6 basics for booking the best trips for your boss

1. Know what they like…and don’t

Everyone has their preference and lifestyle choices. Does your boss need a gluten free meal? Prefer a window or aisle seat? Find out all those details, if you don’t know them already, and save it all for next time. Then you’ll know exactly what to look out for time and time again.

Also don’t forget, business talk is usually confidential, especially if you’ve flown across the world to meet with someone. So think about privacy where possible, especially in restaurants where you might request a corner or a private room.

 

2. Consider the schedule

Time is precious. If you find a way to save your boss 10 minutes it might not seem like much, but if you manage to find 10 minutes six times, that’s an hour of time saved. It’ll make a big difference to the schedule as they’ll have time to squeeze in some emails or make an extra call.

It’s worth splitting the trip into chunks like the below so you can consider all the detail and timings. Write a concise itinerary to send over to your boss.  

• Starting out – home or office, timings, transfers, pre-trip info, security concerns
• Checking in – documents, timings, baggage
• Airport time
• In-flight – seat preferences, which class, Wi-Fi, meals,
• Arrival – transfer to hotel or meeting, consider traffic
• Hotel – location, room type, facilities
• Evenings and meetings – venues, reservations, preferences, timings
• Heading back home – checking in, transfers, timings

 

3. Be flexible with budgets

A lot of companies have a travel policy that outlines what staff should be booking and the budget for travel. But those rules are normally relaxed for those in the high levels of management. They’re usually travelling in business or first class where others would be encouraged to book economy. If you aren’t sure, just check with your boss directly.

 

4. Check documentation and apps

Including, but not exclusive to:

• Download the Melon app - travel plans, alerts and more in one place.
• Arrange visas.
• Download the NHS app / request paper version of COVID vaccination certificate.
• Print flight tickets / download airline mobile app with boarding pass.    
• Email over the itinerary with any relevant links.

 

5. Track the trip throughout  

Just because the plane took off on time doesn’t mean you can relax. Sorry. Keep an eye on that itinerary for the whole trip and be ready if any questions come up. Self-plug alert - our tech helps you track the real-time whereabouts of people at your company. So if your boss is heading to the wrong hotel then you can let them know and get them back on track.

 

6. Have a plan B. And C. And F

Having a list like the above also helps you also think about back-up plans. You’ll be on speed dial if anything goes wrong. So what would you do or which companies would you turn to if something isn’t going to plan? Hint: your TMC is a good start.