Do you need to send your employees on business trips from time to time? If that is the case, you need to use a strong business travel management program that can help you. There are a lot of companies that are starting to open up their borders again, and that means that many businesses are sending their employees on business ventures. At the same time, many businesses have not been able to travel for a few years, and some companies might be a bit rusty. If you want to put your business travel management program in a position to be successful, you need to be aware of a few common mistakes that you should avoid.
1. Not Using a Computer Program To Track Everything
First, you need to make sure that you use a computer program to track everything related to your business travel program. There are a lot of companies that have used a paper and pen system to document all of their information for many years, but if you continue to rely on this type of program, important information will fall through the cracks. You must ensure that you find the right computer program to help you keep track of your expenses. If you do so, you can save a lot of time and ensure your information is accurate. You also do not need to worry about deciphering bad handwriting.
2. Not Having a Clear Policy About Who Pays for What
Next, you need to ensure that you have a clear policy in place of who pays for what. Of course, the company is eventually going to cover everything, but who actually books the trip? Some employees might have a preference for who they fly with or the hotels they use. In other cases, businesses might have a relationship with certain airlines or hotels, so they might want to book everything. The most important thing is that you need to have a clear policy about who pays for what. If you don’t have a clear business travel policy, then you might have important tasks overlooked.
3. Waiting Too Long To Book
The business world can be a bit unpredictable at times. There might be situations where you need to go somewhere on short notice. On the other hand, you need to book everything as far as possible in advance. That way, you can save a significant amount of money. If you wait until the last minute to book something, you will end up overpaying for your flights and hotel rooms. Furthermore, the flight you need might not even be available. The farther in advance you can schedule something, the better.
4. Overlooking Important Rewards
There are ways that you can cut your overhead expenses, and one way to do so is to use rewards programs. There are a lot of great credit cards out there that you can use to book your business travel needs. For example, you might find a card that gives you three or four percent back on the travel you book using that card. This can add up quickly, giving you access to free plane tickets and hotel rooms. Or, you might want to pass those rewards down to your employees as a nice perk.
5. Not Having Backup Copies of Documents
Finally, a common mistake that companies make with business travel is not having backup copies of documents. Today, there are hackers everywhere. There is a lot of sensitive information that you share when you book travel for your employees. They might steal the documents or try to corrupt them. You need those when you travel, and you must have them for tax purposes. Make sure that you store backup copies of all of your documents. Ideally, you should have at least three copies of all documents stored in multiple locations. That way, you always have a backup copy if one is lost or stolen.
Set Up Your Business Travel Program Properly
In the end, there are a lot of benefits that come with business travel. It is a great way to build strong relationships with your business partners and it can help you expand your foothold in the market; however, if you do not keep an eye on your expenses, you could put yourself behind the eight-ball relatively quickly. You need to find a program that can help you manage your expenses, and you need to audit your program from time to time to see what is working well and what is not.