Making Work Trips Work: A First-Timer’s Guide to UK Staff Travel
When the office sends you on your first work trip, it’s easy to imagine a seamless blend of business and city exploration. But reality rarely unfolds so effortlessly. Train strikes pop up overnight, and expenses vanish into your overdraft. Yet with the right preparation, staff travel doesn’t have to becssome a logistical headache.
Follow these steps to ensure you make the most of your time away from the office.
- Plan and Budget Strategically
Sorting logistics early can mean the difference between a smooth trip and a stressful dash.
- Travel times: Trains booked in advance can be cheaper, especially when booking for groups. Apps like Trainline or National Rail’s website can flag off-peak windows so you can take advantage of discounted tickets. When flying, a budget flight might save both time and money, but don’t forget to factor in your airport transfer time.
- Accommodation: Picking a base that cuts down on wasted travel ensures you have a seamless experience. For instance, if you’re working near South Bank, choosing an aparthotel in Waterloo on the outskirts gives you a walkable commute.
- Daily costs: Don’t assume your company will foot the bill for everything. Clarify what’s covered before you go. If your company uses a per diem system, check the daily rate and try to plan meals accordingly.
- Ensure Legal and HR Compliance
If you’re travelling on behalf of your employer, you’re still “at work”, which means you need to follow the same code of conduct as you would in the office.
Before you travel, check with HR if there are any risk assessments you need to complete. Some employers require lone working forms, especially if you’re attending events alone or staying overnight outside usual working areas.
Insurance is another easy-to-miss detail. Don’t assume your personal travel insurance applies. Many policies exclude work-related travel.
Finally, stay informed about tax implications. If you’re regularly travelling for work, you may be entitled to tax relief on certain expenses, even if your employer covers the cost upfront. Keeping detailed records makes end-of-year claims or audits much easier to manage.
- Prioritise Productivity and Wellbeing
When you’re away from your usual routine, it’s tempting to treat work trips as either all business or all leisure. A sustainable approach lies somewhere in the middle.
- Block out work hours:
Include time for travel and rest.
Avoid back-to-back meetings to prevent fatigue. - Use your surroundings:
Find a nearby coworking café or hotel lobby with Wi-Fi to regroup.
Take a 20-minute walk or have a proper sit-down lunch to recharge rather than mindlessly scrolling on your phone. - Prioritise sleep:
Ensure accommodations offer a quiet room, blackout curtains, and a comfortable mattress.
If you travel frequently, stick to familiar hotel brands or serviced apartments to make settling in easier. - Stay connected:
Regularly check in with your manager and team, even if just with a quick message, to keep communication open and ensure you stay on track.
By planning smartly, staying compliant, and prioritising both productivity and well-being, you can turn a business trip into a valuable experience. With the right approach, these trips can enhance your professional life and make the journey itself something to look forward to.