How to Plan a Hassle-Free Business Trip and Choose Your Accommodation Wisely

Worry not about traveling for business trip to new cities in Indonesia because Rukita has your back.

In this digital era, everything is getting simpler because distance is no longer the main problem. But, in the business world, nothing beats face-to-face interaction. E-mail and Zoom meetings cannot replace human interactions to get the business done.

Perhaps this is one of the reasons that business travel is still necessary today. Your company is willing to pay for your travel expenses miles away to make sure everything went smoothly before sealing the deals. In light of that, you will find advice in this article on how to plan a hassle-free business trip. Now let’s get going!

Read more: A Complete Guide to Work in Indonesia as a Foreigner

What is business trip?

According to Meriram-Webster, a business trip or business travel is a trip made as a part of one’s work. The purpose of business travel is to divide it into different types; you can go for business conferences, meetings with executives from other companies, or bleisure travel (a short term for ‘business and leisure’ travel).

Traveling for work can mean anything from a weekend business trip to a few months or years of relocating to a new city, or even a new country. For a short business trip, a hotel can be a perfect choice of accommodation, but for a long-stay period, a house or apartment rental are better options.

Types of Business Trip You Need to Know

Now, let’s deep dive into the various forms of business travel so that you can better prepare.

Internal meetings and office visits

For organizations with multiple offices, business travel is crucial for maintaining alignment across the entire company. Employees and leadership may need to travel to other locations to discuss specific projects, strategize, and strengthen company culture.

Client meetings

Building strong client relationships often requires face-to-face meetings. In certain cultures, like Japan, personal interactions are highly valued in business dealings. Therefore, business travel plays a vital role in maintaining and nurturing client relationships.

Corporate events and conferences

Many companies prioritize professional development and networking by sending their employees to corporate events and conferences. These gatherings offer opportunities for learning through seminars and workshops, as well as fostering connections with peers, clients, and service providers.

Trade fairs and exhibitions

Trade fairs and exhibitions are essential sales channels for many industries. These events provide companies with a platform to showcase their products or services to potential buyers, generate leads, and build brand awareness.

Transfers and offshore work

While most business trips are short-term, some employees may be required to relocate for extended periods. Transfers can be challenging, especially when involving relocation to another country. Businesses must handle visa and taxation matters and provide support for employees adjusting to a new culture and environment.

Bleisure travel

A growing trend is bleisure travel, combining business trips with leisure activities. This allows employees to explore new destinations and relax after work commitments. It can benefit both employers and employees by fostering a more positive work-life balance and increasing employee satisfaction.

Read more: Corporate House Business vs Hotel: What Are The Differences?

Tips to Plan Business Trip Smoothly

Proper business travel arrangements pave the way for a successful and smooth business trip. Follow these three tips to help plan your business trips systematically.

1. Prepare everything in advance

Be grateful if your company already manages the transportation and accommodations, because it is a great assistance. Otherwise, you will have to search for it by yourself, which is very stressful! Make sure to do as much research as possible before deciding on anything. 

It’s important to know everything about your trip, including the weather, food, ways to get around, location and level of safety of the accommodation, and distance to the airport. When organizing your business trip, you also need to be informed about the present political situation and the continuing crises in order to minimize unnecessary risks.

You will need to pack a big list of items for the business trip, depending on how long it will be. If you don’t know how to travel lighter and more shrewdly, these will increase the weight of your luggage and can hinder your convenience while traveling.

Assemble your personal items, which include toiletries, casual clothing, formal attire, shoes, medications, travel documents, and electronic devices like laptops, chargers, and power banks. Select the appropriate luggage, like a small carry-on, to enable you to travel with just cabin luggage.

The next step is choosing flights that allow you some rest before the first assignment. Having knowledge of the most convenient flight times is essential for a productive business trip. The flights depart early in the morning to help you escape traffic jams on your way from your house to the airport. In order to reach the meeting on time, it is important that you arrive at the destination early.

2. Book your accommodations

After booking your flight, carefully consider your accommodations to get the best deals on rooms and amenities. What should you be aware of before making a reservation? A few lists to bear in mind are as follows:

Check the cancellation policy: Book a hotel that allows cancellations without charging hefty cancellation fees.

Check hotel rates and reviews: Use hotel reservation websites to acquire the greatest deals on accommodations and extras for a relaxing stay following a busy day. Read online reviews about the hotel on third-party websites. You can get an overview of the meal quality, cleanliness, hygiene, safety of the location, amenities, and service by reading both positive and negative reviews.

Location and proximity: When choosing an accommodation, one thing you must keep in mind is how accessible the hotel is to the places you will visit. As a result, you have to make sure the hotel is situated in a secure neighborhood where you can leave without difficulty.

Hotel amenities: Business travelers prefer staying in hotels that have a variety of services, including a bar, gaming room, spa, sauna, gym, and swimming pool. In order to aid business travelers in relaxing after a demanding day at a meeting or conference, search for hotels with these features.

Additional accommodation facilities: Some hotels provide other facilities, like meeting rooms or serviced conference rooms, for employees on a business trip. If you must arrange your own meetings, it is advantageous to book hotels with these amenities.

Offer concierge services: Concierge services are extra benefits offered to staff members, like access to airport lounges, taxi services, business travel insurance, and parking for cars. Making reservations for these services ahead of time not only improves convenience but also saves time that may be spent on non-work-related activities.

3. Create an itinerary

The essential itinerary is a basic overview of a day-to-day business trip schedule. You can also use an online travel management platform to track your itinerary with ease. Remember to include the following information:

Every flight: Provide information about your arrival and departure times at the airport, your takeoff and landing times, any layovers you may have, and the class you will be traveling in.

Transportation: Information about available rental car services, the time of the airport pickup and hotel drop-off, the hotel’s transportation facilities, and the company’s transportation for commuting between locations must all be included in the itinerary.

Accommodation: Make a note of everything, including check-in and check-out timings, the location, meal timings, type of cuisine available, whether or not breakfast is included, and safety procedures.

Sightseeing places: In addition to the main goal of business travel, you also require some personal space and leisure time. Yes, you can get worn out, irritable, and stressed out by the continual pressure to fulfill deadlines and business goals. Therefore, make sure you include additional time for yourself to recover and unwind, which might include exploring nearby places to experience the local way of life and try local cuisine. 

Last but not least, let your loved ones know where you will be on particular dates by sharing the itinerary with them.

Finding Residential Solutions for Your Company? Better at Rukita!

Rukita stands out as a reliable solution for business trip accommodations or corporate housing, offering a range of residential options tailored to meet the diverse needs of businesses. Whether it’s accommodating employees near the work site or creating a custom coliving space for a company, Rukita provides complete and comfortable housing solutions.

With a focus on hassle-free living, Rukita simplifies the entire process by bundling housing, resident services, and renovations under one roof. This streamlined approach ensures that companies can focus on their core activities while Rukita takes care of the intricacies of employee housing.

One of Rukita’s key features is its flexibility in location selection throughout Indonesia, allowing businesses to choose the most suitable places based on their operational requirements. Whether situated in bustling urban centers or more serene locales, Rukita’s corporate housing options cater to a wide range of preferences.

Additionally, Rukita’s commitment to transparency is evident in its billing system, which ensures straightforward financial transactions for both residential reimbursement and corporate accounts. The comprehensive facilities, including amenities such as AC, WiFi, laundry, room cleaning, and concierge services that can be tailored to specific needs, further contribute to Rukita’s appeal as a top-notch provider of corporate housing solutions in Indonesia.

Source:

• https://www.travelperk.com/uk/blog/main-types-business-travel-arrange-accommodation/
• https://www.paxes.com/blog/business-travel-arrangement/
• https://www.itilite.com/blog/travel-arrangements-business-trip/

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That is all you need to know about a business trip, from planning to choosing the perfect accommodation that will make your travels easier. Also, Rukita has your back if you need a comfortable, modern, and strategically located apartment to stay in. Yes, Rukita offers many kinds of apartments that you can rent to live a more comfortable business trip in Indonesia.

Don’t forget to download the Rukita app via Google Play Store or App Store or visit www.Rukita.co. Follow Rukita’s Instagram account @rukita_indo, Twitter account @rukita_id, and TikTok account @rukita_id to get the most recent information and other interesting deals!