Top 5 ways to keep your employees comfortable during business travel
Business travel can be incredibly exciting - at least in theory. It’s surprisingly easy for employees to lose motivation, performance, and comfort on the road. Any traveller knows that long journeys take their toll. Being distant from family, managing accommodation or flight hiccups, and maintaining professionalism in unfamiliar environments gets tricky.
Ensuring comfort during corporate travel is increasingly important, especially with the rise in leisure and global company structures. Here’s how to keep your employees comfortable while travelling for business.
1. Streamlined travel booking and logistics
Anyone who regularly travels for business knows that there are plenty of hoops to jump through. It’s not simply a question of making the journey. Pre-trip arrangements include sourcing visas, clearing calendars, and booking necessary insurance.
Don’t leave your employee floundering - organise logistics on their behalf. Clearly communicate all relevant information, from dates to itinerary and accommodation details.
2. Comfortable and convenient accommodation
Accommodation can make or break any trip, especially with business travel. Always choose locations wisely, limiting unnecessary commutes throughout your employee’s stay. Picking a safe and reputable neighbourhood also fosters comfort and trust.
The goal is for your employee to immediately drop their shoulders and channel all their concentration into professionalism and the task at hand. If possible, factor in their preferences regarding amenities (a fitness centre or onsite restaurant may help).
Budget-wise, corporate hotel programs could be long-term solutions. Why not negotiate preferential rates if your company routinely books business travel?
3. Travel perks and amenities
Everybody loves a perk. Start things off on a relaxed foot; lounge access or priority boarding can streamline the employee’s flight experience.
Consider their attitude towards the destination itself, too. Would they enjoy an extended trip to squeeze in some sightseeing? It’s worthwhile asking whether they’d like to discuss flexible travel arrangements. For instance, arranging the trip from Friday to Monday rather than Monday to Tuesday allows for weekend downtime.
4. Duty of care and employee well-being
Any employee that a company sends abroad falls under their duty of care. Always conduct risk management evaluations, factoring in government travel advice and avoiding orange or red-listed destinations. Have contingency plans in place, with clear pathways to access emergency support and healthcare services if necessary.
Before departure, discuss any potential mental health impacts and provide relevant support details. Safety and well-being are paramount - from pre-departure until return.
5. Expense management and reimbursements
Never leave expenses unaddressed. Expense cards are a clear and efficient way to quickly handle business-related costs. This approach avoids employees being temporarily out-of-pocket and skips the hassle of having to process reimbursements.
Establish a clear agreement around expenses before departure, specifying what will be allowed and what employees are expected to fund themselves.
With the right approach, business travel is exciting for employees. Keep things comfortable and yield great results.
