Companies of all sizes benefit from establishing operations procedures and protocols. Sometimes corporate travel is necessary. Other times it’s a luxury.
Nonetheless, organizations, from solopreneurs to corporations, should establish corporate travel plans.
The plans outline company answers to frequently asked questions. Plans also list expectations for travelers, such as attire and behavior.
Travel expense reimbursement is among the essential elements of a company’s travel policy.
To make the plan successful, treat it as an employee handbook for travel. Keep it simple, to the point, and concise but don’t skip important details.
What Is a Corporate Travel Plan?
A corporate travel plan is a company policy that outlines the dos and don’ts of corporate travel. It’s an employee handbook focused on answering frequently asked questions about corporate travel.
We outline seven tips for writing a successful corporate travel plan.
1. Review the Archives
Corporate travel managers enter their position and have one major task before hitting the ground running – they must figure out if their job is to revamp existing protocols or establish new ones.
If they exist, review the archives before writing a new corporate travel policy. Before continuing existing policies or revamping them, learn how the department previously operated.
Managers might spot areas that require improvement; they can also spot areas that benefit from enhancements.
Travel managers can also review tips from industry experts, such as Hotel Engine when writing corporate travel plans.
2. Outline the Details
Next, outline the details. Plans should address the following:
- Who books travels
- Travel expense reimbursement
- Rules for ground transportation
- Attire and behavior expectations
- Emergency contacts
Successful policies address frequently asked questions. It should also make travelers aware of company expectations.
It helps novices succeed on their first few trips and reminds veterans how the company travels.
3. Address Ongoing Concerns
Corporate travelers double as the company’s boots on the ground. Each traveler has an opportunity to pick on emerging trends. In addition, they can provide feedback about hotels, their locations, and conditions.
Hotels can change when management changes. The same is true for restaurants, airlines, and ground transportation services.
Travelers will make requests regarding their travel itineraries. Travel managers can’t accommodate all requests. However, managers can address ongoing concerns and embed protocols to address them in their plans.
4. Read Other Corporate Travel Policies
Professionals should network with their peers. Therefore, corporate travel managers should network with others. Then, ask for permission to read other corporate travel policies.
Companies are unique, and what works for one will not work for another. However, reading travel plans from other companies can give managers valuable insight before writing or rewriting theirs.
5. Meet with Related Department Managers
Travel managers oversee their departments and work with others, such as finance and executives.
Speak with the finance department manager and discuss financial constraints. It’s also an opportunity to discuss elements that impact expense reimbursements.
Some companies establish mileage policies. Others give travelers write-off information for their taxes.
Therefore, meet with related departments and gather relevant information.
6. Write a First Draft
Now, corporate travel managers have the resources they need to write their first drafts.
Insert the most essential details into the first draft since the other departments should review it before the plan becomes official.
Allow related department heads and executives to give feedback. For example, describing the nuance of expense reimbursements can become tricky.
The finance department manager can provide the best verbiage to avoid confusion or address future inflation or extreme price hikes.
7. Update Annually
The final step is to keep the plan updated. From 2020 to 2022, gas prices skyrocketed dramatically. Therefore, companies had to make frequent decisions regarding mileage reimbursements for traveling employees.
Although the events of 2020 through 2022 remain one-of-a-kind, other common elements stare at the economy annually, such as inflation.
In addition, other related components might change, such as airline policies, hotel rates, or ground transportation options. As technology has embedded itself into travel and culture, corporate travel managers should keep up with the trends.
Conclusion
Although writing a corporate travel plan will require a time commitment, it’s an investment that delivers returns in the future. The plan put traveling team members on the same page as the finance, executive, and travel departments. Therefore, take the above tips to heart and write your company’s successful corporate travel plan today!
