What is business travel?

1) Before you go: Pre-planning

The pre-planning stage depends on your company. Some companies may book travel, accommodations, and meetings without asking for your input, while others may give you guidelines and leave the actual bookings up to you.

No matter what, there are certain things to take care of before the trip:

• Travel arrangements: How are you getting to where you’re going? Your plane tickets need to be booked or your rental car reserved.
• Accommodations: Your hotel or rental apartment should be booked.
• Travel in the location: Once you arrive, you still need to get from place to place. Will you take taxis, rent a car, or use public transport?
• Itinerary planning: If there are specific events and meetings you’re required to attend, these should be outlined before you hit the road. Think about the goals of the trip: What are they, and what needs to be done to accomplish them?
• Budgeting: Your company will outline budgets for necessary expenses.
• Policy outlines: It’s important to understand your company’s travel policies before you go. For example, what are the reimbursement procedures? Are there emergency protocols and risk management policies?

One of the most important parts of a business trip is reliable and flexible transportation. Without it, you may miss meetings or events, end up stranded in an unfamiliar place, or be left without the ability to add things to your itinerary. This is why renting a car is a smart solution for business travelers: It allows you to get where you need to go on your own terms, without having to rely on public transportation or taxis.

2) During the trip: Accomplish your goals

Now, it’s time to do what you’ve set out to do. Think back to the goals and the itinerary that were set down during pre-planning. How can you best accomplish these? For example, if you’re attending conferences and client meetings, it’s important to put your best foot forward. Arrive on time, maintain a professional appearance and demeanor, and do your research beforehand.

No matter the goal, it’s always important to be flexible. Unexpected cancellations and delays can happen, and they should be handled with grace and professionalism. You can also be flexible in your conversations with people; compromise is a key to networking and closing deals.

And don’t forget recordkeeping. While you’re away, keep track of your expenses: meal receipts, taxi bills, gas payments, etc. You can use a company system for this or opt for a mobile app. Diligent recordkeeping will make expense management when you get back much easier.

3) After the trip: Assessment

Once you arrive home, it’s time to report your expenses and assess how the trip went. You may need to turn over hard copies of your receipts to your company so they can keep track of the budget and issue any necessary reimbursements.

You will also likely need to communicate your assessment of the trip’s success with your superior. Were your goals accomplished? Did you make any valuable contacts? Sharing key takeaways or new, crucial information with your team is essential. If you were there to network, you can also follow up with new contacts you made during your trip.

When you’re heading to rural destinations that require high flexibility

If you’re heading to a rural destination, or even a suburban destination, you’ll likely need your own car to get around. Public transportation here is practically nonexistent, taxis are often few and far between, and ride-share apps may be completely unavailable, leaving you with long waits and high costs. If you want a reliable and efficient way to get around, renting a car will be your best bet.

When you need a cost-effective and sustainable way to travel

It’s no secret that planes can be expensive, and they also heavily pollute the environment. As a result of its high monetary and environmental costs, plane travel just doesn’t make sense unless you’re traveling halfway across the country or farther. If you can drive to your destination within a few hours, renting a car will be the cheaper and greener option for sustainable business travel—especially if you opt for a hybrid or electric rental vehicle.

When you need to customize your itinerary

If you’re renting a car, you’re not tied to itineraries set by planes, trains, or even local public transportation. With a rental car, you can get where you’re going on your terms, and you can make last-minute plans to your itinerary with ease. You can also customize your itinerary by combining a rental car with another mode of travel. For example, maybe you’re heading from one coast to the other, so you need to book a flight. But once you land, rent a car so you have more flexibility on the ground.