Do you have a lot of employees who travel for work? Are you looking for a better way to manage their travel schedules? If so, then you need to read this blog post. In it, we will discuss the best way to create a travel calendar.
Having a travel calendar in place will help make sure that everyone is on the same page when it comes to traveling for work. It will also help ensure that no one’s trip overlaps and that everyone has enough time to prepare for their trip.
- Decide who will need to travel and for what purpose
When creating a travel calendar, it’s important to first decide who will need to travel and for what purpose. Will everyone in the company be required to travel for work? Or will only certain employees need to travel for conferences and client meetings?
Once you’ve determined who will be traveling, you can start to map out when and where they’ll need to go. Keep in mind that some destinations may be more popular during certain times of the year, so it’s important to book travel well in advance.
For example, if you’re planning a company-wide meeting in Hawaii, you’ll need to make sure that flights and hotel rooms are available for all employees. To learn more about the best steps to take when booking a hotel for a large group, check out this article on Hotel Engine.
- Establish a timeline for when each trip needs to take place
When creating a travel calendar, it’s important to establish a timeline for when each trip needs to take place. This will help you block out time in your schedule, and make sure that you’re able to take each trip when it works best for you.
Consider how long each trip will take, and factor in time for travel and rest. You may also want to consider the seasons, as certain destinations will be more enjoyable —or even accessible— at certain times of year.
Once you have a timeline in place, you can start shopping around for flights, accommodation, and activities.
- Send out a request for proposals to airlines, hotels, and other travel providers
When creating a travel calendar, it’s important to solicit proposals from airlines, hotels, and other travel providers. This ensures that you’ll receive the best possible rates and terms for your upcoming travel. It also allows you to compare different offers side-by-side, so that you can choose the option that best suits your needs.
To get started, simply send out a request for proposals to potential suppliers. Include all relevant details about your travel plans, such as dates, number of travelers, itinerary, and budget. Once you receive the proposals back, you can start reviewing them and making decisions about your upcoming travel.
By taking the time to solicit and compare proposals, you can ensure that you get the best possible deal on your travel arrangements.
- Compare prices and book travel arrangements
Once you’ve received proposals back from travel suppliers, it’s time to start comparing prices and booking travel arrangements. This is where having a comprehensive travel calendar comes in handy, as it will allow you to see all of your options side-by-side.
When comparing prices, be sure to consider the total cost of each trip, including airfare, accommodation, and other activities. You may also want to consider the flexibility of each option, as some travel arrangements may be more flexible than others.
Once you’ve compared all of your options, you can book the travel arrangement that best suits your needs.
- Make sure all employees have the necessary paperwork
Finally, before any trips take place, it’s important to make sure that all employees have the necessary paperwork in order. This includes passports, visas, and other travel documents.
It’s a good idea to keep copies of these documents on hand, in case they’re needed while you’re away from home. You should also make sure that everyone in your company is aware of the company’s travel policy, so that they know what to expect while they’re on the road.
Conclusion
By following these simple tips, you can easily create a comprehensive travel calendar for your company. By taking the time to plan ahead, you can ensure that all of your employees are able to travel safely and easily get where they need to go. And by soliciting proposals and comparing prices, you can ensure that you get the best possible deal on your travel arrangements.
