The Nine Expensive Mistakes to Avoid When Booking Business Travel

Introduction:
The purpose of this training is to equip personal and executive assistants (PAs) with the knowledge and skills needed to navigate the complex landscape of booking and managing business travel efficiently. By highlighting and addressing common mistakes, PAs can ensure a smoother and more cost-effective travel experience for their executives. The training will cover seven expensive mistakes to avoid, providing insights and practical tips to enhance the overall business travel process.

Mistake 1: Last-Minute Bookings

• Why it's a mistake: Last-minute bookings often lead to higher costs for flights, accommodations, and transportation.
• How to avoid it: Encourage proactive planning, set travel calendars, and leverage travel management tools to identify cost-effective options well in advance.

Mistake 2: Ignoring Travel Policies

• Why it's a mistake: Disregarding company travel policies can result in unnecessary expenses and compliance issues.
• How to avoid it: Familiarise yourself with and strictly adhere to the company's travel policies. Regularly update and communicate any policy changes to the executive.

Mistake 3: Overlooking Loyalty Programmes

• Why it's a mistake: Neglecting to use loyalty programs leads to missed opportunities for discounts, upgrades, and other perks.
• How to avoid it: Enroll executives in relevant loyalty programs, track points, and strategically choose providers that align with the company's travel patterns.

Mistake 4: Inefficient Expense Tracking

• Why it's a mistake: Poor expense tracking can result in delayed reimbursement and financial discrepancies.
• How to avoid it: Implement a streamlined expense tracking system, use digital tools, and ensure receipts are promptly submitted to finance.

Mistake 5: Neglecting Risk Management

• Why it's a mistake: Ignoring safety considerations can expose the company and its executives to unnecessary risks.
• How to avoid it: Stay informed about travel advisories, provide executives with emergency contact information, and invest in travel insurance for comprehensive coverage.

Mistake 6: Disregarding Technology Solutions

• Why it's a mistake: Failing to leverage technology hinders efficiency in booking, communication, and expense management.
• How to avoid it: Embrace travel management platforms, communication tools, and expense management apps to streamline the entire process.

Mistake 7: Forgetting to Plan for Contingencies

• Why it's a mistake: Failing to plan for unexpected events can lead to increased stress and costs during the trip.
• How to avoid it: Develop contingency plans for flight cancellations, delays, and other unforeseen circumstances. Keep executives informed about alternative arrangements.

Mistake 8: Buying the Wrong Fare

• Why it's a mistake: Selecting the wrong fare, especially non-flexible options, can result in costly changes or cancellations.
• How to avoid it: Understand the difference between flexible and non-flexible fares. Opt for flexibility when travel plans may change and evaluate the overall cost-effectiveness of each option.

Mistake 9: Forgetting Visas

• Why it's a mistake: Overlooking visa requirements can lead to legal issues and financial losses if an executive is unable to work in the destination country.
• How to avoid it: Thoroughly research visa requirements for each destination, initiate the visa application process well in advance, and ensure all necessary documentation is in order before booking travel.

Conclusion:
By understanding and avoiding these seven common mistakes, personal and executive assistants can contribute to a more seamless and cost-effective business travel experience for their executives, ensuring that every trip is a success.

Q&A