Organise Business Travel

Certificate IV in Business Administration

Elements and critical
aspects

1.

Organise business itinerary for domestic
and overseas travel

2.

Make travel arrangements

3.

Arrange credit facilities

Evidence of the following is essential:

›

organising business-related travel for others,
including scheduling and developing itineraries
and travel-related documents

›

efficiently booking and organising travel within
budgets and time constraints to meet traveller
and organisation needs.

Assessments

Blackboard assessment folder

1.

Portfolio submission

1.1 Practice activity

2.

Evidence of arranging travel for
Simwen Manager:

›

Completed air travel request form

›

Business trip folder with all the relevant
documentation

Why is business travel
increasing?



Globalisation

›

Foreign subsidiaries manufacturing products

›

Participation in other markets

›

Competition against companies located in other
countries



Improved Telecommunications



Overseas postings



Developments in international trade



Staff exchange



Increasing trade between Asia and Australia

Group activity – reasons for
business travel



Discuss when staff may need to travel
on behalf of the organisation.
Make a list under the headings:

›

Intrastate travel

›

Interstate travel

›

Overseas travel

Reasons for business trips



Visit branch offices



Buy new equipment



Market products



Expand export markets



Attend conferences or seminars



Attend trade fairs



Discuss company business with interstate
colleagues



Speak at a conference



Meet a consultant

Policy & Procedures



Procedure – specific method or way of
doing something.



Policy – plan of action adopted by
company

Travel policies and
procedures



Approval process (eg names of people authorised to
approve travel and expenditure - meals, taxis etc)



Preferred travel agents



Preferred airlines



Membership details (eg frequent flyer programs)



Preferred accommodation



Reservation process



Preferred method, class and suppliers of travel



Allowable expenses



Method of payment (company credit card, cash,
cheque)



Documentation to be completed by travellers

Simwen Travel



Policies and Procedures

›

PF Q1, 2, 3



Air Travel Request Form

›

PF Q16

Group activity



You have been asked to book a flight
for one of the Simwen Managers from
Perth to Sydney for a 10.00 am
meeting next Friday, what information
would you need to have access to?

Travel requirements

(PF Q 4, 8)



Travel policies and procedures



Flight details (from travel agent or airline)



Available accommodation (from a travel agent or your
organisation, preferred list of Sydney accommodation,
hotel guide)



Class of accommodation & Travel



Connections and transfers (details of taxi companies to
take the traveller to and from the airports)



Mode of transport



Time differences – between Perth and Sydney



Timetables



Calendar (to check holidays in other States)

Preparation



If you understand the purpose of the trip
you are planning, you will know what kind
of arrangements need to be made



This will make the process easier and
more efficient and you will be able to
make suggestions to the person you are
organising travel for



Documentation may have to be prepared
or collated for the traveller to take on
their trip

Time management



Making travel arrangements is very
time consuming so allow plenty of time
to clarify details, make booking
enquiries and confirm bookings



All meetings, appointments or
conference attendance should have
been confirmed weeks before the
departure of the traveller and details
incorporated into an itinerary

Individual preferences

(PF Q 10,

11)



Traveller may have preferences. For
example:

›

May want daily schedule structured in a certain
way

›

Lunch breaks – opportunity to meet with a client

›

Time of first and last appointments



Schedule needs to be structured efficiently
– customers situated near each other
should be seen one after another if possible

OHS Allowances

(PF Q 6)



Jetlag



Time for travelling from the airport to the hotel,
to appointments and in between appointments



Proper lunch breaks are taken



Limit of appointments in any one day



Limit of travel in any one day



Adequate rest periods and leisure time



It often takes longer to achieve things in an
unfamiliar environment

Summary



Understand your boss’s preferences



Have list of clients or people with
whom to make appointments



Know the amount of time to allocate to
each appointment



Know the time gap to allow between
each one



Know guidelines regarding OHS

What is an itinerary?

PF Q 9



Summary of entire trip - shows daily record
of travel

›

Accommodation, meetings, lunches, dinners,
business meetings and any special instructions

›

Arrival/departure times

›

Transport arrangements

›

Times and places of appointments

›

Names/contact numbers of people involved

›

Documentation for appointments, eg files,
company brochures, reports, tenders, contracts,
or reminder notes

(P/F Q 4)

Reasons for an itinerary?



Record of events



Traveller can easily determine their
destinations and appointments



Any special files or documents that
should accompany them



Used to identify the traveller’s
whereabouts and activities by a
number of interest parties

Prepare itinerary



Gather all details

›

Mode of travel

›

Class of travel

›

Transport timetables

›

Connections and transfers

›

Time differences

›

Budget

›

Accommodation (availability/class)



A draft itinerary should be handed to
traveller a few days prior to their departure

Using Travel Agent



Arrange visas



Time differences



Details of connections and transfers



Timetables



Advice about car hire and booking
procedures



Arrange rail or local transport passes



Arrange tickets for shows

Benefits of using a travel
agent

(P/F Q14)



Centralised booking system



Access to lower fares and discounts



Access to expert knowledge



Reduction of errors from booking over the
internet



Accurate processing of complex change
requests



Provision of travel warnings and advice



Assistance with travel insurance



Assistance with processing necessary visas

Make bookings



Follow policies and procedures

›

Being aware of health and safety issues

›

Procedure for dealing with telephone calls

›

How to contact clients to make appointments

›

How to respond to instructions/give
instructions

›

Policies governing the use of voice/e-mail



On-line



Telephone



Travel agent

Travel folder

(P/F Q 5, 15)



Passport



Tickets



Visas



Travel insurance
policy



Travel itinerary



Timetables



Maps



Health or medical
documents



Travellers
cheques/expense
account forms



Hotel/motel
confirmations



Correspondence
relating to trip



Note relating to
appointments



Business cards

Confirm/Check
arrangements



E-ticket



Paper ticket



Electronic or printed airline itinerary



Accommodation confirmation
documents

Negotiate and confirm
alternative arrangements



Negotiate – to arrange for or bring about
by discussion with another, to talk with
others in order to reach an agreement.



Inserting additional appointments after
itinerary prepared



Cancelling pre-arranged appointments



Re-scheduling existing appointments



Changing travel/accommodation bookings



Why might travel arrangements change?

(P/F Q 13)

Record travel
details/itinerary



Separate files



Single file



Checklist for you



Checklist for traveller

Methods of payment



Company account



Raising a purchase order



Company credit cards/debit card



Traveller pays and is reimbursed later



Cash payment by the traveller with
cash advance



Traveller’s cheques



Electronic transfer

Blackboard Documents



Travel request form

(

PF Q 16)



Organise Business Travel Learning
Guide



Itinerary template



Simwen Policies and Procedures



Powerpoint presentation



Practice exercise

Practice Exercise



Prepare a checklist of the steps involved. Include a
list documentation and materials likely to be needed



Refer to airlines timetables, hotel accommodation
guides



Make itemized list of all expenditure incurred, provide
realistic figures



Provide sightseeing suggestions



Prepare an itinerary outlining complete schedule and
provide any additional references and documentation
you think may be useful



Collate the above into a travel folder