Mastering flexible travel: How to adapt to the challenges of organizing work trips.
Whether it’s for personal or professional reasons, sometimes the itineraries you’ve carefully planned need to change. Not only is this frustrating, but it can be stressful knowing that shifting the schedule could result in a big bill. Flexible travel agreements do away with eye-watering charges or sunk costs due to unforeseen changes in circumstances. Instead of losing the majority, if not all, of the amount the company has paid for transport or accommodation, it's possible to recover some of the money without additional fees with the right tools.
The boss’s long-haul flight delayed ahead of departure? Or need to add an extra night to your colleagues' site visit? Flexible fares and the right travel management tool allow you to adjust plans quickly without the headache of sitting on hold.
?)
Using the latest online tools also offers benefits to you and your coworkers. Rather than wasting time chasing refunds or waiting for customer support, work trip schedules can be altered in just a few clicks. This saves time that can be used more productively, like helping them prepare for that all-important product launch or pitch!
We all know plans change. A client needs to change a meeting time, or the team gets a last-minute lead on a potential new partnership. Having the flexibility to modify and rebook their travel to take advantage of new opportunities lets you optimize the ROI of your colleague’s business trip with ease.
Many employees who travel for work will have faced a moment when life throws an unexpected change on their upcoming business trip. Whether childcare falls through or there is a bereavement in the family. Sometimes, plans need to be altered so they can take care of their loved ones. As we have seen, fixed fares can generate big fees and inefficient amendment processes. At a time when emotions are high, this is often the last thing your coworkers want to have on their minds or in their inboxes.A good work-life balance is important for all employees but can be especially tricky for those who are constantly on the road. By opting for flexible fares, you and your organization not only save time and money but can support your business travelers’ well-being.
Sometimes, booking a cheaper, non-refundable option and hoping for the best can seem easier. But as we have seen, this can be a costly mistake in more ways than one.Creating flexibility in your organization’s work travel doesn't need to cost your company a fortune. There are cost-effective solutions that can help travelers access more flexible options and please management with increased travel policy compliance.
If you frequently organize travel for work, you will want to choose travel arrangements that let you make free or low-cost modifications and cancellations up to a certain period before departure.Although you may pay more upfront, it will likely be less expensive than paying to cancel and rebook entirely. This proactive approach helps minimize the risk of losing significant travel spending when schedules shifts. Travel management companies (TMCs) make it easy to find and book with providers that offer these flexible terms, taking the guesswork out of travel planning. But for complete peace of mind, TravelPerk's FlexiPerk provides the industry's most generous cancellation policies.Flexiperk gives you the freedom to cancel plans up to two hours before departure. Every aspect of the travel booking (flight, train, car, hotel) is eligible for an 80% refund, no questions asked.Saving 40% on average compared to traditional flexible fares, FlexiPerk makes canceling and rebooking travel effortless. Wave goodbye to chasing refunds. You'll be credited on the TravelPerk platform in as little as seven days.
?)
When handling a busy workload, the last thing you need is to sit on customer support phone lines or online chat queues waiting to change business trip plans.Harness the latest business travel technology and use online booking tools that allow you to make changes fast. With TravelPerk, both you and your traveler can quickly change transport or accommodation options in minutes, in an easy-to-use mobile or desktop app.
Trying to remain compliant with company policies can be challenging at the best of times. But when you need to tweak arrangements last-minute and have limited appropriate options, keeping your boss and the accounting team happy with new plans can feel impossible.A solution like TravelPerk lets your organization integrate travel policies into the booking process, removing approval bottlenecks and the stress of last-minute searching. If you need to make a change at the eleventh hour, you can be sure you are selecting from a list of pre-approved options.
Many factors can impact a work trip’s schedule, from transport delays and cancellations to safety and security concerns. Information is power; receiving the latest details straight to a mobile or desktop app can help you make quick decisions and pivot accordingly.Using a travel management tool that sends real-time notifications as soon as changes are made to your traveler’s itinerary or within their destination can help you support them as they navigate the unexpected.
We all need help sometimes. With a busy workload, you might need support to adjust your boss’s booking or help finding them another route to get you to their destination on time. That's why ensuring you have fast access to dependable customer service is essential to a flexible travel strategy.With a solution like TravelPerk, you and your travelers can access round-the-clock customer service. With a target response time of just 15 seconds, 24/7, 365 days a year, there is no more waiting on hold for hours trying to find alternative arrangements.
Ensuring all traveling employees have adequate insurance is a no-brainer when strategizing a more stress-free approach to business travel. Depending on the level of coverage, policies can include reimbursement when canceling for medical or other emergencies.
In addition to using these tools and strategies, it's wise to build flexibility into your work trip itineraries. If your boss has an important meeting on a Tuesday afternoon, if possible, encourage them to travel on the Monday. This slower approach will give them ample time to account for any unexpected delays and arrive relaxed and ready to tackle their work trip schedule.Equally, for their return journey, make sure you've accounted for events to overrun so they're not rushing to catch their flight or train home. By scheduling to arrive and depart the day before and the day after their work trip’s main events, you can avoid anyone having to worry about tight connections and offer them the chance to be more flexible if unexpected opportunities present themselves.
?)
Make business travel simpler. Forever.
- See our platform in action. Trusted by thousands of companies worldwide, TravelPerk makes business travel simpler to manage with more flexibility, full control of spending with easy reporting, and options to offset your carbon footprint.
- Find hundreds of resources on all things business travel, from tips on traveling more sustainably, to advice on setting up a business travel policy, and managing your expenses. Our latest corporate travel resources and blog posts have you covered.
- Never miss another update. Stay in touch with us on social for the latest product releases, upcoming events, and articles fresh off the press.
?)
?)
?)
?)
?){kind=icon}
?){kind=icon}