BLOG – Business travel tips: Building confidence in your organization

Organizing travel can be a daunting task, especially when the coordination of a business itinerary falls into your hands. A successful travel experience requires focused planning, but can establish your organizational reputation while fostering trust — not only in the individuals representing your company, but in your organization as a whole. Below are some steps you can take to ensure your company is prioritizing safety and proper planning when taking your business on the road.

1. 1. Work Within A Budget – Managing costs is essential, but traveling abroad on business can be expensive. Outline a detailed budget for travel expenses that encompasses meals, transportation, lodging and any other relevant costs the company should cover. Your team will need to submit their receipts upon return, so creating a system to safely manage your business travel expenses can help everyone stay accountable for spending. Many modern business travelers have begun to utilize online apps as a simple way to manage receipts and input data while traveling. If these apps are not an option, consider drafting your expenditures on an approved spreadsheet.

2. 2. Be Transparent – Transparency is key, and encouraging conversations around trips is important to provide your travelers with essential information. From booking flights to accommodation and expense reports, ensure that the process is transparent and easily accessible for all employees. Keep your team informed and connected throughout their journey, whether this is through regular updates, check-ins, or providing a reliable point of contact for support. Be sure to communicate your travel reimbursement policy and create an itinerary that addresses reservations, hotel address, and transport times, etc. This will help you stay in control of details and tackle any doubts that could arise surrounding the trip, which ultimately builds confidence in your team and company.

3. 3. Book With Trusted Businesses – Selecting the appropriate accommodations within budget is important, and nothing builds trust more than knowing that the company genuinely cares about its employees’ safety and comfort during business trips. When choosing the right lodging, look for accommodations near your business destination and factor in essential amenities, such as laundry, a gym, or a decent workspace for your team. Be sure to research testimonials and positive reviews so you can rely on your hotel to meet these needs. BBB.org serves as a great resource when reserving flights and hotels. Book your travel arrangements with confidence when you choose a BBB Accredited Business.

4. 4. Protect Your Company Data – Technology is an integral part of our daily lives, so suppose your organization leverages this tool to access business files or customer account information while traveling. In this case, the best travel safety tip is to ensure your employees are practicing cybersecurity measures to safeguard company data and devices.

Best Cybersecurity Tips:

• Back up data, either before or during a business trip.
• Avoid using public Wi-Fi or shared networks, especially in an airport.
• Avoid using public computers to access or download sensitive information.
• Use a VPN, or “virtual private network,” to encrypt company data and activity on laptops and mobile devices.

5. 5. Honor Your Commitments – Perhaps your company is traveling to meet clients, gathering leads, or speaking on a panel. The primary goal of your business trip is to make new deals, meet potential clients and build long-term relationships. Uphold these commitments in order to maintain good standing in your relationships and generate new business. Ensure the team has ample and scheduled time to prepare for any conferences or presentations. The greater effort you put into developing and empowering your company’s team to succeed, the deeper the trust you cultivate between both your employees and potential clients.

6. 6. Have a Backup Plan – Be prepared for outcomes out of your control and how you will overcome them, such as a missed flight or conference schedule change. Provide resources and support for travel-related emergencies, whether it’s medical assistance, travel advisories, or security measures. Invest in reliable travel insurance and communicate emergency protocols effectively. When you demonstrate a commitment to your team’s well-being, employees will feel valued and trust in the company’s responsibility towards them.

For more information on travel-safety and cyber security tips, visit BBB.org .

Katherine Silva is marketing, communications and outreach manager with the Better Business Bureau serving Central California and the Inland Empire , which last week announced a merger with Better Business Bureau serving Pacific Southwest .