OFFICE PRACTICE N5 TOPIC 5: ASSISTING WITH TRAVEL

1.1 How to plan a business trip Identify the actual geographic destinations the manager will be going.
Find out the location(s) of the meeting then work out the best place for the manager to stay.
Determine airport departure / arrival dates and times, hotel locations, check-in and checkout dates and times.
Find the best cost effective way to get the manager there. Constantly check and compare prices and choose the best option.
Study the details of all the scheduled business meetings. Make a list with the time, date and place of each meeting.
Find a travel guide from that area to help find appropriate accomodation.
Organise researched information into a chronologically ordered itinerary.
The final itinerary must include all pertinent travel information, but still flexible to contribute to productivity.<br>

1.2 Business trip planner:(Constructing / compiling / information to be included) It is a planning document or a template consisting of four columns: date and time, accommodation, transport and activity that the manager needs to complete as a first draft of the travel plan.
Other information included: Name and purpose of business trip, personal details of traveller and travel documents needed
Each business trip starts with the business trip planner.
Add as much detailed information possible the travel plan and file it in the information file.
Must be updated several times.
Changes should be filed and kept on record until final arrangements are confirmed, final payments and deposits are made.
The manager fill in his meetings, social commitments as well as suggested leisure activities of time allows.
As arrangements become more detailed, information is updated, finalised and compiled into a detailed itinerary.
The business trip planner is only a draft and will change several times as final arrangements are made.<br>

2.1 Procedure to follow: when using travel agents Supply the travel agent with all the necessary information about the trip.
Communicate exactly what will the responsibility be of the agent for arranging and what will remain your responsibility.
They help the secretary with bookings for a business trip as well as all travel information to and from every country in the world available on their computer system.
They are the best informed service provider to make cost effective and efficient travel arrangements for the business trip
The travel agent will draw up a tentative itinerary for the manager’s approval and have it delivered or e-mail to your office.
Once the tentative itinerary are approved, inform the travel agent of final decisions. Give the dates for delivering of ticket and other documents. The travel agent will continue with further arrangements.
The company will be billed at the end of the month including the price of the tickets and long distance calls made or a statement will be delivered with the tickets, final itinerary etc.
Some travel agents offer their services to the organisation free because they work on commission basis.<br>

2.2 Required information to supply to the travel agent: Name, title, ID nr of traveller
Dates of travel
Preferred times of travel
Destinations and places to be visited
Preferred method of travel, including class
Accommodation preferences
Fixed appointment dates and times
Itinerary
MA’s name and telephone number
Name of company and e-mail address
Traveller’s home telephone number and e-mail address
Telephone numbers for those responsible for bookings and payments<br>