Coordinating team travel somehow always feels like trying to organize a group of toddlers at a zoo—everybody wants to go in a different direction, and it invariably ends up being way more complicated than you thought.
But, who should be the zookeeper? Should it be the team leader, a company executive, or an administrative business partner / executive assistant? And once you’ve picked lead coordinator, who books what?
Buckle up as we dive into the world of team travel coordination, where the ultimate goal is to make sure everyone gets where they need to go without breaking the bank (or losing their luggage).
The Usual Suspects: Who Typically Coordinates Team Travel?
1. The Team Leader: Be Hands-On
Team leaders are often the default choice for coordinating travel, especially in smaller teams or startups. They know the team’s schedule, preferences, and the purpose of the trip better than anyone else. Plus, they’re the ones who need to ensure that everyone shows up where they’re supposed to be, ready to work.
Pros: Direct communication with the team, a clear understanding of trip objectives. Budget-conscious. Cons: Takes time away from leading the team, might not have the expertise to find the best deals. Might take shortcuts.
2. Company Executives: Get Involved
There are few things as expensive, or as valuable, as getting a distributed team together. Unsurprisingly,—it’s not uncommon for executives to take the reins. They might delegate some of the nitty-gritty details but stay involved to ensure that everything aligns with the company’s strategic goals.
Pros: Ensures that the trip supports company objectives, often has the authority to make quick decisions. Cons: Executives are busy people; this can be a distraction from their primary responsibilities. Don’t know the nitty gritty budget details and can spend poorly.
3. Administrative Business Partners: Get It Done
For larger teams or companies with more resources, an administrative business partner (ABP) often handles travel logistics. (In some organizations, these folks are called or are related to Executive Assistants, or EAs.) These folks are pros at managing calendars, finding the best deals, and making sure all the details are taken care of—right down to your boss’s preferred airline seat.
Pros: Experienced in handling logistics, likely to get the best deals and manage the budget efficiently. Cons: Sometimes disconnected from the team’s specific needs and preferences if not closely communicated with.
The Great Responsibility Debate: Who Should Handle What?
Even if you have a designated coordinator, that doesn’t mean they should do everything. Here’s a quick breakdown of who typically handles what:
The Team Leader might be responsible for setting the itinerary and ensuring that the trip’s objectives are clear. They might also handle communication with the team, ensuring that everyone knows where they need to be and when.
The Administrative Business Partner often takes on the bulk of the booking tasks—flights, hotels, transportation, and even restaurant reservations. They ensure that the travel plan fits within the company budget and meets any specific requirements (like booking that one hotel with the reliable Wi-Fi).
Company Executives might reserve the right to approve or oversee major decisions, especially if the trip involves significant expenses or strategic importance. They might also make the final call on the overall budget.
No Matter Who Does It, the Company Foots the Bill
At the end of the day, regardless of who coordinates the travel, the company is the one paying for it. And while each team member plays a vital role in ensuring smooth travel, it’s essential to keep costs in check without sacrificing the trip’s purpose.
This is where Team Assemble! can make a huge difference. Our platform streamlines team travel costing, ensuring that everyone knows what to expect when it comes to the big ticket costs. We can be a quick sanity check when budgets start inflating like hot weather balloons (which are, incidentally, an excellent team building activity).
Conclusion: Get It Done Right (Without the Headaches)
Coordinating team travel doesn’t have to be a stressful, time-consuming process that drains your team’s resources. Whether it’s the team leader, an executive, or an administrative partner at the helm, what matters most is that it’s done efficiently and cost-effectively. And with the right tools, like Team Assemble!, you can ensure that everyone gets where they need to go, on time, and within budget.
So why not let us take some of that load off your shoulders? Sign up for Team Assemble! today, and let’s get your team traveling smarter.