Business Travel and Accommodation for The Global Work Report

This report provides a comprehensive analysis of business travel and accommodation arrangements for The Global Work, a travel company. It explores budgetary constraints, financial arrangements, visa procedures, and foreign currency exchange processes. The report identifies and recommends various suppliers capable of delivering services within budget, focusing on travel and accommodation arrangements that best meet customer requirements. It also covers the preparation of itinerary documentation, ensuring adherence to organizational policies, legal, and ethical requirements. The report highlights the importance of sufficient funds, a network of suppliers, and well-educated staff in the travel and accommodation business. It also outlines arrangements that specify limitations, prohibitions, and responsibilities, ensuring all requirements are met. Furthermore, the report details the arrangements for travel insurance, and the process of addressing customer complaints and resolving them effectively.

Business
Administration

Table of Contents
INTRODUCTION...........................................................................................................................1
TASK 1............................................................................................................................................1
1.1 Budgetary or policy constraints relating to business travel or accommodation....................1
1.2 Financial arrangements relating to business travel or accommodation................................1
1.3 The way in which arrangements for visas and related foreign travel documentation can be
made............................................................................................................................................2
1.4 Procedures for obtaining or exchanging foreign currency....................................................2
TASK 2............................................................................................................................................3
2.1 Identification of different suppliers that are capable of delivering service required within
budget..........................................................................................................................................3
2.2 Recommend travel or accommodation arrangements that best meet the requirements........3
2.3 Recommend suppliers of travel or accommodation that best meet the requirements...........4
TASK 3............................................................................................................................................4
3.1 Confirmation regarding requirements for travel or accommodation....................................4
3.2 Arrangements that specify any limitations, prohibitions or responsibilities and which meet
the requirements..........................................................................................................................5
3.3 Preparation and issuing itinerary or schedule documentation that reflect agreed
arrangements accurately..............................................................................................................6
3.4 Travel or accommodation documentation within the required timescale.............................6
3.5 Confirmation regarding acceptability of payment to be made within the limits of own
company......................................................................................................................................7
3.6 Up-to-date record of travel or accommodation arrangements and agreed commitments.....7
3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements...........................................................7

CONCLUSION................................................................................................................................8
REFERENCES................................................................................................................................9

INTRODUCTION
Business administration can be elaborated as the process of evaluating operational and
executional activities of the company. It is very beneficial for all the enterprises as it helps to
assess that it is able to meet all its goals and objectives or not. Overseeing and supervising are
the main components of it that helps the managers to get insider information of the organisation
(Business administration, 2019). The enterprise which is taken for this assignment is The Global
Work which is travel company founded in year 2008 by Pierre and Jurgen Himmelmann. In this
project report, various topics are discussed such as explanation of budgetary or policy
constraints, financial arrangements related to business travel, visas, procedure for exchanging
foreign currency etc. Identification of different suppliers, recommendations related to travel
arrangements, suppliers that best meet requirements, confirmed necessities of accommodation,
preparation of itinerary and organisational policies have also been covered in this report.
TASK 1
1.1 Budgetary or policy constraints relating to business travel or accommodation
Budgetary or policy constraints can be defined problems that are faced by the
organisation while trying to manage funds to operate business. For business travel or
accommodation organisations such as The Global Work, the main constraint is restricted data for
forecasting and predicting future costs and revenues. This issue may take place if the
organisation is not able to get appropriate information from different sources such as past profits,
properly formulated annual reports etc.
Currently The Global Work is developing plans for the customers in which different
types of travelling related packages are offered to them. Another constraint that may take place
in future is related to the accommodation which is provided according to income of the
customers. Sometimes the organisation faces issues to offer them appropriate deal in their budget
which also affects its budgetary policy because changes are required to be made (Zeleny, 2012).
1.2 Financial arrangements relating to business travel or accommodation
It is very important for organisations like The Global Work to make financial
arrangements in order to deal with issues that may take place in future. For this purpose different
types of arrangements can be made that may help to resolve all of them. These are described
below:
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 The organisation may keep a reserve that can be used in financial crisis in order to
overcome them.
 The Global Work can analyse its budget twice so that unnecessary expenses can be
reduced and the funds can be used for necessary objectives.
 The company may apply for loan in order to operate business smoothly (Schiederig,
Tietze and Herstatt, 2012).
1.3 The way in which arrangements for visas and related foreign travel documentation can be
made
When companies like The Global Work are willing to acquire a visa for employees or
customers of a specific country then it is very important to make sure that they are having
sufficient funds and time. Another thing which is required to be consider is to arrange all the
required documents. These vary according to the travelling destination and different types of
forms also have to be filled. When it has been identified that what documents are required then
organisation needs to arrange them from their local embassy. As the main requirement is
passport and for this purpose specific papers are needed including identity proof, domicile, no
criminal record certificate etc. When it is issued by the authority then visa can be applied by
gathering all the appropriate documents (Moulaert, 2016).
1.4 Procedures for obtaining or exchanging foreign currency
While willing to exchange or obtain a foreign currency organisations need to follow a
specific process so that it can be exchanged appropriately. All the steps for the procedure that
should be followed by The Global Work while exchanging currency are as follows:
 Analyse exchange rates: First of all if The Global Work is willing to exchange the
currency then it is very important to analyse the current exchange rates so that
appropriate decision can be taken. It is also essential to make sure that if any broker is
chosen to convert the currency then any fraud does not take place.
 Finding a place to exchange money: Secondly, the company needs to find the best place
to convert the currency. It can be exchanged from banks, building society, post office,
bureau or a travel agent. From all these options a particular mode can be selected that
best suits the requirements (Miller and Fox, 2015).
Both the above described steps are required to be followed by the business entities which
are willing to exchange their currency while travelling somewhere.
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TASK 2
2.1 Identification of different suppliers that are capable of delivering service required within
budget
As The Global Work is a travel company that provides holiday packages to the customers
in which their rail, bus, car, hotel, resort etc. expenses are included. The organisation is planning
a tour of 3 days in which it will take customers to the tour of London. It is very important for the
company to identify best suppliers for services that are going to be rendered to the customers.
For organisation it is essential to find such suppliers which may deliver services in budget which
is set by the management. These are mediators, owners of hotels or resorts, travel agents, car
rental service providers etc. All of them helps The Global Work to execute its operations
successfully and satisfy all the customers (McCreery and Yamaki, 2014).
All of them helps the company to render such services to the customers that they want to
add in their package. Majorly clients want to book their hotels in advance so that they do not
have to face issues when they visit the country or a state. For The Global Work it is very
important to maintain good relations with all of them so that services can be bought form them
on appropriate prices.
2.2 Recommend travel or accommodation arrangements that best meet the requirements
As The Global Work is a travel agency and it is planning a tour of London for customers
so it has to make different arrangements for them, so that they may comfortably visit the places
they want. If the organisation get success in fulfilling all the desires of clients then it may help to
appropriately execute business operations. All the specific arrangements that are required to be
maintained are as follows:
 The organisation needs to make sure that all the bookings that are made by the clients
has been confirmed or not (Marin-Garcia, Martínez-Gómez and Giraldo-O’Meara,
2014).
 Employees of the company are required to arrange cab or other rental services to
receive the clients at airport or railway station.
 The Global Work have to make arrangements regarding accommodation services of
customers such as their hotel bookings.
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 The company has to make its own website and email id that can be provided to the
interested people so that they can use it later or give reference to others.
 Arrangements regarding cancellation is also required to be made so that if customers
cancel their booking then it can be done easily.
It has been recommended to The Global Work to make all the above described
arrangements in order to satisfy the customers and meet their expectations. For all the business
entities it is essential arrange appropriate resources so that business can be operated
appropriately.
2.3 Recommend suppliers of travel or accommodation that best meet the requirements
There are various suppliers that may supply adequate services to The Global Work in
order to operate business activities and execute all the plans that are made by it. It is very
important for the enterprise to identify the best suitable from all of them so that all the
requirements can be met. As The Global Work has planned to conduct a tour of London and it is
very important for the managers to be in contact with different suppliers these are hotel owners,
travel agents, cab service provides etc. The customers who buy travel package from organisation
they want that they should have proper cab service and a hotel where they may relax. In order to
fulfil all the requirements of the customers The Global Work may contact to car rentals
companies and hotels. It will help to satisfy all the clients by providing them good services that
they are willing to acquire (Lerner and Malmendier, 2013).
It has been recommended to The Global Work to always be in touch with hotel owners
so that appropriate services according to customer's requirements can be met. If it is not having
sufficient suppliers then it is not possible for the organisation to execute operations and attain
profits.
TASK 3
3.1 Confirmation regarding requirements for travel or accommodation
There are various types of requirements of travel or accommodation related business. It is
very important for the organisations like The Global Work to analyse all of them and then
arrange sufficient resources to fulfil them. All the requirements are described below:
Sufficient funds: It is very important for The Global Work to have sufficient funds so
that business can be executed appropriately. If the company is not having monetary resources
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then it will affect the efficient to conduct operational activities. Sometimes clients plan to pay the
amount in instalments and organisation have to pay all the expenses for their booking to hotels in
advance. In this situation if the enterprise does not have money then it may harm the business.
Appropriate number of suppliers: For all the travel companies such as The Global
Work it is essential to have suppliers which may provide them services that can be rendered to
the customers. When an organisation does not have appropriate providers then it is not possible
for it to satisfy all the clients because their requirements cannot be fulfilled.
Well educated and experienced staff members: Travel or accommodation
organisations such as The Global Work it is vital to hire well educated and skilled employees
that may help to achieve growth and success. This type of companies provide packages to local
and international customers hence the staff members needs to interact with them in their local
language. If the workers are not educated then it is not possible for them to deal with all the
clients (Ionescu, 2015).
All the above described points may describe the major requirements of travel or
accommodation related businesses. It is essential for The Global Work to have sufficient
resources so that all of them can be fulfilled.
3.2 Arrangements that specify any limitations, prohibitions or responsibilities and which meet
the requirements
There are various types of arrangements that are required to be made by travel or
accommodation related companies like The Global Work. Some of them have limitations,
prohibitions or responsibilities but they meet the requirements. The major from all of them is
related to hotel bookings. Limitation for this is that the customers have to bring their own
identity card if they are not having it then the manager won't allow to check in. Prohibition for it
is that the room cannot be booked by minor people because hotels does not allow them alone
without any guardian (Gokmen and Ozturk, 2012).
In most of the hotels unmarried couples are not allowed but now people go on tours with
their friend circle and when staff don't allow them to check in then they will complaint to the
travel agency where they have booked the package. There are various limitations and
prohibitions related to this arrangement but it can meet all the organisational requirements. Most
of the customers prefer to book their room in advance so that they may ignore the problems that
may take due to late bookings. It is very important for The Global Work to take all the
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limitations and prohibitions while selling any package to the clients. It may help to deal with all
the issues that may occur due to these boundaries.
3.3 Preparation and issuing itinerary or schedule documentation that reflect agreed arrangements
accurately
Itinerary can be defined as the document that provides an overview of a plan. As The
Global Work is selling holiday and travel packages to the customers and when the bookings for it
is confirmed by them then they prepare an itinerary or a schedule for their tour. Detailed
information regarding their plan is incorporated in it. While formulating it the managers of the
company needs to analyse the whole package which is chosen by the client. It includes the data
of places where the guest is going to visit one by one, arrangements related to hotels, restaurants,
cars rentals etc. are also covered in itinerary (Fischer and Fröhlich, 2013). An example of this for
3 days tour is as follows:
Activities Time
London Eye+ River cruise 10/02/19
Tower of London+ Tower bridge 11/02/19
St. Paul's cathedral+ Sky garden 12/02/19
It is an itinerary which is provided to all the clients of the organisation so that they can
get exact information of their trip. It can be sent by main or a hard copy can be provided to them
when they land to the location. For all the visitors it is very important as it helps them to analyse
that they are going to visit all the places that they have mentioned while buying package from the
organisation.
3.4 Travel or accommodation documentation within the required timescale
It is very important for all the companies like The Global Work to make sure that all the
customers who have bought the package are having the required documents. It is the main
responsibility of that travel agent who have interacted with the clients. If they do not have these
papers then it may put them in trouble. In case of international tour, the documents that are
required are an identify card, passport, visa, travel insurance etc. The employees are required to
analyse that the customers have all the required things to travel.
If the client does not have one of them then the government will not allow to stay in the
country where they are going to visit. To travel with no interference the customers of The Global
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Work should have the documents. In case of loosing one of them they are required to file a
complaint so that these can be find by the police. For example, there is a tour of 3 days from 10
February 2019 to 12 February 2019 and many people are planning to go on the trip and applied
for it. In this situation employees of The Global Work have to provide them specific guidelines
and time limit in which they may arrange all the documents. If these are not arranged by them in
giver period then it is not possible for them to be the part of tour (Chen and et.al., 2014).
3.5 Confirmation regarding acceptability of payment to be made within the limits of own
company
The Global Work is a travel company which is established in UK. Its customers are from
different locations hence it is not possible to take payments in cash from them. For this purpose
the organisation provides them different options these are online payment, CHAPS, bank transfer
etc. The customers may select on of them to pay their amount.
All these alternatives are provided to clients in order to establish an easy payment method
for them. Money is accepted by the company within limits of its own authority because for
online defrayal specific code is provided to them in which it can be received instantly and
booking can be confirmed by them.
3.6 Up-to-date record of travel or accommodation arrangements and agreed commitments
For organisations like The Global Work it is very important to keep up to date records of
all the arrangements and commitments so that satisfaction level of customers can be enhanced
with a higher percentage. It also helps them to analyse that the company is having such services
that may meet their expectations. There are various types of benefits of it for the organisation
because it can result in large number of customers as they get up-to-date information regarding
all the plans that are offered by The Global Work.
If the enterprise is keeping record of its agreed commitments then it may help to provide
detailed information to the customers who have contacted to buy a package. For Global Work it
is very important to keep such records so that clients can be satisfied and appropriate packages
according to their requirements can be provided to them.
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3.7 Adhere to organisational policies and procedures, legal and ethical requirements when
making business travel or accommodation arrangements
It is essential for organisations like The Global Work to adhere all the organisational
policies, procedures, legal and ethical requirements so that business can be operated
appropriately. According to law the travel companies should check all the relevant documents of
the customers who are visiting to a country by purchasing a package form them. If any issue
regarding their papers take place in future then strict action can be taken by the legal bodies
against them.
Ethical requirements for the company is that it should offer appropriate prices on all the
packages and does not set inappropriate amount for it. If all of them are not followed by an
organisation which is related to travel and accommodation then it is not possible for them to
operate business without governmental interference (Carpenter and Krause, 2012).
CONCLUSION
From the above project report it has been concluded that business administration is the
process in which top authorities of a company analyse that it is performing good or not. It is very
important for all the organisations keep track report of operations in order to assess that
organisational goals can be achieved in future or not. Managers of the companies are responsible
to accomplish all the tasks successfully and determine requirements of enterprise so that all the
resources can be arranged in order to execute operations.
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REFERENCES
Books and Journals:
Carpenter, D. P. and Krause, G. A., 2012. Reputation and public administration. Public
administration review. 72(1). pp.26-32.
Chen, Y. and et.al., 2014. IT capability and organizational performance: the roles of business
process agility and environmental factors. European Journal of Information Systems.
23(3). pp.326-342.
Fischer, M. M. and Fröhlich, J. eds., 2013. Knowledge, complexity and innovation systems.
Springer Science & Business Media.
Gokmen, A. and Ozturk, A. T., 2012. Issues of business ethics in domestic and international
businesses: a critical study. International Journal of Business Administration. 3(5). p.82.
Ionescu, L., 2015. The role of e-government in curbing the corruption in public
administration. Economics, Management and Financial Markets. 10(1), p.48.
Lerner, J. and Malmendier, U., 2013. With a little help from my (random) friends: Success and
failure in post-business school entrepreneurship. The Review of Financial Studies. 26(10).
pp.2411-2452.
Marin-Garcia, J. A., Martínez-Gómez, M. and Giraldo-O’Meara, M., 2014. Redesigning work in
university classrooms: Factors related to satisfaction in engineering and business
administration students. Intangible Capital. 10(5). pp.1026-1051.
McCreery, J. and Yamaki, K., 2014. The anthropology of business administration in
Japan. Handbook of Anthropology in Business, pp.266-283.
Miller, D. Y. and Fox, C. J., 2015. Postmodern public administration. Routledge.
Moulaert, F., 2016. Social innovation: Institutionally embedded, territorially (re) produced.
In Social innovation and territorial development (pp. 27-40). Routledge.
Schiederig, T., Tietze, F. and Herstatt, C., 2012. Green innovation in technology and innovation
management–an exploratory literature review. R&d Management. 42(2). pp.180-192.
Zeleny, M. ed., 2012. Multiple criteria decision making Kyoto 1975 (Vol. 123). Springer Science
& Business Media.
Online
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