Not all heroes wear capes, but those who coordinate business travel for their teams sure have a superpower.
Administrators and office managers are often the unsung heroes behind every successful work project. From wrangling a team of engineers to a remote site to ensuring your CEO’s international trip goes without a hitch, there's a lot to handle. One of the most crucial tasks? Managing business travel.
Juggling multiple schedules, hunting for the best deals, and making sure everything runs smoothly can be overwhelming. But don't worry. We've got some tried-and-true booking hacks to turn you into the ultimate travel coordinator.
1. Use an integrated platform for all business travel bookings
Hack: Ditch the spreadsheets and sticky notes
Using a comprehensive platform like Booking.com for Business streamlines your entire business travel booking experience. No more hopping between airline sites or hotel portals. With the ability to book flights, accommodations, and rental cars for business trips all in one place, you always have a digital assistant right at your fingertips. Bonus? Shareable itineraries mean no more manual inputs. You’ll never be responsible for mistakes with incorrect itinerary details.
2. Store business traveler profiles once
Hack: Say goodbye to repetitive data entry
How many times have you had to enter your travelers’ details? Setting up and saving traveler profiles means you’ll have instant access to their preferences, frequent flyer numbers, and other essential details. This not only saves you time for future bookings, but also ensures traveling employees always get an experience tailored to their preferences. They’ll think you’re a star for always remembering those little details for them.
3. Make the most of flexible payment options
Hack: Take advantage of prepayment and flexible cancellation options.
Work trips can change in the blink of an eye. When they do, flexible payment and cancellation options allow you to adapt plans without any financial hiccups. Plus, for any travelers without company credit cards, the prepayment feature is a lifesaver, ensuring they aren’t stranded or having to charge business expenses to their personal cards and wait for reimbursement later.
4. Keep tabs on your travelers
Hack: Use a platform that offers full visibility of travel movements.
If you have a lot of people out on work trips all at once, it can be hard to remember where everyone is. You have a duty of care for your traveling colleagues. It’s in everyone’s best interest that you know where they are in case anything happens. Frequent business trips can also make their travel budget hard to track if you’re not keeping an eye on the costs of their flights, accommodations, and rental cars. With an integrated booking platform like Booking.com for Business, you can get insights into where your team is, their travel spending, and any last-minute travel tweaks they make. This way, even if they decide to adjust a leg of their trip, you don’t get left out of the loop.
5. Never underestimate the power of 24/7 support
Hack: Make sure you’re aligned with a platform that offers round-the-clock support.
Even the best plans can hit a bump when flights get canceled or travelers miss connections. Accidents happen. Knowing that you have a dedicated team of travel counselors always ready to jump into action will give you much-needed peace of mind. You can lean on their expertise when you need to modify or cancel a trip. - It’s not all on you – they’ve got your back. Even better, they don’t charge you a cent for their services!
6. Squeeze maximum value out of every dollar in your budget
Hack: Use platforms that provide business discounts and loyalty programs.
Did you know you can access the same discounts enjoyed by big companies and travel agencies? Booking.com for Business offers exclusive business rates across hotels and airlines, ensuring you get the most bang for your buck. Just look for “Exclusive Rates” in the search results for the best value and biggest discounts. Your personal Booking.com Genius membership also translates over to Booking.com for Business, so you’ll get those offers as well. And as a final bonus, when you save your travelers’ hotel loyalty membership details to their profiles, they’ll also earn those points when staying at their favorite hotels.
7. Always stay updated
Hack: Join administrator forums and groups.
The world of business travel is always evolving. From new airline policies to the latest hotel offerings, staying updated can give you an edge. Join forums or online groups where other administrators and office managers share their tips and tricks. A few resources we recommend are:
- https://business.booking.com/blog/the-8-best-business-travel-blogs-to-follow
- https://www.businesstravelnews.com/
- https://skift.com/
- https://thebusinesstravelmag.com/
- https://www.businesstraveller.com/
- https://www.frequentbusinesstraveler.com/
8. Prioritize safety and comfort
Hack: Keep your business travelers' well-being front and center.
Ensuring your travelers' safety and comfort is important. From researching neighborhoods to understanding the amenities provided, always take that extra step. After all, a well-rested team member is a productive one.
9. Industry-specific options are gold
Hack: Opt for platforms that provide for your industry’s unique needs.
Every industry has its quirks, which is especially true when it comes to travel needs. Take construction, for example. Unlike the corporate traveler who might prioritize a hotel close to a business district or a conference center, construction workers often have very different requirements:
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Remote locations – construction projects, especially in industries like mining or infrastructure, might be located in more remote or lesser-known areas. This means travel platforms need a broad range of accommodation options that extend well beyond downtown. Think about stays near construction sites or even B&Bs in very remote areas.
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Extended stays – a construction project might require workers to stay for longer periods. Options for extended-stay properties or apartments with kitchens and other home-like amenities become crucial.
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Equipment storage – unlike the typical business traveler who just carries a suitcase, construction professionals might have equipment, tools, or protective gear. Accommodations with ample storage or even specialized facilities can be a major bonus.
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Early starts – construction often kicks off at the break of dawn. This means breakfast services that start very early or even 24-hour service options can be essential.
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Safety protocols – particularly in high-risk areas or specific project sites, there might be added safety protocols or requirements for entering and exiting. Properties that understand and can facilitate this are vital.
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Bulk bookings – construction projects often require moving entire teams, which makes group bookings the norm rather than the exception. And these aren't just for a few days but for extended periods. Being able to book multiple people for one trip is really helpful.
Contrast this with the IT industry, where travelers might prioritize high-speed internet in their rooms or proximity to tech hubs. Or consider the finance sector, where luxury hotels with premium business facilities might be needed for hosting clients or partners.
In essence, the right travel platform understands and caters to these industry nuances, making the process seamless. It's not just about booking a room. It's about ensuring every stay aligns with each traveler's purpose. And when this alignment happens, you not only ensure smoother transitions but also happier travelers.
There’s no denying that managing business travel comes with its share of challenges. Especially if it’s not your main job as an administrator. But with the right tools and a few hacks up your sleeve, it can be a breeze. Remember, every minute saved is a minute earned. With these hacks, not only will you be saving time but also ensuring that every trip you coordinate is a success.
Here’s to becoming the ultimate business travel champion for your team.
