There is widespread confusion around business travel that has deepened further in the post-pandemic times of working from home. Leaving the environment of everyday life – whether it is the factory, the office, the home, or the space where we usually work daily – has its particularities that, if not addressed, can generate problems. To avoid unnecessary risks and anticipate possible inconveniences, it is best to have a business travel protocol.

I know very well what I mean. I was invited to participate as a speaker in a team-building activity of a company that was previously one hundred percent face-to-face, began to operate entirely in the modality of working at home, and now seeks to return to the offices, with a gradual plan that goes from a hybrid model to face-to-face. The intention was for all of us to travel and be gathered away from the distractions of everyday life.

The idea was a very good one– it still is – the strategy aligned very well with the plan set by the management, and in the idea, everything worked wonderfully. Sadly, the execution was not so good, and certain issues were presented that could have been avoided if a business travel protocol had been in place. This type of formalities becomes indispensable when people know each other only virtually and communication has flaws of perception, given the diverse nationalities, beliefs, uses, and customs of individuals in a globalized team.

A business travel protocol is a set of rules, guidelines, and procedures designed to guide the behavior, logistics, and professional representation of an individual or team during a trip for work or business purposes. This protocol ensures coherence in the institutional image, optimises resources, and guarantees that the trip meets its objectives with professionalism and efficiency.

A travel protocol should begin with the clear and effective communication of the purpose of the trip. That is, if it will be a meeting to close a business, training, market research, and, very importantly, publicize the results that are expected to be achieved and the success metrics.

Before asking for confirmation from the attendees, each one must know the itinerary with exact addresses, dates, and times of the trip; the detailed agenda of activities, meetings, events, and visits, as well as the planned free or rest times.

Immediately, and of utmost importance, it will be that everyone knows what the rules of behavior and etiquette are. It was terrible to see what many people interpreted as business casual, because it is so bad that it is too much, and worse is that it is lacking. People need to understand that this is a business trip, not a vacation. Another relevant aspect is the rules of international courtesy and etiquette and the cultural codes of the destination country or region. In this sense, detail is not superfluous; it is necessary to be precise about the guidelines on professional image: clothing, behavior, and manners.

Participants must be aware of transport and accommodation logistics data: the reservation numbers of flights, trains, or local transport. Data about accommodation and specifications, for example: location, category, policies. Transportation at the destination, if they will be able to rent cars, if they will have a driver, or if they are authorized to use mobility apps, for example.

To avoid severe headaches, each participant must be clear about the budget and travel expenses they have, I am referring to the daily spending limits, reimbursement policies, and necessary documentation: invoices, receipts, what can be included in the expense account, and what cannot. In this sense, the personal criterion is not the best parameter; it must be set by the company. Likewise, the use of corporate cards or advances.

One of the most relevant and overlooked issues is health and safety. We believe that everything is going to go wonderfully, and that is what is expected. However, you have to be prepared for any eventuality. The company is responsible for the participants and must take care of them. Therefore, you have to hire medical and travel insurance coverage. A business travel protocol should include procedures in case of emergency: accidents, loss of documents, and destination health requirements such as vaccinations.

From the planning stage, participants must be asked to have the necessary official documentation: a passport, a visa, invitations, cover letters, and accreditations. Perhaps, work or institutional permits are required that the convening institution must provide to its work team.

Before, during, and after the event, communication channels must be opened and reports must be generated. What will be the official channels of contact with the company during the trip? Who is the right person in case of an eventuality, who collects family numbers in case of an emergency? Of course, make clear the requirements for reports or post-visit minutes. And, as it is better to be safe than sorry, to have mechanisms to resolve unforeseen situations or urgent decisions, such as a press release or a medical emergency presented by one of the participants.

A business travel protocol should make it clear that participants play an institutional representation role, which implies the proper use of the company's name, brand, and logo. Also, informal or formal talks or statements before the media or interlocutors are made on behalf of the company. And, of utmost importance: the guidelines on corporate gifts, public relations, and gifts, given the sensitivity of the subject.

A business travel protocol, in addition to facilitating the logistics of the trip, protects the corporate image and optimizes the return on investment of the trip. A good business trip is not improvised; it is planned and represented with strategy. Success depends on good execution, and that cannot be left to chance.