A business trip is a complex event, the organization of which includes many steps. On each of them, the company can both solve its business and waste and spend a lot of money.
A document called Travel Policy helps to avoid such problems. Today we will talk about why it is needed, and how to draw up such a document for your company.
First stage: Decide on the goals
Travel Politics is a document that regulates business trips. But business trips can have different goals, and you need to approach the organization and evaluate such trips differently.
The company can use business trips to solve different problems. The shit in the B2B segment is divided into two important blocks. One of them is business development. This type includes trips at the conference, to participate in exhibitions or negotiations with potential customers.
The second important group of business trips is traveling to maintain the company’s activity in the right region. These include, for example:
- Exit inspections,
- training of branches employees in other cities,
- Meetings with local partners, etc.
Obviously, trips of each type are important. At the same time, their immediate value for their business is different – the training for employees of the branch will not give the same high returns as successful negotiations on a contract of several million.
Therefore, if in the first case we can talk about reducing the cost of a trip as one of the main goals, then in the second case the priority should be the speed of movement and the comfort of a person, on which the company will receive a lot of money.
After you make a list with the goals of travel, you can already proceed to a specific description of the organization of business trips of each selected type.
Implementation: select the parameters in accordance with the goals
In order to immediately attribute a business trip to a certain type on the basis of its goal, you can create your own sample document in which codes for different trips will be provided. Further parameters that need to be monitored according to the regulations should depend on this code.
For example, if a trip is a type of business supporting, then here you can set the task of saving money. Then it is worth laying the requirements for the search for optimal travel and living options in terms of price. It is important to indicate the time for which a business trip should be booked – this also helps to save.
According to Onetwotrip statistics, the price of a ticket a couple of days before departure can be 50% higher than when booking in 2-3 months. With trains and hotels, a similar situation is that when buying “here and now” they cost, on average, 20% more than when booking in advance.
In some cases, a requirement to study alternative travel options is included in the Trevt Politics. For example, a situation is possible when, thanks to a successful carrier action, you can get to the desired city not by plane, but by high -speed train. This will not take much more time, the level of comfort for the employee will remain the same, and the company will be able to save.
It must be remembered that on a trip to the employee the company pays not only average earnings, but also per diem. If you need to save, then the duration of the trip should not be too high. For example, to take on a trip to the neighboring area more than one or two days, if the employee’s task is not very complicated, is clearly not worth it-all this can also be foreseen in the travelnic policy.
Accordingly, when organizing urgent trips, and especially business trips for business development, you can focus on parameters, such as time, remoteness of the place of residence from the area where meetings are held, etc.
Conclusion: control is very important
Trevel Politics is a document that allows you to introduce clear regulations for organizing business trips of various types. However, any regulations will only be effectively working in the long term only with proper control.
Therefore, it is important to prescribe in the document what documents are needed for reporting for each trip – this should include evidence of costs. Also, in Travel Policy, it is worth prescribing people who have access to the flight reservation system and hotels. This will avoid situations when an employee unfamiliar with politics bought a ticket according to his preferences.
