How to Organize a Business Trip for Your Employees

For any prosperous small business, business trips are a necessary element which contributes to them growing and developing. Regardless of whether such trips are to the neighboring city or some other country, their significance demands that they would be thoroughly organized both in terms of business and travel arrangements. 

Making sure you and your employees arrive at their destination safely, that they have decent accommodation, optimal working conditions, as well as for them to know what to expect requires you to plan in advance which is not that complicated if you follow some guidelines. To help you organize your business trip so that both you and your employees are satisfied with the results, here is a short list of some things to keep in mind. 

Share traveling details

Although you are going on a business trip and not on a vacation with numerous activities, there will still be some itinerary that you need to share with your employees so that they know what to expect. Knowing the details about where and when they will be going during the business trip can help them organize not only regarding their tasks and presentations but for instance, regarding the choice of clothes so they don’t come casually dressed to dinner with clients. 

Also, it wouldn’t hurt to share with them some templates to help them organize – for instance, a checklist for important items such as cords, adapters, flash drives, devices etc. It would be useful to have certain documents printed and handed out, such as the itinerary, and you can also provide each employee with an envelope for travel receipts and other essential travel or business documents.

Research the most economical options

If you have complete freedom when it comes to arranging transportation and accommodation, it would be best to thoroughly research all possible options, especially if your team is traveling abroad. If the latter is the case, you need to get acquainted with the city and find the optimal accommodation solution in terms of the distances between the hotel and other places you will be visiting. 

When it comes to the means of transport, you can look into bus lines and airlines which offer discounts for a group of people traveling. Also, your choice of a credit card can be of importance in this case since different cards can offer different discounts and schemes for travel points. You can also opt for credit card free luggage promotions that can help you cut costs which is important since you are covering the expense of more people. Some credit card issuers throw in additional benefits such as a free suitcase or a night at a certain hotel. 

Be clear about your travel policy

Having in mind that you plan for the budget allocations to be the same for each employee, it is crucial they are clear on the transportation choice, the time of the travel, luggage requirements, and other details. It would be good to email them to all travelers in advance so that they have the time to read it properly, especially if it is a lengthy piece of writing.

In case that there are some remote employees or that your travel policy is flexible, your employees need to know the exact amount of money they have at their disposal so they can organize their transportation. If you already have some deals with a particular airline or bus line, you need to also mention that to your employees or to restrict their choice to those companies. Providing them with clear guidelines will help both you and your employees feel more comfortable and confident and that will increase the chances for the business trip to become a success. 

Include employee leisure time

If you wish for the employees to be motivated to give their best on this business trip, you need to provide them with some leisure time since you wouldn’t want the amount of work and stress to lead to burnout. A few working days on a business trip can be even more demanding than the same amount of days in the office, so it is good for them to get an opportunity to relax and to see a bit of the city they are in.

You can go about it in a number of ways and besides organizing and paying for them to attend some interesting event unrelated to business, you can also just give them some free time they can spend either exploring the city on their own or resting in their rooms. Another option is for them to stay a bit longer, so for instance, if the trip ends on Friday, they can stay a bit longer as long as they come to the office on Monday, rested and ready to work.

Conclusion 

To ensure a prosperous business trip, your employees need to be acquainted with the itinerary and their tasks because you cannot expect high productivity if they are left in the dark. This trip also needs to include some free time for them so they can recharge their batteries and increase efficiency. In addition to that, the more time you spend researching, the greater the chances of finding an economical transportation and accommodation solution so that you get optimal results without spending too much.

The Role of HR in Reputation Management

Most people think of recruiting and hiring when it comes to the HR department of any given company. But HR needs to be involved in much more than just interviewing potential employees. In fact, one of the most important aspects of HR work is reputation management. By guarding the company’s image and making sure employees are happy, it’s easier to not only harbor more interest from potential employees but to let the world know your company is a great place to work, grow, and find success. 

A human resource team should be properly trained when it comes to representing how the business looks to the rest of the world. It’s their responsibility to build and sustain a positive image for the business itself as well as its employees. That includes training for proper employee management and creating an environment where strong, respectful communication is expected and encouraged. Strong communication involves skills like being respectful, listening actively, knowing your audience, taking note of body language, and even habits as simple as putting your phone away.

When communication isn’t open between HR personnel and employees (especially unhappy employees), it will make matters worse and could result in an extremely stressful situation for your business. 

So, how can your HR team develop and sustain a positive reputation for your company? Let’s look at a few practices that your HR department should start committing to right away. 

Building a Better Company Culture

One of the best ways an HR team can focus on reputation management is to build a better company culture from the inside out. The way to do this will look a bit different for every type of business. It’s important to understand what’s important to your company and how you want to portray that not only to your employees but to the rest of the world. 

You want to make sure when any potential employee walks into your business for the first time, they get a full feel of what your company represents. They should understand your atmosphere, what’s expected, the culture surrounding other employees, the culture surrounding customers/clients, etc. It’s up to your HR team to make sure an environment of community and purpose always shines through. 

Other tactics that can be put into place to boost your company culture include things like: 

  • Encouraging your employees to share their positive experiences with the company on their own social media pages or on your company website. 
  • Encouraging your team to talk to potential hires before they start the job. 
  • Creating an environment in the workplace that motivates people to do their job well. 
  • Being flexible with people’s personal lives and schedules. 
  • Building a team — not just a group of individual workers. 
  • Having a strong company mission and making sure everyone knows it. 
  • Communicating with one another to keep things as clear as possible between employees and management. 

When your HR team chooses to create a positive company culture an environment that ensures employees are happy, the benefits will speak for themselves. Not only will you have a crew of employees who are excited to do their job and who are likely willing to go above and beyond, but you’re also more likely to recruit better employees to come work for your company. The trickle-down effect of a great workforce is self-evident. When you have the right people in the right positions, your customers — and in turn your business — will reap the benefits. 

It doesn’t end there. There are personnel techniques your HR team can utilize to highlight the net impact of each employee. Once you’ve found those people who love the work and are willing to go above and beyond, a good management structure won’t let them stagnate. For example:

  • If an employee shows a proclivity toward working with customers, you can create a customer success position in which their strengths can shine. 
  • If a member of your team is highly detail-oriented and organized, consider how they can help your organization by becoming a company auditor to ensure legal compliance with regulations and optimal efficiency.
  • If a member of your team is good at networking, they may be a good candidate when it comes to finding someone to manage your brand’s social media account.

Give employees the opportunity to play an active role in their own career development and the growth of the business. Professional empowerment is a force of nature, so keep an eye out for the unique skill sets that each of your hires bring to the table. 

How to Handle Unhappy Employees

Though reputation management is a big deal when it comes to finding new employees, it starts from the inside, and any successful HR team needs to realize that when they’re working on company culture. The old saying goes that you can’t make everyone happy all the time. But, people who work in HR should make it a constant mission to keep employees content. Yes, it starts with creating the right culture, but that culture needs to be continuously fostered to take care of employees who are already working hard. 

Some signs of disgruntled or unhappy employees typically include things like attendance problems, poor work quality, negative attitudes, or complaints about the job. Sometimes, though, employees won’t say anything about how dissatisfied they are, and they may just opt to quit. A high turnover rate within your company is a sign that your HR team isn’t doing what is needed to ensure everyone’s satisfaction. 

That might seem like a small problem to have, but if employees start leaving, they could do damage to your company’s reputation.Word of mouth goes a long way, and what a former employee says to a customer could result in a negative review. This could lead you to have to hire some serious reputation management. If not the negative reviews can be a huge red flag for people who might have otherwise been interested in working at your business. 

Additionally, an HR team has to be prepared for unexpected situations. For example, if an employee gets hurt on the job, reputation management is still an important consideration. Typical job injuries include things like: 

It’s up to the HR team to make sure an injured employee gets the care they need. If they don’t, that employee could take legal action, which could seriously damage any company’s reputation. 

Reputation management is important for any business. But, it’s not just about making sure customers and clients see you in a positive light; it’s making sure you’re attracting the right people to work for you and keeping your current employees satisfied with your company culture. This should fall on the shoulders of a quality, driven HR team. Putting some of these ideas into action immediately can make a big difference for your business by providing a boost to your reputation.