Top 7 Business Travel Challenges: How to Tackle Them

Business travel comes with its own set of problems. While some problems, such as jet lag, are predictable, others, such as flight cancellations, are unexpected. To get through these problems without any problems, you need to be ready, plan ahead, and have backup plans ready in case things don't go as planned.

Let's look at 7 common problems that come up when people travel for work and how to solve them in real life.

1. Travel policies that aren't clear and communication problems

Employees may find it challenging to manage their expenses or determine reimbursement when your company's travel policy lacks clarity or detail. This often leads to confusion and frustration when something’s not covered.

Solution:

• Software for managing business travel expenses helps keep track of costs and makes it easier to submit receipts. Additionally, it automatically highlights prohibited items.

• Make your business travel policy better by making it complete, clear, and simple to follow. This prevents common misunderstandings before they occur.

2. Compliance with the Travel Policy

Ensuring employees follow the travel policy can be tricky, especially since personal preferences vary. Some may prefer hotels while others opt for rental apartments, and everyone has different transportation needs.

Solution:

• Flexibility is key—offer a range of accommodation and transport options within the budget to meet different needs.
• Provide a clear travel policy using templates and checklists to ensure nothing is left out, so employees know exactly what’s expected.

3. Delays or cancellations of flights and reservations

Dealing with travel disruptions such as delayed or canceled flights can significantly disrupt business travel plans, potentially resulting in missed meetings or lost time.

Solution:

• Use corporate travel management software to make re-booking easy and provide 24/7 support for quick adjustments.
• Plan ahead with detailed itineraries and leave buffer times between flights, meetings, and other commitments.
• Book early morning flights whenever possible as they are less likely to experience delays.

4. Budgeting and managing costs

Keeping business travel within budget while ensuring employees are comfortable can be challenging. Finding affordable flights, accommodations, and transportation takes effort.

Solution:

• Set clear budget guidelines upfront to avoid misunderstandings.
• Utilize corporate travel and expense software to book within the budget and access special rates.
• Plan trips in advance—early bookings often offer better deals on flights and hotels.

5. Safety and security for travelers

Ensuring employee safety during business trips is crucial, especially when traveling to unfamiliar places. Female business travelers may face unique safety concerns.

Solution:

• Make a traveler's safety checklist to make sure you take all necessary safety measures.
• Implement a comprehensive travel policy that sets clear safety expectations.
• Use travel management software to track trips, send real-time alerts, and ensure employees’ safety.

6. Reducing Carbon Emissions

As the world pushes for sustainability, business travel’s carbon footprint is an ongoing concern. Companies need to take responsibility by minimizing the environmental impact of their trips.

Solution:

• Adopt carbon-neutral travel software to track and manage carbon emissions during business trips.
• Implement a sustainable travel policy that encourages eco-friendly options like train travel or remote meetings when possible.

7. Access to travel data and oversight.

Companies can make better choices about how to cut costs, be more efficient, and protect the environment when they have detailed information on business travel.

Solution:

• A business travel management tool combines data to give travelers insights and reports that make planning trips easier, help keep costs down, make trips safer, and make travelers happier overall.

Photo by Artem Zhukov