Cartagena de Indias.- There is generalized confusion around business trips that has deepened more in post-pandemic work at home. Leaving the environment of everyday life – be it the factory, the office, of the home or the space where we usually work daily – has its peculiarities that, if they are not addressed, can generate problems. To avoid unnecessary risks and anticipate possible inconveniences, it is best to have a business trip protocol.
I know very well what I mean. I was invited to participate as a speaker in a teambuilding From a company that was previously a hundred percent face -to -face, it was fully operated in the modality of work at home and now seeks to return to the offices, with a gradual plan that goes from a hybrid model to the face -to -face. The intention was that we all travel and be gathered away from the distractions of day by day.
The idea was very good – it is still – the strategy aligned very well with the plan marked by the direction and in the idea, everything worked wonderfully. Sadly, the execution was not so good and certain issues were presented that could have been dodged if there had been a business travel protocol. This type of formalities becomes indispensable when people know only in virtual form and communication has vices of perception given the various nationalities, beliefs, uses and customs of individuals in a globalized team.
A business travel protocol is a set of rules, guidelines and procedures designed to guide the behavior, logistics and professional representation of a person or equipment during a displacement for work or commercial purposes. This protocol ensures coherence in the institutional image, optimizes resources and guarantees that the trip meets its objectives with professionalism and efficiency.
In a travel protocol, the clear and effective communication of the target of the trip must be initiated. That is, if it will be a meeting to close a business, a training, market prospecting and, very important, publicize the results that are expected to be achieved and successful metrics.
Before asking for the confirmation of the attendees, each one must know the itinerary with exact addresses dates and trips of the trip; The detailed agenda of activities, meetings, events and visits, as well as free or planned rest times.
Next, and it will be relevant that everyone knows what are the rules of behavior and label. It was terrible to see what many people interpreted as Casual Business, because so bad is that about and worse it is that it is missing. It is necessary that people understand that it is a business trip, not on vacation. Another relevant aspect is the rules of courtesy and international label and the cultural codes of the country or destination region. In this sense, the detail is not left over, it is necessary to be necessary around the guidelines on professional image: clothing, behavior, manners.
Participants must be aware of transport and lodging logistics data: the local flights, trains or local transport number. Data on accommodation and specifications, for example: location, category, policies. Transportation at destination, if you can rent cars, if they will have a driver, or if they are authorized to use mobility apps, for example.
To avoid strong headaches, each participant must be clear about the budget and per diem with which he has, I mean the limits of daily expenses, necessary reimbursement policies and documentation: invoices, vouchers, what can be included in the expenses account and what not. In this sense, the personal criter is not the best parameter, the company must be set. Likewise, the use of corporate cards or advances.
One of the most relevant issues that is overlooked is safety and health. We believe that everything will go wonderfully and that is what is expected. However, you have to be prepared for any eventuality. The company is responsible for the participants and must take care of them. Therefore, we must hire a coverage of medical and travel insurance. A business trip protocol must include procedures in case of emergency: accidents, loss of documents, sanitary requirements of destination such as vaccines.
From the planning stage, participants must be asked to have the necessary official documentation: passport, visa, invitations, presentation letters, accreditations. Perhaps, labor or institutional permits are required that the convening institution must provide to its work team.
Before, during and after the event you have to open communication channels and generate reports. What will be the official contact channels with the company during the trip, who is the person indicated in case of eventuality, who collects the numbers of relatives in emergency cases. Of course, make clear the requirements of post-visited reports or minutes. And, as it is better to prevent than regret, having mechanisms to solve unforeseen situations or urgent decisions, such as a press release or a medical emergency that one of the participants presents.
A business travel protocol must make it clear that participants play a role of institutional representation, which implies the proper use of the name, brand and logo of the company. Also, informal or formal talks or statements before means or interlocutors made in the name of the company. And, of the utmost importance: the guidelines on corporate gifts, public relations and gifts, given the delicacy of the issue.
A business travel protocol, in addition to facilitating the logistics of the trip, protects the corporate image and optimizes the return of displacement investment. A good business trip is not improvised; It is planned and represented with strategy. Success depends on a good execution and that cannot be left to luck.
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