Company trips are the best ways to grant employees a much-needed break from files and meetings. It helps you connect with every employee on a new level. Employees appreciate such initiatives by the management.

Who does not like to chill without worrying about deadlines, client calls, or drafting creatives? Company trips are one of the most complicated ones to plan and execute. It is stressful to select the best retreat place, confirm the count of interested employees, and book tickets on time.

If you want to host a company trip, things get interesting. Familiarising employees with the trip motive and expectations help ensure high chances of positive results.

But if you are clueless about the whole thing but want to book a memorable trip for your employees, the blog may help. The last thing you would like is for your employees to get bored on the trip.

6 Best Strategies to Plan a worthy office trip for your employees

Business trips, seminars, incentives, or team building have developed and gained importance recently. Apart from retaining the customers, the company’s responsibility is to ensure the best experience for the employees too.

Because official trips form a critical part of the company’s atmosphere and growth, they help employees rejuvenate, motivate, and incorporate team spirit. Here are some best strategies to plan a memorable and enjoyable office trip for your employees.

1)    Identify the budget dedicated to corporate trips

Corporate Travel Management is a budget dedicated to domestic and international office trips. It includes the process of booking tickets and accommodations with the needed documentation. If you are planning a corporate trip, identify the total budget you would need for ticket bookings, accommodations, activities associated, etc. If short of a few bucks, resort to external financial help.

It is ideal when you are the prime trip manager. It lies in your responsibility to ensure a memorable trip. For example, if you have booked the accommodations and tickets but need only small cash to finalise the stay as a token of money or security, loans without a guarantor can help.

You do not need your business partner to assist you in finalising the small deal. You can do it independently with immediate cash in your account. Some bookings are time-sensitive, thus, allowing some cash flexibility to close the need without panic.

2)    Include employees’ opinions regarding trip ideas

While breaking the news to your employees about the trip is exciting, involving their participation can be an excellent idea. Take every employee in the loop and know their trip suggestions. If it seems a little time-consuming, send bulk emails or put a notice on the board for office trip suggestions.

 Most interested employees and hesitating employees may revert to this initiative of yours. Getting numerous business trip ideas may help you plan things smoothly. You can put everything on the employees, from the dates to location and best accommodations, and you may get some terrific ideas to make your trip exciting.

3)    Set up a final date to receive entries for the trip

If you have a trip a month later, close the final list within 15 days. It would help you look after the trip arrangements as a part of the final viewings. Everything should be timely.

Keep a checklist including specific details like accommodations, flight tickets, food or refreshments on the way, etc. Identify whether you want to finance the whole trip or if it will be a paid trip. It is essential as arrangements may vary then. Set up the luggage weightage limit for interested employees. It will help you avoid the last-minute oops movement.

Completing all the arrangements on time would help you address employee issues regarding the trip. Clarity is critical in such matters. It helps employees understand the importance of the trip for their growth and decide accordingly.

4)    Delegate the tasks to team members and employees

You cannot wear all the hats at a time. It implies you cannot do everything alone. Have a team that you can rely on for trip planning.

Delegation helps plan a smooth trip. Identify the best persons for the role in your office and delegate the tasks. For example, you can ask one of the team members to finalise the names and familiarise yourself with trip instructions.

Alternatively, you can delegate the financial part of the budget-planning part to someone good with finance, like- an account manager. Take his opinions on the best ways to reduce expenses and ensure the best within the budget. In this way, you can plan a business trip.

5)    Create a detailed Itinerary about the tasks

Design an itinerary if you want your business trip to be less hassle. It will help the employees guide, stating things to do and when to do so on a trip. Apart from avoiding anything disturbing, it would help ensure a comfortable trip for everyone. However, be mindful of a few things while creating an Itinerary. Here is how you can do so:

·       Decide the activities that your employees will engage in

·       Determine the order of the activities

·       Ensure that everyone meets the rules diary

Once you are over, you have nothing to stress about next. Enjoy the trip to the fullest.

6)    Allow only useful gadgets on the trip

While most employees may insist on bringing a company laptop or tab to be on top of the improvements or progress, avoid it. It is a recreational trip, and hence technology can be a hindrance. Create and forward guidelines regarding the gadgets they can bring on the trip.

Mention that the employees would be responsible for their gadgets. It would help them become conscious of the decision and bring only needed gadgets like earphones and smartphones.

The trips are usually unpredictable. Sometimes, you need to ensure the security of your employees’ gadgets while travelling. The authorities help you get additional space to keep your device safe. If you lack the fee to confirm the key to the locker, check unsecured loans from a direct lender and pay the dues quickly. One mostly needs a smartphone and a relevant bank account for a quick transfer. It would help you ensure peace of mind and gain trust and appreciation from employees.

Bottom line

These are some best ways to plan an amazing official trip for your employees. Ensure everything is in place and re-check the trip planning and arrangements.

Some employees may not join you due to some reasons. You can host a funfair after the trip on the office premises for everyone. You can partner with the best decorators and caterers to ensure a fun-filled day.