Planning business travel sounds simple, but a small oversight can cost your company more than just money. From missing policy checks to last-minute changes, many businesses slip up in ways that affect both productivity and employee satisfaction.
If you’re responsible for corporate trips, knowing what not to do is just as important as knowing what works. Read on to make your next business trip smoother, smarter, and stress-free.
Failing to Align With Company Policy
One of the biggest errors is ignoring or misunderstanding the company’s travel policy. Each organisation has spending limits, preferred airlines, hotel partners, and expense procedures. If you don’t check these early, you risk overspending or causing confusion when it’s time to reimburse.
Always review internal guidelines before bookings begin. This protects your budget and avoids back-and-forth with finance later.
Ignoring the Value of Global Travel Management
If you’re handling international trips manually, you’re missing out. Services that offer global travel management bring consistent planning, real-time updates, and streamlined booking across multiple locations.
Without such support, your team might face delays, data errors, or unsupported emergencies abroad. A centralised system keeps everything in sync and gives managers full visibility over bookings and costs.
Booking Flights and Hotels Too Late
Last-minute bookings can lead to sky-high prices and limited options. Business travellers often need flexibility, but waiting too long risks losing out on cost-efficient flights or accommodation near event venues.
Where possible, plan travel at least 2–3 weeks ahead. This increases availability, ensures preferred carriers or hotels are secured, and helps avoid last-minute stress.
Overlooking Traveller Preferences and Wellbeing
Ignoring traveller preferences can hurt morale. Constant red-eye flights or budget hotels far from meeting locations add fatigue. Balance cost with comfort. Give travellers options within approved limits. A well-rested employee performs better and represents your business more effectively.
Lack of Emergency Support Plans
Unexpected situations like cancelled flights, lost passports, or health issues can happen. Not preparing for these can put employees at risk and impact business outcomes. Always provide 24/7 support access and ensure that every traveller has emergency contact numbers, insurance details, and itinerary copies before departure.
Skipping Detailed Itineraries
Some trips include several meetings in different cities, across tight schedules. If you don’t provide a clear itinerary, important timings or logistics can be missed. Offer a day-by-day plan that includes hotel addresses, meeting times, travel transfers, and key contacts. This prevents miscommunication and keeps trips on track.
Poor Expense Tracking and Reporting
If you don’t keep track of spending during the trip, reconciling expenses later becomes a nightmare. Receipts get lost, categories are mixed up, and budgets are overrun. Use tools that allow real-time expense tracking and digital receipt uploads. This gives both the employee and finance team full clarity over spending, reducing the chance of errors or delays.
Staying One Step Ahead
Corporate travel can go smoothly when you know what to avoid. Stick to policy, book early, prioritise traveller comfort, and use tech tools that simplify the process. With clear reporting and strong emergency support, your team can focus on business and not travel hassles.
