Planning group travel for your employees can be quite the juggling act between new company initiatives, ever-changing schedules, and your day-to-day workload with projects needing attention. No matter if you’re working on temporary assignments, group trainings, or even intern programs, here are some tips to help you smoothly manage the travel planning process. 

1. Plan Early 

Starting to plan as early as possible to set dates will help in securing the best rates and availability for flights, accommodations, and other travel services. Setting the dates can be one of the most daunting tasks, but it’s smart to begin early. Have a couple of options at the ready in case of scheduling conflicts or holidays you may have overlooked. If you work with a partner, such as a Corporate Housing Provider, you can check rates for the tentative dates to ensure there are no foreseeable issues with availability. For example, throughout last year we alerted clients who frequently book in France about potential travel challenges due to the Olympic and Paralympic games being held there. You may not need to worry about an event of such magnitude, but even a city full of excited Swifties for several nights can make or break the ability to be in walking distance to the company headquarters downtown – or banished to accommodations in the ‘burbs many miles away. 

2. Provide Clear Communication 

Keeping the lines of communication open with all your travelers will help them feel comfortable knowing when the dates are and any specifics of the trip. By providing detailed itineraries and travel guidelines ahead of time, you can have peace of mind knowing everyone’s on the same page plus many questions can be asked in advance. Set expectations and confirm your business travel partner will email travel details to your employees in advance, including dates of stay, parking availability (if needed), and any nuances to be aware of. If you are working with a corporate housing provider for an extended stay, the service partner will also need to send a reminder to your employee about the vacate date – which is essential in case an extension is needed. Managing critical details is one less thing you need to worry about, and your traveling employees will be thankful for the clear communication! 

3. Choose Accommodations Purposefully 

Choosing accommodations that are not only convenient to the work location but also fit for the travel purpose will benefit both the company and employees. For example, for a quick overnight or 2-day trip, a hotel may be the most convenient and budget-friendly choice. For longer stays, serviced accommodations - also called corporate housing - can offer individuals the comforts of home while encouraging group interaction for the team, all while still staying within budget. With well-equipped kitchen space, employees have the option to cook a meal and even grab a quick snack from the counter during a late-night work session, instead of wondering if anything’s open nearby. Many properties also offer a meeting space or common area to continue project collaboration and encourage getting together before heading out to the worksite or for a morning run. The right accommodation space can maximize both productivity and employee satisfaction. 

4. Consider Local Comfort 

Some traveling employees love the excitement of a new city and arrive ready to explore, where others may feel a sense of anxiety with the unfamiliar. Being comfortable with the lay of the land can encourage the group to get outside for some fresh air and a much-needed mental break. If it’s a location your employees will frequent, it may make sense to provide some preview info and highlights of the area so they can enjoy their downtime away from the office. Visitor bureaus have helpful pamphlets and websites to browse, and some accommodations providers may also offer materials. For instance, we provide our Xplore™ mobile app at no cost for guests which includes a map and insightful recommendations for everything from late night eateries to nearby walking trails. Offering a friendly overview of the local area will help your employees feel comfortable in their ‘home away from home.’ 

5. Set Budgets and Requirements 

Setting budgets and requirements for group travel can be a balancing act, but here’s a little tip to help: establish clear guidelines and explanations of options from the start, ensuring employees know what’s required of them and what’s being made available to them. For example, let’s say you’re preparing for a team’s upcoming 3-month project in Munich. You get dates set and start arrangements, but then you get wind of an employee booking their own accommodations – arriving earlier than needed to celebrate the end of Oktoberfest. By sharing requirements such as which ‘travel days’ the company will cover, employees will know what comes out of their pocket – and what is covered by the company. Plus, you’ll be managing risk to the business and to the employee. Same with lodging costs – setting a budget in advance will reduce surprises (like a €1000/night hotel cost or a stay in an ‘off book’ vacation rental!). Budget planning can be done with a lot of research on your own, or with the help of an accommodations partner (hint: see below for one of the best!). One last thing – provide both a minimum and maximum approved amount in your budget, which offers flexibility within reason for reservations. 

Whether you need a housing block for a group of travelers to a single location or accommodations around the world for employees on global assignments, we have you covered! Let Dwellworks Living make your job easier with useful tools for you and your employees. Our Market Rate Tool offers average nightly rate ranges from Amsterdam to Anchorage so you can set budgets confidently. And your employees will love using our Xplore™ app to quickly get acclimated to their new city. With reporting to keep you up to date on everything you need to know, to guest communications from pre-arrival through departure, we make your job easier, with greater peace of mind. Look no further than Dwellworks Living if you want one go-to partner that makes you and your traveling employees feel At Home Around the World.