Business Trips

One of the most exciting things about launching your career is being given the opportunity to attend a conference or seminar outside the office. Typically, when you are asked to go on business trips, you are given opportunities to further some important company business relationships. Being sent on business trips also reflects the growing confidence your managers have in your abilities.
Every year, there are thousands of conferences, seminars and training sessions taking place and while these are fantastic avenues to advance business goals, they can also be a breeding ground for career disaster. Here are some guidelines and suggestions to make the most of your business trips for yourself and your organization.

1- Purpose
Business trips are called business trips for a reason: There is a definitive reason why you are heading out of town. Most commonly, you will be asked or offered the opportunity to attend a conference or trade show. In addition to the request to attend, a clear set of expectations should be provided to you. For example, there may be a certain client you are to meet and a certain presentation or message to give. In a trade show, you may be sent to learn about new vendors or suppliers and start the exploratory dialogue. 
In the event of finding a conference you feel will be helpful to the company, you will need to present a clear business case about why you are going and what you expect to accomplish while you are out of the office. Do not use a business trip as an excuse to meet up with friends on someone else's dime or to research other job opportunities. Since someone else is paying for your excursion, make sure you accomplish what is expected of your first.

  2- Expenses
Its is typically standard operating procedure for the company to pay for all expenses related to your business trip, including conference registration, hotel, airfare, rent car and meals. First, note that your company's accounting department will often require you to put the bulk of your trip on your credit card and then submit your receipts for reimbursement. you may find it rough putting several hundred dollars on your credit card and waiting 15 to 30 days for a reimbursement, but that is usually how it works, so plan accordingly.
Additionally, your company likely has rules on limits for reimbursements. Granted, the company is paying for your meals, but a 200$ dinner at the nicest steak restaurant may end up being a violation of your company travel and entertainment policy. The best approach is to be respectful and logical about what should be expensed. if you feel something is a little over-the-top or not covered, immediately call your manager at work to confirm or hold off on the purchase.

3- Preparation
The excitement of being asked to go on your first business trip might make you forget that you still need to make preparations so that the trip is productive. If you are tasked with tracking down your own hotel and travel arrangements, look for accommodations that make it easy for you to attend your meetings. For instance, If the price is right, staying at the hotel at the conference venue might be better than the cheaper option halfway across town. If you have meetings in various locations, weigh the options of renting a car versus taking a taxi everywhere.
If you are visiting another country, you should take some time to brush up on the local customs and practices. As things relate to your meetings or requirements, If you need an internet connection to make a presentation, make sure you have Wi-fi availability. In short, consider all of your needs and requirements and have an effective plan to keep your trip productive and running smoothly.

4- Travel Partners
While being asked to go solo to a conference is commonplace, many times you will find yourself attending with coworkers. Additionally, it may also be a convenient time to bring your spouse or significant other for an extended weekend. In the case of a same-sex a hotel room to help conserve finances. in the event your professional accomplice is of the opposite sex, in all cases, act professionally and respectfully.

5- Sightseeing
While out of town, it can be very tempting to go sightseeing, particularly if this is your first time visiting an area. Besides, when is the next time you are ever going to be here again, especially with someone else paying for it? Remember: You have been sent for business first and not to build your own tourism photo album. Even if you get through all your meetings and research, reporting that you had some time to check out the local scene and attractions might be interpreted as not having enough on your plate. If you are bent on sightseeing, consider mingling business with pleasure. A business meeting at the award-winning golf course might make sense. IF that is not prudent practice, however, you may be able to stay an extra day or two especially if those days are weekends to satisfy your sightseeing urge.

  6- Partying
When you are attending a conference, you may be expected to provide entertainment for some of your clients. This might include golf outings or dinners. First, if this is expected of you, refer to your company's policy on appropriate limits and venues. For instance, hitting up the fanciest steak restaurant in town might provide a good image, but it may be out of bounds.
You should always keep an open mind for what business opportunities may come your way. It might make sense to have dinner with a new contact you met at the trade show to discuss some ideas in grater detail. You are there for business first, and of course, your behavior on these trips is crucial. You wouldn't want word of your drunken strip-club fiesta t make it back to the office.
Venturing out on your first business trip is exciting as it is an indicator or the trust the company and your managers have in you. But, just as any business assignment does, it also comes with responsibility. You should act accordingly by accomplishing your business objectives by offering a professional, prepared image after all, you are representing your company. Also, you should definitely enjoy yourself, and by respecting your employer's needs, opportunities for enjoyment outside the business arena should emerge.


7- Business Trip Report
Business trip reports are a widely used element of organizational communication. They are usually sent to a supervisor or to a group of associates to describe a business trip. Write useful business trip reports that provide details on the purpose of the trip, what you did, what you learned and what recommendations you have for the readers of the memo. These reports follow a basic memorandum format with a header, statement of purpose, discussion and recommendations.