Business Travel USA: A Guide to Business Travel Planning

For any US company or for that matter, any corporate across the globe – the success of your business travel spend control depends on how well you manage the important variables. But how can you bring a fine balance between business travel budget and related ROI and justify the employee business travel?

Business travel is essential for many reasons, whether it’s your sales team, or client relationship team, support team or after sales service or even a team building event – they all add to achieving your company’s goals. When you add up all the necessary costs for traveling, such as flights, car rentals, lodging, and other costs, you find that a substantial portion of your budget is consumed.

For many small business entities, they often wonder if using a business travel agency is necessary or whether internal planning can bring you the same results? The secret is to adapt big corporate strategies to your small business needs.

This brief guide will teach you how to arrange business travel like a Fortune 500 company while paying SMB rates.

1.  Work Smarter, Not Harder

Saving money should not mean skipping out on business travel trips. Simply put, you must make effective use of a single itinerary and cover all your clients in that area/region if your employee schedule allows.

Corporate travel planners need to be well-organized for it to happen. Macro- and micromanagement, delegation, short-term and long-term planning, and planning are all necessary for the position.

Your success may greatly depend on how you handle time management and to-do lists (and your sanity).

2.  Set Clear Goals (and Make Sure Your Staff Know the Goals)

The pursuit of a goal is essential to running a business successfully in all respects. Although it might not be a part of your “regular day,” the final goal remains the same.

What do you hope to accomplish with your business travel? Why are you arranging these business travel trips? Your plans should be guided by the answers to those two questions. For instance, how would you determine who goes and who stays if you aren’t sending everyone?

You may decide who will most likely gain from the business travel once your goals have been established. Over a long run, these business travel visits enforce your client commitment, build your brand and help foster healthy relationship between your concerned department and the client. Your company will definitely gain from those business travel spend.

3.  Budget Your Travel Expenses

You’ll reduce unforeseen costs after you create a thorough corporate travel policy. You’ll be adding tidbits here and there that you missed or forgot during your first read-through. After that, the processes for each business travel will essentially be the same but with different details.

Having a clear and reliable relationship with business travel management company USA you use frequently is also beneficial. Each party will be aware of what the expectations are and how best to anticipate and deliver. You need to have a direct communication line with your business travel agency, and they’ll know how to operate within the given parameters of your travel policy and your budget, allowing you to automate some aspects of your travel process.

4.  Provide Travelers with a Checklist from Your Travel Policy

Do you already have a company travel policy?

Your travel policy should have a checklist that each traveler can utilize and be simple to follow. Since most first-time users won’t be aware of what a per diem covers, be sure to clarify what it includes.

For most of Business Travel in US, per diems cover housing, some food, and travel. They have dollar limits on each included component and do not include entertainment.

Your travel policy should be very explicit about all of this. Make it a point to share the policy with everyone traveling, even if you have already done so. Keep amending your travel policy based on the inputs from your business travel agency, your traveling staff and other market conditions.

Send your staff a copy of your reimbursement and trip documentation checklist through email if you have one. The simpler you try to make things for them, the more probable it is that they will complete everything without you having to go after them for it.

5.  Be Open to Change

Although having a firm travel policy is essential, it’s also important to be flexible. If you are not personally traveling, you will learn about adjustments that need to be made through contact with others who are.

In a small business, keeping your policy malleable and having open communication channels is crucial. If your employees don’t feel appreciated, you’ll either have a hostile work environment or a high turnover rate.

Keep an open mind when hearing criticism. What succeeded? What might you alter? Each employee is impacted by your company’s rules. Their suggestions might stimulate creativity and productivity.

Additionally, you’ll need to keep abreast of safety precautions and governmental rules and regulations. Your employees count on you to take them to secure locations. This was made clear by COVID, but it should always be a part of every company’s standard operating procedures.


You might not have the flexibility in your small business budget to hire a full-time business travel agency. However, using these pointers, you can work effectively as your own internal corporate trip planner.

Traveling for business is a wise decision because it has several benefits. Additionally, the return on your investment can more than cover the upfront costs.

With the help of these suggestions, any small firm may make business travel arrangements in USA and control leakages.

Your next trip will depend on how successfully you manage your business travel services and the tools you employ, to implement and monitor your company travel policy and how effectively is your business travel management company running it.

Related Articles

Back to top button