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 COLLEGE BETHLEHEM CAMPUS J CASTELYN TOPIC 5: ASSISTING WITH TRAVEL ARRANGEMENTS PLANNING A BUSINESS TRIP USING THE SERVICE OF A TRAVEL BUREAU ASSISTING WITH TRAVEL ARRANGEMENTS 1. PLANNING A BUSINESS TRIP 1.1 How to plan a business trip 1.2 Business trip planner USING THE SERVICE OF A TRAVEL BUREAU 2.1 Procedure to follow 2.2 Required information 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. 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. 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