How to plan a business trip? Things to think about
To make any trip, it is necessary to carry out a prior planning of different aspects of it, so that everything goes as we want. In this way, we avoid possible setbacks and optimize the time and money spent on the trip. This planning must be even more exhaustive if we are going to undertake a business trip. In this case, we must be much more careful with the organization of the trip, because it is not only our time and our money that is at stake but also that of the company itself and that of our partners.
Therefore, today we will see a series of factors to which we will have to pay special attention when preparing our business trip.
1. The documentation
It is common that business trips must be prepared with little time in advance, before a business opportunity that arises at a given time, an unforeseen event, etc.. For that reason, if we usually travel in the work with relative frequency, it is very important to have in rule our personal identification documents: passport and DNI, since its procedure usually takes a few days. We must also inform ourselves if the country of destination requires us some type of visa to be able to enter. In this case , we will have to transact it in the embassy or corresponding administration. There are also companies specialized in processing visas that can be useful if we are going to visit a country that requires especially complex procedures.
Depending on the destination, you may need to present a vaccination certificate. And if you anticipate that you will need to drive, you should check the compatibility of your driving licence with the country you are visiting. In the event of incompatibility, you will have to apply for an international driving licence.
2. Travel insurance
It is always interesting to have a specialized insurance on business trips when planning our business trip. This type of product offers more specific coverage in the event of loss of documents, delays, and cancellations in means of transport and accommodation, etc. In addition, we must check the validity of our European Health Card in the country of destination or the international coverage of our private insurance. We can also take out travel health insurance for the occasion if we consider it necessary.
3. Know the destination of our trip
To avoid setbacks, we must know some basic information about the country or city to visit: weather, time zone, customs, cuisine, timetables, etc.. All of this will be very useful when planning your agenda, reserving the means of transport you are going to use or adapting your clothing to the place in question. In addition, knowing some facts about the local culture is always useful for interacting with our hosts: knowing the protocol of business in the country, how to say hello, thank you and other ways to show cordiality, respect, and education.
4. Choice of accommodation
When choosing the hotel or hotels in which you will stay during your trip, you should pay particular attention to its location. We must make sure that it is in a place close to the locations in which we will carry out our work and our meetings. We must also check that it has good connections with airports, metro network, etc..
On the other hand, it is important that you inform yourself in advance of the services and peculiarities offered by each of the hotels you are considering for your trip: WIFI Internet connection; restaurant opening hours; room service, in case you need to eat something out of hours; laundry and ironing service, meeting rooms, etc. Some hotels also offer special areas with their own office services: printers, computers, telephones, etc.
5. Planning our agenda
When we plan our agenda, we must take into account local destination times, as well as the time it will take us to move from one place to another once we are there. If we are going to do long-duration flights, we must be aware of the effect of jet lag, and give ourselves some recovery time before planning the first work meeting. On the other hand, it is also interesting to leave moments of rest during which we can relax and escape momentarily from work because a too tight schedule will not favor our good work performance. In this sense, taking advantage of the dead time we have in activities such as reading, watching a movie or listening to music will help us to disconnect and eliminate stress.
6. Transport at destination
Once we land in the place where we are going to carry out the work, we will have to face constant displacements: from the airport to the hotel, from the hotel to the places where we are going to carry out the work.