Friday 20 September 2013

How to Make Travel Arrangements for Your Boss

It's not hard to make travel arrangements for yourself because you know your own preferences. However, the trip you arranged for your boss could hit some snags if you are not careful to check every detail and ask him specific questions about what he wants. Keep in mind that your job is to make sure the trip goes perfectly, so double-check each reservation.

Instructions

    1

    Ask you boss for all the details about the trip. Find out what time she wants to leave and if she prefers to fly, drive or take a train. Find out what tasks she must accomplish while on the trip, such as a conference or meeting, and if there is anything else she would like to do while traveling.

    2

    Search online for plane or train tickets that accommodate you boss' schedule. Book a ticket as early as possible. Ask your boss if he prefers a window or aisle seat and if he wants to fly business or first class. Before you buy the ticket, print out the flight or trip you have selected and ask for his approval. It's better to take this step than to accidentally book a flight he doesn't want. Use his frequent flyer number while booking a flight.

    3

    Ask your boss for her preferences on any specific hotel chains and location and then select a hotel. Pick one that is close to whatever event she is attending and has a shuttle service if she doesn't plan to rent a car. Inform the hotel clerk of your boss' expected check-in time and check-out times. Make sure the hotel has anything she prefers, such as an onsite gym, king beds, mini-bars Internet access.

    4

    Book any other arrangements needed for the trip, such as dinner reservations, conference registrations or rental car reservations. Ask your boss' preference instead of assuming he will be fine with what you choose.

    5

    Make a travel itinerary that outlines the trip. Type the details of the departure day, including flight numbers, airport names and times. If your boss plans to drive, print out maps and driving directions. List phone numbers for hotels and meeting places. List nearby restaurants or coffee shops in case your boss needs a quick meal.

    6

    Confirm all reservations the day before the trip as an added precaution.

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