10 tips for planning a business trip

Quick insights

• Determining the purpose and budget of a business trip may help employees better plan their itinerary.
• It can be helpful to book flights and accommodations in advance to get potentially better prices.
• Employees may want to consider reviewing their company’s expense and reimbursement policies before travelling.

Planning a business trip can be a complex process. You'll likely want to consider the purpose of the trip, its budget and its itinerary well in advance. Breaking up business trip planning into separate tasks can be a helpful way to stay organized before and during the trip.

Below, we cover what you’ll need to consider to plan a trip, from booking flights and accommodations to understanding travel expenses and receiving reimbursements. Read on to learn more about creating a detailed itinerary, managing travel expenses and staying organized while you travel.

1. Identify the objectives of the trip

Before booking travel and planning the trip, identify why the travel is necessary. Do you need to meet a client in person? Are team members from different locations meeting to strategize for the coming year?

Understanding why you need to travel may help you come up with a budget and itinerary that makes sense. For example, if you plan to meet with clients, you’ll likely want to make plans for meals or events. And if you plan to work with other colleagues, it may be important to book meeting spaces for connecting in person.

2. Determine your budget

After identifying a reason for travel, it’s time to come up with a budget. The budget will dictate how much each employee can spend on flights, lodging, meals and other expenses.

If your company doesn’t have a formal policy regarding travel expenses and reimbursement, it may be a good time to create one. This way, employees may better how to book travel and receive reimbursement.

Some companies choose to use business credit cards to forgo the added steps of the reimbursement process. Instead, they can issue individual employee credit cards connected to the primary business account.

3. Book flights and accommodations

It may be wise to book flights and accommodations as soon as you know your travel plans and budget. This is because booking in advance could result in better prices, seat selections and hotel availability. There are several travel booking sites that compare prices for flights and hotels for you so you can pick the best deals.

4. Create an itinerary

Once you know when you’re arriving at your destination, you can create an itinerary for your trip. Here are a few things to consider as you plan:

• Share travel details like flight information and hotel reservations with colleagues
• Schedule in-person meetings for business-related activities
• Plan after-work social events or client dinners
• Allow for downtime and leisure activities if time allows
• Include colleague contact information for accessibility while traveling

If you’re meeting colleagues at an office or other shared workspace, it might be a good idea to book conference rooms in advance. This way, you’ll have a place to collaborate once you arrive.

5. Prepare for travel

Before you depart, notify any necessary colleagues or clients about your travel plans. You may want to block off your work calendar or set up an automatic email reply during hours you won’t be available.

You may also want to consider getting caught up or ahead of independent work tasks prior to travel. This way, you’ll have more time to collaborate in person once you get to your destination. Plus, you won’t need to catch up on tasks when you get back home.

Depending on where you’re traveling, you may also want to familiarize yourself with your destination’s culture, customs and business etiquette. Be prepared for potential challenges including language barriers, currency exchange and jet lag.

6. Pack strategically

Packing for a business trip may be challenging; you’ll want to be prepared without overpacking. It may be helpful to make a packing list prior to your trip. Plan out what types of outfits you need based on your itinerary, and ensure you have any necessary technology, chargers and adapters.

Here are a few packing tips to consider:

• Use packing cubes to maximize luggage space
• Avoid checking a bag to potentially save time at the airport
• Pack clothing pieces that are easy to mix and match for different types of events
• Bring outfits for both work and social events
• Keep important items, like laptops and travel documents, in a personal bag

7. Follow company expense guidelines

It’s common for small business employees to pay for business-related expenses up front and receive reimbursement later. Employees may want to consider reviewing their company’s expense and reimbursement policies prior to traveling. This way, they can ensure they are making approved purchases that qualify for reimbursement.

Many companies set limits for how much employees can spend on certain expense categories (like meals and transportation) per day on business trips. Keep in mind that there may be exceptions. For example, companies may choose not to reimburse upgraded rideshare vehicles or alcohol outside of work-related events.

Employees might also want to consider taking photos of receipts throughout the trip for bookkeeping purposes, as proof of purchase may be required for reimbursement. If your company uses expense management software, you may be able to download an app to automate the expense reporting process.

8. Travel safely

It’s important to consider travel safety for both personal and business trips. Here are a few travel safety tips to consider:

• Keep important documents and valuables on your person whenever possible
• Share your travel itinerary and contact information with fellow travelers
• Stay updated on travel advisories or restrictions relevant to your destination
• Be cautious of your surroundings
• Have a backup plan for emergencies or unexpected situations

9. Use technology to stay organized

Leverage technology to prepare for your travels and stay connected on-the-go. For example, you could:

• Check in for flights early online or through airline apps
• Use travel management apps to consolidate details like flight information, hotel reservations and transportation schedules
• Use translation apps if applicable
• Download work email and communication software to stay in communication
• Download expense management apps to attach receipts for expense reports

10. Maximize productivity while traveling

While business trips can be a fun break from your typical work routine, you’ll also probably need to get some tasks done. Consider arriving at the airport early so you can make your flight with time to spare for work activities.

Here are a few ways you can stay productive while traveling:

• Prioritize time-sensitive tasks before your trip to make the most of in-person meetings
• Use downtime during travel to catch up on emails or complete independent tasks
• Minimize distractions by using noise-cancelling headphones
• Consider visiting an airport lounge if you prefer a designated desk or workspace
• Leave room in your itinerary for self-care breaks to avoid burnout

In summary

Embarking on a business trip can be fun and exciting, but it’s important to remember that sticking to an itinerary and keeping track of expenses can help you stay organized and productive. Creating a daily schedule can also help you make the most of your trip and make time for both business and leisure.

Booking travel in advance can also help business travelers get better prices on flights and accommodations. Additionally, it may be helpful to review your company’s travel and expense policies thoroughly to ensure that you are properly reimbursed for your expenses.