Being the one person responsible for organising a business trip for the bosses in your company is not always an easy task (for anyone who’s watched the Devil Wears Prada, this comes without saying). These people are in high positions, juggling jam-packed schedules with little time to waste and they are crucial to the success of the company. The business trip that you are planning for your boss might even help boost the popularity of the company so prepping ahead is essential.
So if you have the task of organising the business trip, you need to make sure that you prioritise the satisfaction and convenience of your bosses at all times. Again, the reason for this trip is not to have a fun holiday. Instead, they are probably heading to the chosen destination to close a deal or forge a new working relationship or partnership.
These tips will help make the trip stress-free for everyone involved.
Find a convenient hotel
If you already know where the business meeting is going to take place, you need to find a hotel in the area. It should be easy to access, as it lessens the burden of your bosses. Time is money, right? As long as the hotel has the facilities and amenities suitable for them, it will be good enough.
Reserve transportation services
Safe to say, you cannot go to the place and figure the stuff out when on location. You need to arrange everything before the trip. You can check out business taxi services available that will carry the executives to various destinations depending on the goal of the business trip. You can also negotiate the price and reduce the expenses when you reserve the service.
Determine their dietary restrictions
You do not want to see the bosses get ill during the trip because they ate something they should not. Therefore, it helps if you determine their dietary restrictions ahead of the trip. You can then request the removal or addition of certain ingredients based on the specifications given to you.
Prepare the meeting place
You might not control the meeting location since the partner company or organisation will most likely be the host. It does not mean however, that you cannot follow up with them. If your bosses are doing a presentation, you need to indicate the equipment necessary to accomplish the task.
Get to know the partner well
Perhaps, the most stressful part of the trip altogether might be if your bosses do not accomplish anything of value or what they set out to achieve. For example, the partner company might not be the right fit. The deal might be unfair to your side. The people involved might not be easy to communicate with. What we’re trying to say is that anything can happen during a business trip and meeting that could frustrate your bosses. However, you can prevent it from happening by studying the potential partner firm before sending your bosses there on a trip. If you know that nothing fruitful will come out of the discussion, you should inform your team or boss and advice against the journey and original plan. Instead, you can settle for a video conference call instead of spending money on the executives going there.
You might feel under pressure because of the tasks you need to finish and the people you need to satisfy. It is challenging at first, but you will eventually find organising easy and achievable. Know what the bosses want and find a way to give it to them.