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How to Manage Your Staff When you Travel?

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Business travel is an unavoidable part of any career. Whether going to a conference or just taking a vacation, it’s essential. One of the most challenging aspects of business travel is managing your staff. This Artcle by architect houston. When you’re away from your office, it can be challenging to keep track of their progress and make sure they’re meeting deadlines. In this blog post, we will share tips on managing your staff when you travel. From setting up remote working arrangements to ensuring everyone knows what’s expected.

Create a travel policy

When you are embarking on a new travel policy, it is essential to think about the different types of travelers who will be using your services. Whether you are managing a small business or an entire hospitality company, there are specific steps that need to be taken to ensure that everyone is comfortable while traveling. 

1) Develop a core group of employees responsible for your travel policy. This team should consist of managers and supervisors who can keep everyone organized and on track during the trip. It is also important to designate someone in charge of communication during the journey; this person should be able to keep everyone updated on what is happening without being disruptive.

2) Plan with regards to all the details involved in arranging trips. Make sure to have contracts specifying what needs to happen for the journey to go off without any problems. This includes ensuring that all employees have received proper vaccinations and that all accommodations are booked in advance. In addition, make sure that all expenses related to the trip are accounted for; this includes meals, transportation, and other related costs.

3) Make sure that your policies regarding work during travel are clear and concise. Employees should know what is expected of them before and during the trip; failure to adhere to these guidelines could result in disciplinary action or even termination. Additionally, it is essential to make sure that employees have access to telecommuting opportunities while away from their desks

Train your staff

How to handle your business while you are away. This will help ensure your business runs smoothly while you are out of town. 

  • Create a plan for your staff. Before you leave, create a written plan for your team on what they should do in case of an emergency. This will help them know who is responsible for what and how to communicate with each other if something goes wrong. 
  • Communicate with your staff members. When you are away, keep in contact with your staff members via email or phone. This way, they know what is happening and can respond as needed. 
  • Have a backup system in place. Make sure you have a backup plan if anything goes wrong with the office while you are away. This could include having someone else take over for you if necessary or having documents ready in case of a power outage or other issues.

Organize your desk

If you are traveling for business, it is essential to have a system in place to manage your staff. Here are some tips to help you organize your desk and keep everyone on track:[1]

Create a system for tracking employee hours. This can be as simple as using sticky notes or an Excel spreadsheet. Make sure to include the date, who worked the shift, and what was accomplished.

This can be as simple as using sticky notes or an Excel spreadsheet. Make sure to include the date, who worked the shift, and what was accomplished. Assign specific tasks to employees. For example, make sure someone is responsible for setting up meetings and taking notes during them, another person is in charge of preparing presentations, etc.

For example, make sure someone is responsible for setting up meetings and taking notes during them, another person is in charge of preparing presentations, etc. Keep communication open. Make sure everyone knows where they stand and what their priorities are. Also, ensure everyone knows when deadlines are approaching so there are no surprises when you get back home.

Create a work/life balance

When you’re traveling for work, it’s essential to keep your work/life balance in check. That means setting priorities and working within reasonable limitations. Here are some tips on how to do that:

  • Set realistic expectations. Don’t expect to be able to work from anywhere you go. You’ll need reliable internet, a place to sit and relax, and enough time to do the job. If you’re lucky, you may be able to get local help when you’re away, but don’t count on it.
  • Set boundaries with your team. Tell them what resources you’ll be using and when (or if) they can expect a response from you. Make sure everyone knows your travel itinerary in advance, so there are no surprises en route or at the destination.
  • Use instant messaging or Skype when possible. These tools allow for interactivity and prompt responses even when you’re not in the same place as your team members.
  • Plan carefully…and make contingencies! If something comes up while you’re away that requires an immediate response, make arrangements with colleagues or customers beforehand so they know what to expect (and don’t worry—you’ll still get credit for any work completed). And don’t forget about regular backups of your work: In an emergency, having a recent version of your files will save you hours (or days) of hassle down the road!

Maintain communication

When you travel, you must ensure that your staff is kept in the loop about your whereabouts and what to expect. Here are a few tips for managing your team during your travels:

1. Make a schedule ahead of time. Planning out your trip in advance will help keep everyone on track. This will also help minimize any last-minute changes that might need to be made.

2. Communicate with your team members frequently. Regular updates will assure them that you’re both aware of their activities and staying in touch. It’ll also help keep them from feeling anxious or missing something important.

3. Keep communication open if something goes wrong. If an issue arises while you’re away, be sure to take the time to communicate with your team about it. Doing so will eliminate potential confusion and restore trust between you and them.

Identify the Types of Staff You Need

When you’re traveling, it can be hard to keep your staff organized and on track. Here are three types of the team you may need to manage while you’re away:

1. The Office Manager: This person is responsible for everything from scheduling meetings to managing email. They should have a good understanding of office procedures and be able to handle day-to-day tasks without instruction.

2. The Project Manager: This person is responsible for overseeing large projects while you’re away. They should have experience working with multiple teams and handle deadlines well.

3. The Remote Staff Member: This person works from a different location than your office, so communication is essential. They should have excellent customer service skills and adjust quickly to new surroundings.

Prepare Your Staff for Your Travel

When you’re away from your office, you must ensure that your staff is prepared for your trip. Here are five tips for managing your team when you’re on the go: 

1. Create a Transition Plan. Make sure your team knows what to do in case of a sudden absence or departure. Include instructions on contacting you if they need help and when they should start preparing for your return.

2. Have an Emergency Communication Plan in Place. If something happens while you’re away, ensure everyone has emergency number information handy. This could include contacts at home and work, friends, and family who can help in a time of need.

3. Arrange for Travel Logistics. Start planning for food and transportation logistics as soon as you know where you’ll be staying. Book flights and arrange car rentals so everyone knows what needs to be done when you arrive home.

4. create a Work/Travel Balance Sheet Before You Go Away Mentally prepare yourself and document what will happen during your absences by creating a Work/Travel Balance Sheet so that everyone is aware of the stakes–and expectations–before you leave. This will help avoid any surprises or conflicts once you get back home. Try not to take more vacation days than needed, especially if someone else in the office is stepping up to cover some of the workloads while you’re gone…instead


It’s time to pack your bags and head on vacation, but first, there’s one small matter to take care of: managing your staff. Keeping tabs on what’s happening can be challenging when you’re away from the office. And who knows — maybe something will happen while you’re gone that requires quick action. That’s where remote employee management software comes in handy. Not only will it allow you to track team activity and performance remotely, but it can also automatically send out updates and notifications when things change so that you don’t have to worry about anything while you’re away.

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Richard Maxwell
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