The Global Business Travel Association’s most recent Business Travel Recovery Poll revealed that 84% of business travel suppliers reported increased bookings in June. The poll also found that 56% of companies that previously canceled or suspended most or all of their trips plan to resume international business travel in the near future. In a nutshell, the return of business travel continues at a steady pace - and it looks like businesses are keen to soak up the opportunities corporate travel provides.

While many business travelers are also eager to hit the road (recent research by SAP Concur found that 99% of business travelers in the UK are willing to travel in the next 12 months), it’s important for companies to ensure the proper support, guidance and communications are in place for employees traveling for work.

As we’ve mentioned before, a seamless business trip is a productive one - but a work trip only has the potential to be ‘seamless’ with the right measures in place. Here, we’ve put together five key ‘ingredients’ for a smooth business trip, and what companies should be doing to support employees traveling for work.

Clear and comprehensive travel policy

A clear, comprehensive travel policy is the best way to set employees up for success on the road - but shockingly, 40% of companies don’t have any sort of policy in place. A strong corporate travel policy lays the foundations for business travel; not only should it address an employee’s responsibilities while away on business, but it should also detail reaction and recovery plans, available tools, communication channels, budgets and a company’s duty of care plan.

In many ways, corporate travel policies are living documents. What worked or was acceptable two years ago will likely need refreshing today. It’s important that employees have clear visibility of their company’s policies, expectations and obligations, as well as reimbursement protocols and spending details.

Reliable business travel accommodation provider

We know that business travelers’ expectations are changing, with many wanting a greater say over where they stay and how they travel. But, this doesn’t mean companies need to hand over the travel booking reins completely. When it comes to employee accommodation, there is still a stringent standard to uphold, and travel decision-makers must have oversight of the health, safety and security measures in place for their business travelers.

Working with a reliable employee accommodation provider, like 3Sixty, strikes the perfect balance between employees’ demands and employers’ duty of care responsibilities. Business travelers can browse a range of accommodations and select the right options to suit their individual preferences, and employers can rest assured they are choosing from a vetted list of compliant housing options, all upheld to the highest standards.

Travel management tools

Today, we live in a world fueled by technology-driven and automated solutions - and there’s good reason why. Technology is being used across all types of industries to speed up processes, simplify tasks and enhance communication - and the business travel industry is no exception.

Using travel management tools and hospitality technology is one way to remove the ‘pain’ from business travel. For example, expense management tools enable business travelers to easily and conveniently track their spend while away for work, providing employers with total visibility of what they’ve spent and reimbursement requirements - rather than handing back a pile of receipts after a trip.

Providing employees with a list of helpful apps to download before their trip can help things go smoother, such as travel itineraries and local safety statistics apps.

Support before, during and after the trip

Recent research shows that the biggest post–trip stressors for business travelers are catching up on office work (51%), preparation of expense reports (45%), and getting up to speed on neglected home or family responsibilities. It’s important for HR professionals to remember that employees often require support after their trip, as well as before and during - even if this simply means the morning off after a late flight.

Before a trip, make sure business travelers have everything they need, from visa requirements and travel insurance to tickets, itineraries and helpful local information. During their trip, employees should have access to any travel information they require, along with 24/7 support from accommodation providers should they run into any issues.

Communication

The true key to a successful business trip is communication. Travel policies and programs must be communicated clearly, along with the company’s expectations and requirements of their business travelers. Regular, consistent communication throughout the trip ensures everyone is on the same page and provides employees with the opportunity to stress their concerns should they have any. Business travelers should have clear communication channels with employers at all times, and a space to reach out for support if they need it.

Equipped with these five core ‘ingredients’, each and every business trip should be a productive success for companies and their employees. Remember, corporate trips are an opportunity for networking, business growth and employee retention - so it’s crucial to get them right from the start.

3Sixty

3Sixty is a state-of-the-art marketplace that reduces the noise in extended-stay travel.

Our HomeMatch™ technology leverages machine learning and human expertise to curate quality, cost-effective housing where your employees feel safe, comfortable, and at peace.