6 steps for booking stress-free work travel for your boss
Wondering how to make organising travel for your boss easier? You’ve come to the right place. We all know booking and managing executive work trips can be stressful. It can be a serious headache for executive assistants like yourself, trying to coordinate their work travel while handling various other day-to-day responsibilities. Your boss's time away might be jam-packed with meetings, all while trying to keep up with colleagues in different time zones, and dealing with jet lag.From booking tools that streamline all your arrangements to solutions that automate your travel expenses and simplify reclaiming VAT. Thankfully, there are ways to simplify executive travel, alleviate the admin, and remove common pain points travelling for work can bring.1. Prioritise their preferences
The first step in organising any work trip is ensuring you consider all of your traveller’s personal priorities. For example, maybe your boss prefers a window seat or likes to stay at a specific chain of hotels. Perhaps it’s important for them to have access to a gym, or they would like their room to have a large desk to catch up on emails between meetings.If your boss travels frequently, they may accrue loyalty points with airlines or hotels. Opt for travel options with these companies wherever possible, and be sure to jot down their membership numbers so they can earn perks or receive preferential treatment on this new itinerary.Collecting points on flights and hotel stays can get your boss various perks, from complimentary late check-out to lounge access. If they don’t belong to any loyalty membership programs already, ask them what airlines or hotels they like staying at and see if you can sign them up. After noting these preferences, harnessing the latest technology can help you streamline the booking process. 2. Book the best options with a travel management tool
Rather than scrolling through several websites to find the best prices, a comprehensive booking tool like TravelPerk can help you organise the entire trip in just a few clicks. From hotel stays, flights, car rentals and trains. You can easily search through and select the options that meet your executive’s preferences on one easy-to-use online tool.Access competitive rates with TravelPerk
One of the many benefits of booking business travel on TravelPerk is that users can take advantage of competitive hotel rates without entering into negotiations themselves. In fact, with TravelPerk you can choose from over 26,000 discounted hotel rates. These significant savings will definitely get you in your boss's good books!5. Stay on track of your company’s sustainability goals
Ensuring your boss’s work trip contributes to company compliance with environmental regulations and corporate social responsibility (CSR) goals requires careful and complicated monitoring.By regularly evaluating the environmental impact of your work trips, you can identify areas for improvement and implement greener travel practices. However, measuring CO2 emissions from your work travel to tracking your team's offsetting efforts is a considerable task for anyone.TravelPerk's GreenPerk makes supercharging your sustainability efforts quick and easy by offering detailed reports of the emissions generated by your work travel.GreenPerk also highlights eco-friendly travel options during the booking process to encourage effective changes straight to your travellers. Plus, you can offset any remaining emissions through VERRA-verified carbon-reducing projects. 6. Simplify travel expense reporting
Expense reporting can feel like a significant time snatcher. Tracking money takes longer than spending it! Help your boss get expense reporting done in a flash by downloading a receipt-scanning or management app. With this more modern approach they can capture expenses in real-time rather than trying to fish out receipts on their return.As we have seen nothing beats automation. TravelPerk integrates with various third-party expense management apps, including, Pleo, Expensify, Yokoy and Payhawk, so that trip costs are stored safely, and travel spend reports can be accessed rapidly.With tools like TravelPerk, you and your finance colleagues can quickly access a wealth of travel expense information. Search by employee, destination, or department to check on travel spend in real-time and ensure you're on track to meet this year's budgets.Now you can go the extra mile
The best part of automating and outsourcing aspects of your work travel management is being able to focus on the extra details your boss will appreciate. This attention to detail will set you apart from other executive assistants and impact your boss’ travel experience.Here are some examples of little extras that you can prepare in advance:- Luggage tags
- Business cards
- Talking topics and contact details of the local host (client or office manager)
- Tips for local business etiquette
- Restaurant recommendations based on their preferences - you can even use a concierge service like TravelPerk to secure reservations
- Tips for how to spend any downtime. Be sure to highlight options that require tickets and book these in advance
- Travel adapters and surge protectors
Take a second to figure out the little things that will make a big difference for your exec, and keep a running list for future business trips.Be the assistant superstar. Manage travel with ease and keep your team happy.
?)
?)
?)
?){kind=icon}
?){kind=icon}