Whether you have a type A or type B personality, procrastination is a tempting habit that sneaks into the well-ordered lives of everyone. When procrastination kicks in, we often face the last-minute panic of meeting deadlines and finishing tasks. Deadlines can usually be met when the work relies solely on your ability. However, when a task requires collaboration from multiple people, delaying can complicate things.
One task where procrastination is especially risky is planning, particularly corporate travel & planning. Today, we’ll share some tips for managing last-minute corporate travel plans in your organization.
How to handle Last-Minute Corporate Travel Plans in India
Let’s say you have five days to organize a smooth trip. This short timeline can easily create
panic about where to start. This article serves as a step-by-step guide for planning a trip within
India.
- Confirm and gather the basic data
- Find out how many employees will travel, their roles in the company, and how much time they can give to travel.
- Collect all necessary documents from the employees.
- Clarify the purpose of the trip and identify the best destination.
- Once you select a destination, confirm the dates for departure and arrival.
- Discuss the trip’s budget and any specific rules or policies to follow.
- Book transportation
- Determine the class of travel for the employees.
- Prioritize booking flights for long-distance travel, as prices often rise as the departure date approaches. For shorter distances, consider using AC trains or company cabs. It’s a good idea to have the contact information of a few agents who can help you find and book suitable flights and seats for a small fee.
- Keep convenience in mind; ensure all employees can easily use the chosen mode of transport.
- If using cabs for distances over 200 kilometers, find the best route to the destination and prepare a list of nearby cafes and restaurants for breaks.
- Reserving accommodation
- Book business hotels close to the meeting venue to reduce travel time. Always check reviews and the surrounding area before booking. Make sure it’s in a place where vehicles can easily access it.
- Create a list of recommended restaurants for lunch and dinner, preferably near the hotel.
- Ensure the hotel can provide GST invoices, which are important for company reimbursements. Look for corporate partnerships or discounts for bulk bookings.
- Aim for a balance of comfort, safety, and budget.
- Itinerary and logistics
- Share a common itinerary that includes flight or train details, hotel address, check-in/check-out- out times, and meeting schedules. Arrange local cabs or rental services in advance for airport or railway pick-ups and intercity travel.
- Always allow buffer time for traffic since Indian roads can be notorious for delays.
- Share official travel letters, as they can help with hotel check-ins or if employees need to explain their travel to authorities.
- Collect emergency contacts for travellers, note nearby hospitals or clinics for emergencies, and circulate information on health and safety measures that employees need to follow.
- Expense management
- Inform travelers of the budget they need to stick to and provide company credit cards or cash for incidental expenses.
- Disburse daily allowances in advance and set clear rules for reimbursable expenses, such as food and local travel.
Once the itinerary is set, share it with the traveling teams. Provide a travel support number (Service team or Admin contact available 24/7 during the trip), Keep medical insurance details accessible, and track employee movements through a WhatsApp group. Always have a backup plan for items like pre-booked cabs and flight bookings, as these may change suddenly due to external
Travel Tips for Peak Holiday Seasons in India
The peak holiday seasons in India are during the hot summers and early spring. Due to global
warming, summers are becoming hotter and longer. Since more than half of the year is the peak
holiday season, planners must stay alert and follow some tips to stay ahead of the crowds.
- Book Early
Flights and trains fill up quickly. Even if your plans aren’t finalized, reserve seats and hotels in advance with refundable options.
- Be Flexible with Dates and Times
Early morning or late-night flights and trains are usually
less crowded and cheaper. If possible, avoid peak travel days like the day before Diwali or
Christmas.
- Choose Business Hotels Over Tourist Hotels
Hotels near business districts typically have
fewer guests than those near tourist attractions. Always check for corporate deals to secure flat rates.
- Consider Alternate Airports or Stations
In cities like Delhi, Mumbai, or Bangalore, nearby
Airports or train stations can save you time and money.
- Have a Backup Plan
Keep alternative flights, routes, or methods of transport ready. Last-
Minute cancellations and delays are common during festive periods
.
- Plan Local Travel in Advance
Cabs and rentals often surge during holidays. Pre-book Ola or
Uber rentals or local travel agencies for seamless transfers.
- Factor in Traffic and Delays
In cities like Kolkata (during Puja) or Mumbai (during Diwali),
road traffic can double travel times. Always add extra hours to your itineraries.
- Budget for Surge Pricing
Peak seasons mean higher costs. Prepare management for
slightly stretched budgets and plan allowances accordingly
Corporate Travel Management Services:
Consider using corporate travel planning services in three situations:
- When you are new to planning.
- When you don’t have enough time to plan and execute everything alone.
- When you trust an agency to handle things well at a fair price.
These services save time, lower costs, and simplify the entire trip for employees. They take care
of booking flights and hotels, managing visas, ensuring compliance, and tracking expenses.
These services can adapt to your needs, whether they involve time or budget constraints. Using
Corporate travel management services are a great way to ensure a smooth business trip.
Lastly, seasoned experts advise building your own network while working as a planner. When
challenges arise, genuine connections with people can help you navigate tough situations.
