For many people, the prospect of business trips abroad is the most attractive part of their job. However, unlike regular leisure trips, where you can be flexible, business trips must be clearly planned and thought out in advance. Mistakes in planning can be costly not only for travelers but also for the company itself.
In addition, most problems encountered while traveling are often quite common and can be eliminated through proper planning. First of all, you need to take care of accommodation and transportation, especially if you’re going to visit such expensive countries as the UAE. The best option would be to luxury rent a car in Dubai so that its executive class matches the company’s scale. This way, you can ensure freedom of movement while solving all important issues. In addition, for everything to go well, you should pay attention to other important points discussed in this article.
How To Prepare For A Business Trip Abroad
Before going on a business trip, you must develop a clear plan. It doesn’t matter how creative you are, you should definitely plan what you need to do abroad, what to take with you, what places to visit, and who to communicate with. Each of these items should be written in detail. In addition, you should take care of the following organizational issues:
- Tickets and accommodation. First, you need to buy tickets and book accommodation, because booking in advance is always cheaper and more reliable.
- Transportation. It is best to rent a car. Start by finding a suitable, reliable car rental company and choose an executive car matching the company’s status. This way, you will organize freedom of movement.
- Pack a minimum of things. Even if you like to change your outfits, pack a minimum of things in your suitcase – only what you need in the first place. Think about your wardrobe in advance and take only these things. You will likely not need to wear something completely new every day. In addition, huge suitcases will have to wait for a long time, or they may be lost at the airport (if you put them in the luggage compartment), or you will have to carry them all the time yourself. Also, if you will be sitting for a long time during the flight, you should take an inflatable pillow.
- Arrive at the point of departure in advance. For safety reasons, you shouldn’t arrive at the airport or train station at the last minute – it can be a real disaster if you miscalculate the time.
Also, consider one more small but important tip – have a snack before you go on vacation. To avoid looking for food during a long trip, eating at home or taking a small snack with you is best.
What To Do While Traveling
It’s best to do something useful during the trip: sleep or start something you need to do for work or something you don’t always have time for. If you’re going to relax, it’s best to take an inflatable pillow and a special mask to protect your eyes from the sun’s rays.
The only thing you definitely shouldn’t do during a business trip is drink alcohol. Alcohol can do more harm than good, especially if it’s a business trip where you need to be fresh-faced in the morning and solve important issues.
What To Do Upon Arrival
To prevent unforeseen incidents, you must start preparing for a business trip as soon as the date is set. Business travel plans must be consistent with the company’s corporate goals. If the business trip requires several meetings with the right people, it is best to organize the schedule so there is enough time to move around the city and prepare for the next meeting. In this case, renting a car will not hurt at all. Ideally, the places where meetings with business partners will be held should be easily accessible to all participants in the negotiations.
When planning meetings, you should use all available tools:
- Diary;
- E-mail (needed to send out corporate letters with time notifications);
- Excel spreadsheet.
Since there are quite a few tasks to be performed during a business trip that need to be memorized, it is best to use special planning applications. You can choose from a regular Google calendar or special programs for business people. Set reminders for yourself on your phone so you remember everything.
It would help if you remembered that any business trip is a great way to change the environment, learn something new, meet new people, diversify your work tasks, and simply take a break from your colleagues. The main thing is to remember the main goal and mission you have to fulfill upon arrival. All your efforts should be directed to these tasks.
Until your mission is accomplished, instead of monitoring entertainment venues, you should limit yourself to having a good time exploring local attractions. If there are none nearby, you can relax in your room.
In addition, you should remain vigilant with valuables, documents, and money. Be sure to collect receipts, tickets, and receipts, as they are needed for reporting purposes.
Limit Financial Expenses
Before you start organizing a business trip, make sure you understand your company’s business travel policy and budget well. Most companies reimburse general travel expenses, which include:
- airfare
- hotel accommodation
- meals
- transfer (car rental).
It is best to clarify these points with your manager to understand what expenses the company will cover.
How To Get Around In An Unfamiliar City Abroad
The issue of transportation is also quite acute in an unfamiliar city. For example, you already have a plan of what places to visit and are confident that you can hold your planned business meetings. But you still have a fear of getting around an unfamiliar city. First, in this situation, you should understand the local language. If you often go on business trips, you can download a translator.
Traveling around the city shouldn’t make you afraid either. Today, it’s easier to find a place with a taxi service. If you’re not afraid to drive in a new city or go on a business trip to a place you’ve been to more than once, renting a car is best. You need to set up the navigator and calculate the travel time in advance so you don’t get stuck in traffic and miss an important meeting or event. In general, hiring a car is the best solution for a business trip, as you can plan where you want to go without relying on taxis or public transportation, which sometimes don’t work as they should.
To summarize, like most other important life skills, traveling takes time and effort to master. The first few times you go on a business trip, try to do everything carefully and slowly and take your time. Thorough research and proper organization of all the moments will always protect you from any unfavorable circumstances that may turn into a problem for the company that needs to be solved.
