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Planning for Common Business Travel Complications

Your boss’s business trip is just days away. You’ve booked the hotel, arranged for rides with a black car service and confirmed your boss’s flight, but your job isn’t done quite yet. When you’re responsible for your boss’s travel arrangements, you need to make sure that you’re prepared for any unexpected complications that may arise with their travel plans.

While you can’t prepare for everything, it’s possible to make sure that you’re ready for common problems that business travelers run into while on the road. Use these tips so that the trip you planned for your boss goes as smooth as possible, and that you have a plan in place in case there are bumps along the way.

Misplaced Documents 
Misplacing documents like boarding passes and hotel confirmations can create a lot of stress for a person who is working on a tight schedule. Encourage your boss to use a trip planner mobile app which stores all of their travel information in one place, helping them avoid trying to keep track of multiple pieces of paper.

To make sure that important documents for business meetings aren’t misplaced, email your boss anything that you were asked to print out. That way if the hard copies are misplaced, your boss can print out new ones at the hotel’s business center. The U.S. Small Business Administration also recommended that travelers email themselves a copy of their identification or passport in advance of their trip, especially when traveling internationally.

Ground Transportation Problems

“Use GroundLink to make sure your boss’s ride is ready on time.”

Don’t make your boss depend on a taxi or public transportation to get to the airport. During peak hours, it may be difficult to ensure that a ride is available at the right place and time, and public transportation can be unreliable. Instead, arrange for airport car service with GroundLink so you can be confident knowing that your boss will be picked up on-time and that the driver will be there at the scheduled time.

“The last thing you want when planning a business trip for your boss is unpredictability,” said GroundLink CEO Liz Carisone. “At GroundLink, we understand the importance of reliability and punctuality. In addition to our on time pickup guarantee, you can view your boss’s ride, as it is taking place, on a real-time updated map in the Corporate Account Center. This visibility allows you to rest assured that your boss has been picked up.”

Flight Delays
If possible, try to head off flight delay complications when you first make the reservation. Buy a ticket that will get your boss to the destination city several hours in advance of their first meeting. That way if the flight is delayed, your superior will still be able to make it to their meeting on time.

However, if you have to book a flight that makes the timeline a little tight, there are ways to limit the chance of encountering delays. For example, CNN reported that morning flights are less likely to be delayed than those later in the day. You should also be sure to check the history of each airline to find out which ones have a higher likelihood of delays at the airport that your boss is flying out of.

Book flights on larger planes to minimize the risk of delays.Book flights on airlines that are less likely to experience delays.

Lost Luggage
While it’s ideal to bring only a piece of carry-on luggage when traveling for business, sometimes a checked bag is unavoidable. If your boss is checking luggage, be sure that you gather all of the airline’s customer service numbers and baggage policy information in advance so you don’t have to scramble looking everything up should a baggage mishap occur.

It may also be wise to pay attention to how you pay for the plane ticket. According to Entrepreneur magazine, some credit cards offer lost baggage protection that will reimburse travelers up to a certain dollar amount if their bags are lost. Some even offer help when luggage is delayed. The Discover card, for example, offers up to $500 of delayed bag insurance to replace personal items after only three hours, Entrepreneur reported. That could come in handy if your boss needs to quickly buy a suit jacket or pair of shoes to show up to the meeting appropriately dressed.


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