More and more companies are feeling the need to send employees abroad. From meeting potential clients to overseeing international offices, there are various different reasons why this is the case. These trips can be extremely beneficial and productive. However, it is imperative to be efficient in relation to expenses. Trips abroad can prove to be extremely costly if you are not careful. One of the ways companies end up spending more money than necessary is because their employees go over the baggage allowance provided by the airline in question. There are hefty charges for every kilogram in excess of the amount granted. Thus, it is extremely important to keep your baggage costs as low as possible. Read on to discover some top tips for doing so…
Use the services of a travel management company
First and foremost, any business that travels on a frequent basis should use the services offered by a travel management company. These companies provide you with effective software for locating the best deals and organizing your trips. The best travel management companies will provide you with all of the information you need to know regarding baggage allowance. You will know how much luggage you are allowed to take with you, your allowance for both hold and hand luggage, and how much it costs for extra baggage. Moreover, you will be able to find the cheapest flights once you have added all of the extras together – meaning you consider everything as a whole. This is definitely the best option to go for if you are to be as cost effective as possible. You can also get apps like TripLog in order to track the distance and mileage your company travels to make cost savings, and so this is advised too.
Hand luggage only for short business trips
Most airlines allow individuals to take a substantial amount of hand luggage when they travel. Thus, if your employee is only going away for a short period of time – such as a weekend, you should only allow them to take hand luggage. If they wish to take a hold bag they can do so, however, they will have to pay for this themselves. It is important to be fair. If you are sending someone away for several weeks to oversee a project, you should pay for a hold bag. But, if you feel they do not need to take a lot of stuff with them, why waste money on this? Implementing a strict policy from the beginning can save you a lot of money. After all, if you start allowing one employee to take large amounts of luggage with them free of cost, you are going to have to start doing it for all the others.
Print out an information sheet for all employees going on business trips
If you have the time and use the same airline frequently, you should print out an information sheet for your employees to use. Get your receptionist, or someone at your company whose role aligns with this task, to make a checklist of everything the employee needs to know for their trip. This should include everything they need to take with them and plenty of information regarding costs. When it comes to baggage, make sure you write down the number of kilos they are allowed to hold luggage and hand luggage. If the airline has restrictions regarding bag dimensions, state this. You should also endeavor to find out whether an individual can take a handbag and a laptop bag separately, or whether this counts as two pieces of luggage and thus results in further charges.