaching

3. Establish Membership Programs

If you've never been traveling for business before and expect to start, start exploring airline, hotel and rental car membership programs. Also, research a credit card that gives you extra points toward travel expenses. If you plan to do a lot of business traveling, these programs pay you back. Over time, these programs make traveling even easier with perks and upgrades. - John Knotts , Crosscutter Enterprises

4. Plan For Unexpected Delays

Planning for travel (essentials plus backup headphones, hefty power sources for recharging, etc.) is key for a smooth trip. Unexpected delays are often the greater challenge. Maximizing “work time” while on board will help reduce frustration and the time cost of traveling. Upgrade to premium economy or first class for easy in and out, the highest productivity and space to use your laptop and be in work mode. - Christy Geiger MCC, CPCC , Synergy Strategies Coaching & Training

5. Create A Clear System

Create a system that will help with all your trips. Have a packing list and check the weather for your destination so that you can prepare accordingly. Plan out your meals so that you can cater to any dietary needs you might have. Do you have access to a gym? Learn about the transportation systems and the availability of ride-sharing in that city. Will you be walking? Then you'll need comfy shoes! - Carolina Caro , Carolina Caro

6. Network Before You Get There

Many first-timers and even experienced business travelers leave the networking for when they attend the meeting or conference, but sometimes it is too late when they do. Why is that? Isn't the purpose of travel to meet, talk and network when you get there? Not if you want to get the most out of business travel. What could you do? Know people's bios, connect on LinkedIn and plan for a better meeting. - John M. O'Connor , Career Pro Inc.

7. Take Extra Care

If you're traveling for work, remember that you are the most important asset. If you get tired or sick, you cannot bring your A-game, which is why they hired you. Everything counts. As a speaker, I block off time to decompress, eat well, sleep well and limit my time with people before I travel. Because I want to bring high energy on stage, even as an extrovert, I'm mindful of how I spend my time. - Monica Kang , InnovatorsBox

8. Pack Light And Stay Productive

I was in my early 20s when I took my first business trip and I wish someone would have told me that packing light is key. Throughout the years I also learned to carry my work with me. From handling work calls to finishing up presentations at the airport, it’s all possible if you prepare all your tools ahead of time. There's plenty of time to be productive when you travel. Staying productive is key. - Adriana Rosales , Adriana & Company™ LLC

9. Don't Check A Bag

Because I’m a guest expert on TV and coach clients on TV shows, I spend more than 150 nights a year in Marriott hotels alone. The most important thing for any traveler is to not check a bag. Checking a bag causes you to wait at baggage claim, and often bags don’t show up. Get a great carry-on, fill it to the max and carry your bag on every time. Never check a bag. - Clint Arthur , Celebrity Entrepreneur

  10. Consider Cultural Differences

Cultural difference doesn't always happen in different countries or continents. If you live in the Midwest, LA is a different country. The dress codes, after-hours interactions, salutes, handshakes, collaborations and even ways to present in a meeting can be different. Talk to a friend, co-worker or even the person you will meet about general rules and protocol. That can save you from making a bad first impression. - Susan Ibitz , HUMAN BEHAVIOR LAB

11. Back Up Your Laptop

Every time I travel for a business trip (or any time I travel with my laptop), I always make sure that my files (the entire Documents folder) are backed up to an external hard drive and that mission-critical files for that particular trip are backed up to the cloud and a thumb drive so that I've got access to them should my laptop die, get stolen, etc. - Annette Franz , CX Journey Inc.

12. Always Bring A Presenter's Kit

Take a speaker’s kit! A laptop, presentation remote (I use the Logitech Spotlight), cables and adapters for any TV, monitor or projector and your signature speech is an absolute must. Anytime you have a chance to share your personal or business story to any size audience could land you the deal or opportunity of a lifetime. My big wins from being prepared include TV, publishing and massive brand deals. - Mike Koenigs , MikeKoenigs.com

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Top 10 benefits of company trips

#1 - develop stronger relationships, #2 - employee motivation, #3 - an opportunity to refresh and recharge, #4 - improve retention, #5 - assess potential.

• Communication
• Independence
• Self-management

#6 - Attract new staff

#7 - encourages creativity and productivity,  #8 - promotes inclusion,  #9 - invite feedback,  #10 - time to align, planning company trips.

• Location and travel providers - Make sure your company trip is offsite, and use a corporate travel agency to help you arrange your staff getaway event and group travel. TravelPerk is an all-in-one business travel platform that equips you to book, manage and report on business travel - making it ideal for planning company trips. Plus, our events management feature makes it easier and faster for you to organize every aspect of your event-based business trips.
• Be clear about the purpose - Is the trip about strategy, socializing or celebrating? Ensure everyone knows the objective and have an itinerary.

Say goodbye to group booking chaos. Find out how.

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Business Travel 101: What is Business Travel? And Why Use a Travel Management Company?

If you’re wondering why to use a travel management company, discover the many benefits partnering with one can deliver..

When you’re just getting started with business travel, you may encounter the term “travel management company,” or TMC for short. Why use a travel management company? There are many benefits that companies discover when they partner with a TMC.

To help you accelerate your journey into business travel. Here’s a look at the motivations behind business travel as well as the benefits of working with a TMC.

What is Business Travel?

Business travel is when an employee leaves his or her primary office to work elsewhere. This can include short trips, like leaving your home in Los Angeles to visit a prospective client in San Diego. And this can include long trips, like flying from Chicago to London for meetings with your company’s UK office. 

Americans make more than 400 million long-distance business trips each year, according to the Bureau of Transportation Statistics . Those trips account for about 16% of all long-distance travel. What motivates companies to send their employees on these journeys?

There are a number of reasons to travel for business:

• Closing Deals: It’s common to close large and important deals in-person.
• Exploring New Markets: Companies looking to expand into new markets will visit them to explore the conditions on the ground and to conduct research.
• Internal Meetings: In an age of remote work, companies may ask employees to travel for internal meetings or other collaboration events.
• Prospecting: Organizations often attend expos to display their products and/or services and to find prospective clients.
• Education: Companies may ask employees to travel to conferences where they can learn more about trends and best practices in their functional areas.
• Visiting Existing Clients: Account managers and others may regularly visit their largest clients. They can check in on them, to take them out for a meal or drink, and generally to show gratitude for their business.

These are just several examples of reasons why companies may ask employees to travel. There are countless motivations for workers to leave their primary offices for several days at a time.

Who Manages Corporate Travel?

The actual people who manage travel fall into two categories: internal and external.

Internally, a company may use someone in the human resources department to help book trips for Travelers and otherwise manage the travel program. Companies with more intensive travel schedules may have a dedicated Travel Manager or someone who arranges travel for employees.

Companies also work with third parties to manage travel. Organizations can completely outsource their travel to a third party. But it’s more often a hybrid approach where someone internal (like a Travel Manager) works in tandem with a third-party (like a TMC).

Why Use a Travel Management Company? 

As you explore business travel for your company, you may find yourself overwhelmed by the many tasks and responsibilities associated with managing travel. That’s why so many organizations choose to work with a TMC.

TMCs work with everything from small businesses with limited travel needs to large enterprises with enormous travel budgets.

These companies choose to work with TMCs because of the many benefits a third-party management company can deliver, including:

• Greater efficiency: A TMC can help the business and its Travelers do everything faster and more efficiently. You have a team of travel experts in your corner so that your employees can focus on doing their work.
• Lower costs: TMCs often have access to discounts that aren’t available to just anyone. They can also help organizations negotiate favorable contracts with vendors.
• Managed risk: Risk management is how companies live up to their duty-of-care responsibility to keep employees healthy and safe while away from the office. Many TMCs offer risk management services that help companies live up to that responsibility.
• Comprehensive policies: It’s hard to create a comprehensive travel policy from scratch. TMCs can help your organization develop a travel policy that meets both the company’s needs and the needs of its Travelers.
• Technology implementation: The right technologies can help you maximize your investment in business travel. A TMC can help you identify and implement the right technologies for your organization.
• Custom reporting: Optimizing travel spend is only possible when you have access to your travel data. TMCs can help you accrue and analyze your travel data so you can optimize your program.
• Assistance with trip disruptions: Things happen during business travel. A weather event might close an airport, for example, or mechanical issues may delay a flight. TMCs can step in and help when those disruptions occur.

As noted in the previous section, TMCs often work with a Travel Manager or another point person at their clients’ companies to get the most out of business travel. For example, a TMC may develop a system for custom reporting. Then a Travel Manager will present data to executives when making important travel-related decision. Or a Travel Manager may work with internal parties to create a travel policy. Then a TMC will review the policy and make recommendations on how to improve it.

Looking for the Best TMC?

If you’re looking for a TMC, you’ll find two different payment structures. Some TMCs will charge fees for booking and other activities, which can quickly add up and make your travel program more expensive. Others create inclusive contracts at a fixed cost so that they can serve as a true resource to their clients without worrying about expensive fees.

At JTB Business Travel, we take the latter approach of creating inclusive contracts that allow us to serve as a true resource to our clients. We help the companies maximize their spend on business travel, while also ensuring Travelers enjoy the most productive and comfortable trips possible. Behind everything we do is a common-sense approach to business travel.

Contact us today to discover what we can do as your TMC.

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• Prioritize Traveler Mental Health and Wellbeing with Stress-Free Travel Ensure your Travelers are more productive on the road and willing to take that next business trip. Prioritize more positive and stress-free travel experiences. It’s no secret that much of the world is living in a stressful state as of late. According to an Ipsos report from late 2023, 62% of survey respondents said theirRead […]
• The In’s and Out’s of Carbon Accounting Take your sustainability efforts to the next level with carbon accounting. Here’s everything you need to know about getting started. More and more employers and employees alike have begun considering their impact on the planet both while at home and while traveling for work. If you’re among them, you may have come across a rangeRead […]
• Meet Peggy Regan: Advocating for Clients and Supporting Traveler Goals For this senior account manager, travel is simply in her DNA. Chicago-based Peggy Regan started working in the travel industry in the 1980s. Today, she’s one of the newest members of the JTB Business Travel team, joining us as a senior account manager in October 2022. Keep reading to learn more about how Peggy gotRead […]
• 5 Tips for Business Travel Expense Management Whether you’re a Traveler, Executive, or Travel Manager, travel expense management comes with its challenges. It’s no secret that the global economy hasn’t exactly been in spectacular condition over the last few years. According to a World Bank January 2024 press release, the end of 2024 will cap off the slowest half-decade of GDP growth inRead […]
• Credit Cards That Cover Baggage Delays Baggage delays can derail your business trip; luckily, credit cards that cover baggage delays can alleviate some of the stress. When you’re traveling, there’s a whole host of things that can go wrong. Your flight could be delayed, resulting in you missing a connecting flight. Public transit can break down, making it difficult for youRead […]
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What is business travel? Definition and examples

If you fly somewhere on behalf of your company, you are one of the millions of people involved in Business Travel each year worldwide. The term business travel refers to traveling for work purposes. We call each journey a business trip . If you drive across town to visit a client, that is not business travel. Business travel is longer.

If I say: “John is on a business trip,” we imagine he will be away for more than one day.

Wikipedia.org has the following definition of the term :

“Business travel is travel undertaken for work or business purposes, as opposed to other types of travel, such as for leisure purposes or regularly commuting between one’s home and workplace.”

Why go on a business trip?

There are literally dozens of reasons for business travel. Even if your employer is not a commercial entity, your trips may still be classed as business ones.

What about military personnel who specialize in purchasing defense equipment, missiles, vehicles, and airplanes who are flying to a military air show? Is this an example of business travel? Yes, it is.

So, rather than saying that business travel relates to journeys that are business related, we should say that they are work related.

Below is a list of types of trips people can make for work purposes:

• Attending a conference, convention, or trade show.
• Considering, examining, inspecting, or assessing new markets.
• Evaluating a project site.
• Going for a job interview far away (especially if your are an executive or specialized professional).
• Installing equipment for a customer.
• Meeting with colleagues (from the same company) at a faraway location.
• Motivating your staff to boost employee loyalty.
• Negotiating with suppliers.
• Networking.
• Promoting a product or service.
• Seeing a demonstration of something you may buy.
• Visiting customers.
• Meeting prospects (contacts who could turn into a customers).
• Apologizing to somebody.

Business travel and COVID-19

The market for business travel globally is huge. The World Health Organization says that approximately thirty percent of international trips are business-related. Until the coronavirus (COVID) pandemic hit at the beginning of 2020, the market had been forecast to expand rapidly over the next decade.

However, COVID-19 changed all that. The year 2020 saw a dramatic decline in all types of travel, including by air, ship, and land. Business traveler numbers are no exception. As businesses embrace modern telecommunication tools to communicate with employees, clients, suppliers, and other stakeholders, a new trend has evolved – the trend of replacing business travel with online meetings and events.

In August 2020, in the middle of the coronavirus pandemic, Alexander Joe wrote the following in an article we published :

“Business travel has been hit hard during the pandemic. Before you make travel arrangements, make sure that you are permitted to enter your country of destination by checking the latest government guidelines. If possible, it is wise to avoid travel, and if possible, to conduct meetings with colleagues and clients digitally for the time being.”

A permanent trend?

Many conference organizers and airline executives wonder whether this new online trend will prevail after the pandemic is over. Companies have not only found that modern technology is suitable for their needs, but also that communicating online with faraway people is considerably cheaper than face-to-face.

Anything that saves money and helps boost the bottom line is an attractive prospect for CEOs and board members. Bottom line , in this context , means net profit, net earnings, net income, or net EPS (earnings per share).

In a BBC article, Natasha Frost wrote :

“Since the Covid-19 pandemic hit, business travel has ground to a halt. We’ve moved critical client meetings to Zoom, allowed our frequent-flier cards to gather dust and learned how to communicate with colleagues around the world without jumping on a plane.”

“But is this the start of a new normal for business travel?”

Pros and cons of business travel

Traveling is great for broadening the mind and learning new things. However, if somebody has a family, there is definitely a price to pay. Missing family events may contribute to relationship difficulties.

It is also difficult if you don’t have any children but have a partner at home that you like to be with as much as possible.

Many people who travel frequently on business say that they feel lonely while away. Healthcare professionals, for example, have commented that several of their patients who regularly go on business trips show signs of declining mental health, and in some cases, depression.

Jet lag or jet lag disorder is common for people who travel across time zones. Jet lag is primarily a temporary sleep disorder which can make you feel unwell and cause daytime fatigue. Sufferers often find it hard to stay alert and may also have gastrointestinal problems.

If you suffer from jet lag, you have a greater risk of being involved in a road accident. Try to get somebody else to drive if you feel drowsy when you get back from your trip.

If your business travel is successful, i.e., good for your employer, your opportunities for promotion may improve. If you visit branches of your company, you will make new face-to-face contacts. In fact, one of them may offer you an interesting position in the future. Without your trips, this opportunity may never arise.

On a personal note, if you like learning about different cultures and how people abroad go about their lives, business travel is great. Not only do you learn a lot, but you also do it on the company’s expense.

If you accumulate lots of airmiles or reward points, you can use them for big discounts when you take your family on vacation. You may get special concessions from airlines, airports (VIP lounges), hotel chains, restaurants, currency exchange agencies, and car rental companies.

With the advancement of smart technology, business travel is becoming more efficient as travelers can check in, navigate airports, and manage itineraries using their smartphones.

Terms related to business travel

There are many words and expressions in the English language that are related to business travel. Let’s look at six compound phrases that contain the words “business travel,” understand their meanings, and see how they are used in a sentence:

Business travel expenses

The costs incurred while traveling for work purposes. Example: “The finance department requires all receipts to accurately reimburse business travel expenses.”

Business travel policy

A set of guidelines a company establishes for employees to follow when traveling on business. Example: “Before booking your flight, please review the business travel policy for approved airlines and accommodation.”

Business travel insurance

Insurance coverage designed to protect travelers from risks associated with traveling for work. Example: “Given the unpredictability of international trips, our company always recommends purchasing business travel insurance.”

Business travel management

The process or practice of managing and organizing corporate travel. Example: “Our agency specializes in business travel management, ensuring clients have a seamless experience.”

Business travel consultant

A professional who advises on and arranges all aspects of travel for businesses and their employees. Example: “To optimize our travel budget, we hired a business travel consultant.”

Business travel planner

A tool or service used to organize the details of travel for work. Example: “The business travel planner app was instrumental in coordinating the complex itinerary for our sales team’s roadshow.”

Video – What is Business Travel?

This video, from our YouTube partner channel – Marketing Business Network – explains what ‘Business Travel’ is using simple and easy-to-understand language and examples.

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New Report: Exploring the Rise of Purposeful Business Travel

Accor Group + Skift

September 25th, 2023 at 10:00 AM EDT

As travel demand returns, a new report from Accor uncovers some of the challenges and opportunities facing corporate travel decision makers as they reexamine the value of business travel in a post-pandemic world — and points to what they need to prioritize in 2024.

Accor Group

This sponsored content was created in collaboration with a Skift partner.

Amidst financial and geopolitical uncertainty, business travel demand is increasing due to a robust return to in-person corporate and industry events — even though a full recovery to 2019 levels may not be possible until 2024, according to Skift Research .

As the market continues to level out post-pandemic, business leaders are seeking a new status quo that balances business needs with social and environmental pressures.

“Demand for business travel is back, with forecasts indicating continued increases in business travel spend,” said Karelle Lamouche, chief commercial officer, premium, midscale, and economy brands at Accor. “Business needs travel, and its value is undeniable, but the how and why of business travel has never been such an important question to explore. Understanding and evaluating the purpose of a trip has become more important than ever.”

This idea that purposeful travel is now key to the business travel value equation was recently explored by a panel of global business leaders and senior Accor executives at the company’s annual Masters of Travel advisory board meeting.

“Our Masters of Travel advisory board brought industry leaders from technology, law, energy, engineering, and pharmaceuticals together with Accor executives to create a future vision for business travel and corporate meetings, digging deep into the real value of travel, evaluating the demands it makes in environmental, social and governance (ESG), and understanding what businesses need to prioritize in 2024 and beyond,” said Sophie Hulgard, chief sales officer at Accor.

Key insights from the Masters of Travel event appear in Accor’s Business of Travel 2023 report , which provides a snapshot of the current state of business travel via new research and data analysis.

Understanding the Why of Business Travel

Business travel demand is coming back. A recent survey of Accor’s corporate clients revealed that their business travel expenses had declined by 24 percent compared to 2019, a 10 percent improvement over 2022. Meanwhile, a Deloitte survey projected that business travel spending will fully rebound to pre-pandemic levels by 2024. Accor data reinforces this forecast. The group’s recent client business travel study revealed 57 percent of respondents expect a travel budget increase in 2024 over 2023.

But while the financial value of in-person meetings is clear — Accor research shows that business professionals estimate 25 percent more revenue when meeting face to face rather than virtually — the question of return on investment must be accompanied by a question of purpose that goes beyond the financial bottom line.

“Understanding why you’re traveling, how it will benefit your client relationships, how it will affect the overall health of you and your company, and how it will impact the environment, are key factors for your corporate travel manager to decide whether you should be traveling,” Hulgard said. “Beyond return on investment (ROI), trips are being evaluated in terms of return on expectation (ROE) — so hospitality companies need to deliver against the expectations of the experience, which can vary greatly from company to company, industry to industry, and even trip to trip.”

Delivering Positive ROE (Return on Expectation)

The panelists at the Masters of Travel event represented a wide array of industries — including technology, energy, engineering, pharmaceuticals, and professional services — each with different expectations about the experience and the importance of employee satisfaction, cultural development, and corporate social responsibility (CSR).

“Our goal as a hospitality company is to meet and exceed all of those different expectations and ensure a return, whether we’re building brand loyalty with one employee at a small company or hosting a large conference for a major corporation,” Hulgard said. “Each company has its own definition of purposeful travel, but one shared expectation on the experience is traveler well-being and the need for hotel brands to delight the traveler.”

With travel stress at an all-time high due to external factors like flight disruptions, inflation, labor shortages, and longer queues, one way hotel brands can deliver a return on expectation is by training hotel teams to approach guests with empathy and communicate with emotional intelligence (EQ).

“We’re very focused on making sure every guest always feels welcome,” Hulgard said. “Fulfilling that promise means accommodating all types of requests and elevating the importance of neurodiversity within our training.”

Accor research shows corporate decision makers place “traveler experience” as the second most crucial consideration in 2024, after cost savings.

“More than ever, the well-being of business travelers should be the priority,” Hulgard said. “This is also where blended travel comes into play. Stay longer, do more, go down a gear. In short, think about what you want to achieve from your time and carbon output. If you stay longer, you can pack in more meetings and enjoy some purposeful leisure time, which is beneficial to your mental health and well-being. And why not add on a pleasure trip if it means one less flight?”

The advisory board concurs. One delegate commented on how cost- and time-effective blended travel is to an employer: “Work is paying for the trip anyway and the employee feels like they’re getting extra value. Morale is boosted at no extra cost — so it’s a win, win.”

Recognizing Social and Environmental Pressures

The client survey found that 54 percent of respondents put carbon emissions as their number one CSR priority, with “supplier sustainability performance for 2024 hotel sourcing and selection” ranked as highly important in their booking decisions.

“A growing number of companies are implementing company-wide carbon budgets,” Hulgard said. “Accor is an ideal partner because more than 70 percent of our hotels already have carbon measurement tools in place. In addition to the detailed carbon offsetting data travel managers are looking for, we can deliver reports on water consumption and other environmental and societal impacts.”

Earlier this year, Accor committed to supporting its 5,400 hotels in obtaining external sustainability certifications by partnering with Green Key and Green Globe. These third-party environmental certification bodies will help Accor reassure corporate travel managers who want all hotel brands in a group to follow the same standards.

“It’s all tied together,” Lamouche said. “With businesses trying to strike a balance between carbon and cost, productivity and purpose, it’s a time of great change and revaluation for the industry — change that we can lead. Today’s corporate decision makers are mindful of value, sustainability, and striking a balance between the time and well-being of employees. Purposeful hotel brands and travel managers can respond to this need and give business travel a new lease of life. Businesses can uplift revenue and reinvigorate teams, culture, and employee well-being through face-to-face meetings and purposeful travel.”

This content was created collaboratively by Accor and Skift’s branded content studio, SkiftX .

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Tags: accor , business travel , corporate travel , hospitality , SkiftX Showcase: Hospitality

What Are The Key Features Of Business Travel Justification?

Home » Corporate Travel » What Are The Key Features Of Business Travel Justification?

In today’s dynamic corporate landscape, business travel plays a pivotal role in expanding horizons, forging partnerships, and driving organizational growth. However, with a heightened focus on budget optimization and remote work capabilities, justifying business travel has become more critical than ever. In this blog, we delve into the significance of business travel justification, exploring its benefits, and understanding the key aspects that make a compelling case for hitting the road.

Business travel justification features:

1. aligning with business objectives.

Effective business travel justification begins with a clear alignment of travel plans with the company’s strategic goals. Whether it’s exploring new markets, meeting potential clients, or attending industry conferences, each trip should contribute to the overall success and growth of the organization. Demonstrating how the travel directly supports revenue generation, market expansion, or skill enhancement adds weight to the justification.

2. Emphasizing face-to-face interactions

While technology has made virtual meetings possible, the value of face-to-face interactions cannot be overstated. Building rapport with clients, prospects, and partners is often more effective in person. Highlighting the potential for creating long-lasting relationships and securing business opportunities through face-to-face meetings strengthens the case for business travel.

3. Maximizing Return on Investment (ROI)

The financial aspect of business travel is a critical consideration for organizations. Justifying travel expenses requires a comprehensive cost-benefit analysis, showcasing the potential return on investment (ROI) from the trip. Factors like increased sales, new contracts, or improved market insights resulting from the travel contribute to a positive ROI.

4. Enhancing collaboration and innovation

Business travel fosters collaboration among team members and departments. In-person meetings encourage creative problem-solving, brainstorming, and sharing of ideas that may not be as effective in virtual settings. Justifying business travel as a means to enhance innovation and teamwork can strengthen the case for travel approvals.

5. Addressing cultural nuances and local insights

Entering new markets often demands a deeper understanding of cultural nuances and local practices. Business travel allows professionals to immerse themselves in the local environment, gaining valuable insights and adapting strategies accordingly. Demonstrating the importance of firsthand cultural experiences for successful market penetration can be a compelling argument for travel justification.

6. Mitigating project risks

For complex projects or critical assignments, business travel may be necessary to mitigate potential risks. Being physically present at project sites allows for real-time assessment, efficient problem-solving, and timely decision-making. Emphasizing the importance of risk management and project success through travel can help secure travel approvals.

7. Capitalizing on time-sensitive opportunities:

In the fast-paced and competitive business environment, certain opportunities arise that demand swift action and immediate attention. These time-sensitive opportunities can include last-minute deals, urgent client requests, time-bound projects, or critical industry events. Justifying business travel for such occasions is essential to seize the moment and gain a competitive edge.

8. Seizing last-minute deals

In the business world, opportunities may present themselves unexpectedly. Justifying business travel to capitalize on last-minute deals can lead to significant cost savings, new partnerships, or increased sales. Being physically present to negotiate terms, finalize contracts, and establish trust with potential clients or partners can make a crucial difference in securing lucrative opportunities.

9. Responding to urgent client requests

Client satisfaction is paramount in any business. When a client makes an urgent request or expresses the need for immediate attention, business travel becomes imperative. Justifying travel to address clients’ urgent needs demonstrates a high level of responsiveness and dedication to providing excellent customer service.

Suggested Read:  Top Benefits Of Corporate Travel Reporting For Finance Team

10. Meeting time-bound project deadlines

For time-bound projects or time-critical deliverables, in-person collaboration may be essential to ensure successful project completion. Justifying travel for project-related purposes emphasizes the organization’s commitment to meeting deadlines and delivering high-quality results on time.

11. Engaging in critical industry events

Certain industry events, conferences, or trade shows are time-sensitive and have a limited duration. Justifying business travel to participate in these events allows professionals to network with key industry players, stay updated on the latest trends, and identify potential opportunities or collaborations that may not be available at other times.

12. Navigating regulatory changes

In some cases, regulatory changes or policy updates may require immediate attention. Justifying business travel to address compliance-related matters or to engage with regulatory authorities can prevent potential disruptions to business operations and protect the organization’s interests.

13. Securing time-bound funding or investment opportunities

Time-sensitive funding rounds, investment opportunities, or grant applications may necessitate immediate action. Justifying travel to participate in pitch meetings, secure funding, or present proposals in person can significantly enhance the chances of success.

14. Ensuring timely project oversight

For large-scale projects or those with remote teams, business travel allows for on-site project oversight and efficient communication. Justifying travel for project monitoring demonstrates the organization’s commitment to ensuring the smooth execution of critical initiatives.

15. Building trust and credibility

Face-to-face interactions create trust and credibility, particularly in negotiations and sensitive business deals. Demonstrating how business travel enhances the organization’s reputation and fosters goodwill can bolster the case for travel approvals.

16. Networking and industry insights

Attending conferences and industry events offer unparalleled networking opportunities and access to valuable industry insights. Justifying business travel as a means to stay abreast of the latest trends, technological advancements, and competitor analysis adds value to the organization.

Business travel justification is more than just an administrative requirement; it is a strategic process that emphasizes the value of human interaction, growth opportunities, and measurable results. By aligning travel plans with business objectives, maximizing ROI, and highlighting the intangible benefits of face-to-face interactions, organizations can make compelling cases for business travel approvals. As travel policies evolve to adapt to changing times, embracing thoughtful business travel justification can lead to purposeful ventures, fruitful collaborations, and sustainable growth for the organization. Remember, behind each justified business trip lies the potential for transformative business success.

Suggested Read: What Is A Business Trip Report And How To Prepare One?

Business Travel Justification FAQs

Why is business travel justification important.

Business travel justification is essential for ensuring that company resources are used efficiently. It helps management evaluate the necessity of each trip, control expenses, and align travel with strategic goals.

What should be included in a business travel justification request?

A travel justification request should include the purpose of the trip, specific business objectives, expected outcomes, a breakdown of expenses, and how the travel aligns with overall strategy of the company.

Who typically needs to provide business travel justification?

Employees, managers, or project leaders who are requesting approval for a business trip are responsible for providing the travel justification. This ensures transparency and accountability in travel-related decisions.

How can I demonstrate the importance of the business trip?

To demonstrate the importance of a business trip, emphasize the specific goals, outcomes, and potential benefits the trip will bring to the company, such as securing new clients, attending critical industry events, or conducting essential research.

Pratyush is a traveling enthusiast who always looks for innovations in business travel management. He has 5 years of experience writing content on corporate travel management and working closely with expert business travel facilitators.

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