OFFICE PRACTICE N5 TOPIC 5: ASSISTING WITH TRAVEL

Transcript:OFFICE PRACTICE N5 TOPIC 5: ASSISTING WITH TRAVEL:
OFFICE PRACTICE N5 TOPIC 5: ASSISTING WITH TRAVEL ARRANGEMENTS MALUTI TVET BETHLEHEM CAMPUS J CASTELYN TOPIC 5: ASSISTING WITH TRAVEL ARRANGEMENTS 3. ADDITIONAL DUTIES RELATED TO THE BUSINESS TRIP 3. ADDITIONAL DUTIES RELATED TO THE BUSINESS TRIP 3.1 Arrangements for the trip 3.1.1 Travel information file 3.1.2 Preparing the itinerary 3.1.3 Choice of mode of travel 3.1.4 Choice of accommodation 3.1.5 Travel and accommodation reservations/bookings 3.1.6 Travel documents and related arrangements 3.1.7 Informing the manager on the progress with arrangements 3. ADDITIONAL DUTIES RELATED TO THE BUSINESS TRIP 3.2 Arrangements for office administration 3.2.1 Preparation of documents 3.2.2 Information for meetings 3.2.3 General information 3.3 Arrangements with the manager regarding the office 3.3.1 Acting manager and interim procedures 3.3.2 Duties during the manager’s absence 3.1.1 Information file: Start the planning process by opening a new travel information file for each trip. The file contain all the arrangements and research done before the trip in one place. The file must be arranged logically with suitable dividers between sections and clear headings and section indications to keep details organised Cover page: Write the name of the traveller, the destination and suggested departure and return dates and list of places to visit on the outside of the file. File an overall checklist of what to remember and what to arrange as the first page in the file or inside of the cover of the file. File all information and documents, in the file. Place tickets, vouchers, visas etc. visas, appointments, hotels, transportation, clients, events, tickets and connections to the inside of the cover. File the latest information at the top for easy access. Leave some lines open below each heading to allow for additional further details. Refer back to the checklist often to check that every item is given proper attention. Business trip planner: Ensure relevant information and planning regarding the trip is included in the file. Chronologically ordered business itinerary: compile the itinerary to include the date of departure and date of return. Final itinerary: Details of all appointments and all documents to be taken with must be in the file. Make a card for each day of the trip: Title of card is the date, listed below, the names of people, time, place and companies for the manager to keep with him to know when en where the next appointments are. 3.1.1 Information file: Checklist: Date of departure – year/month/day Reservations,