Organise Business Travel Powerpoint

Report
Organise business itinerary for domestic
and overseas travel
2. Make travel arrangements
3. Arrange credit facilities
Evidence of the following is essential:
1.
› 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.
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
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Globalisation
› Foreign subsidiaries manufacturing products
› Participation in other markets
› Competition against companies located in
other countries
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Improved Telecommunications
Overseas postings
Developments in international trade
Staff exchange
Increasing trade between Asia and
Australia
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Discuss when staff may need to travel on
behalf of the organisation.
Make a list under the headings:
› Intrastate travel
› Interstate travel
› Overseas travel
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
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Procedure – specific method or way of
doing something.
 Policy – plan of action adopted by
company
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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
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Policies and Procedures
› PF Q1, 2, 3
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Air Travel Request Form
› PF Q16
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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?
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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)
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
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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
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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
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Schedule needs to be structured efficiently
– customers situated near each other
should be seen one after another if possible
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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
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
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Summary of entire trip - shows daily record
of travel
› Accommodation, meetings, lunches, dinners,
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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)
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
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Gather all details
› Mode of travel
› Class of travel
› Transport timetables
› Connections and transfers
› Time differences
› Budget
› Accommodation (availability/class)
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A draft itinerary should be handed to
traveller a few days prior to their departure
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
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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
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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
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Passport
Tickets
Visas
Travel insurance
policy
Travel itinerary
Timetables
Maps
Health or medical
documents
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Travellers
cheques/expense
account forms
Hotel/motel
confirmations
Correspondence
relating to trip
Note relating to
appointments
Business cards
E-ticket
 Paper ticket
 Electronic or printed airline itinerary
 Accommodation confirmation
documents
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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)
Separate files
 Single file
 Checklist for you
 Checklist for traveller
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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
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Travel request form (PF Q 16)
 Organise Business Travel Learning Guide
 Itinerary template
 Simwen Policies and Procedures
 Powerpoint presentation
 Practice exercise
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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

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