• The Business & Corporate Travel Management Platform | Roomex

Top 7 Virtual Payment Cards for Employees in 2024

As we move further into 2024, business finance tools continue to evolve, placing more emphasis on efficiency and security. One of the standout innovations is the increasing use of virtual payment cards. These digital cards are essentially online versions of our traditional plastic cards but without the physical counterpart. They’re designed to be used for online purchases and over-the-phone transactions, providing businesses with a versatile tool for managing employee expenses. Virtual payment cards also combine the convenience of digital payments with enhanced control over spending, allowing for immediate issues, specific spending controls and complete transaction visibility. Whether you’re a small startup or a large enterprise, the right virtual card can streamline your financial operations and safeguard against unauthorised transactions.     Why your business needs virtual cards With digital agility playing a big part in business success, virtual cards represent a pivotal shift in managing corporate finances. Here are a few ways adopting virtual cards can elevate your financial operations to new levels of efficiency and security: Empowering real-time financial management  Virtual cards offer a live view of expenditures as they happen, so that managers can make informed decisions instantly. This real-time oversight helps tighten budget controls and improve cash flow management, which is essential for fast-paced businesses. Simplifying the expense reporting process  Integrating virtual cards with financial software automates expense reconciliation, cutting down on mistakes and admin work. Employees can focus more on their main tasks instead of dealing with complicated expense claims. Ensuring spending policies are followed With configurable spending limits and vendor-specific usage, transactions automatically follow company policies. This setup helps prevent unauthorised spending and makes audits easier. Securing online purchases Advanced security features mean that virtual cards protect your payment info by using tokens instead of actual card numbers. This extra layer of security significantly reduces the chances of fraud and data theft. Reducing operational costs Unlike traditional banking, which comes with various fees, virtual cards are usually more budget-friendly. They eliminate the need for multiple physical cards and can lower transaction and processing costs. Facilitating global transactions With multi-currency support, virtual cards are perfect for businesses working with international suppliers or clients. They make foreign transactions easier by cutting down on exchange rate fees and speeding up the process. Using virtual cards in your business isn’t just about keeping up with trends it’s a smart move to improve financial control, boost security and increase efficiency in all your spending. From small startups to large companies, virtual cards offer flexible solutions for today’s financial challenges and help you prepare for the future.   Let’s review our top picks for the best virtual cards of 2024, with a rundown of their key features, pricing and the unique advantages they offer to different types of businesses. 1. Revolut Business Revolut Business is tried, tested and trusted by hundreds of thousands of businesses globally. The platform offers physical and virtual company cards you can link directly to your main business account, providing secure financial control with minimal effort. Key features: Real-time spending notifications, budgeting tools, unlimited virtual card issuance and support for Apple Pay and Google Pay. Pricing: Starts from £0 per month with basic features, with more comprehensive plans offering additional features. Advantages: Supports payments in over 100 countries and 25+ currencies. Each employee can have up to 3 physical cards and 200 active virtual cards. Expenses tool allows for real-time tracking and categorisation of spending directly in-app. Challenges: With multiple plans available, selecting the optimal plan might be tricky without thorough analysis and understanding of business needs. Customer service response times may vary. 2. Soldo Soldo is one of Europe’s leading virtual prepaid card platforms, known for simplifying complex expense management needs. With features that support separate budgets for departments and projects, Soldo allows businesses to give controlled access to company money while safeguarding against overspending. Key features: Custom spending limits, real-time expense tracking, automated finance tracking and instant receipt capture. Pricing: Plans start at £21 per month. Offers flexible plans tailored to various business needs, with no hidden fees or fixed contracts. Plans include free unlimited domestic transactions and a fixed 1% foreign exchange fee. Advantages: Set custom rules and limits for each card to prevent overspending without micromanaging every transaction. Integrates directly with major accounting software like Xero and QuickBooks, enabling single-click reconciliation and speeding up the month-end process. Soldo’s web console and mobile app provide live data on expenses, so that companies maintain complete control over their finances. Soldo Mastercard® is accepted by millions of merchants worldwide, providing flexibility for employee spending anywhere. Challenges: You still need a regular business bank account for most of your financial needs. Although domestic transactions are free, international spending incurs a flat 1% fee, which might add up for businesses with significant foreign transactions. 3. Pleo With features like adjustable spending limits and real-time spending analytics, Pleo ensures that businesses have all the tools they need to prevent overspending, avoid lost receipts and keep expense details accurate. Key features: Prepaid virtual debit cards with individual spending limits, real-time notifications and the ability to freeze or disable cards. Pricing: Offers a flexible pricing model starting at £0, making it accessible for startups and small businesses. Advantages: Allows for easy adjustment of card limits and quick disabling of cards to manage spending effectively. All expenses are visible in real-time within the Pleo app, helping admins stay on top of the numbers throughout the duration of any project. Automatically syncs with accounting software, reducing the need for manual entry and making sure all expenses are captured and categorised correctly. Challenges: Pleo doesn’t support cash withdrawals, which could be an issue for businesses that still require cash for certain expenditures. May not suit businesses looking for advanced budgeting tools.     4. Curve Curve simplifies payments by consolidating multiple bank cards into one and provides real-time spending insights, helping businesses manage finances efficiently. You can also earn Curve Cash Points with every purchase, boosting the value of every pound, euro or..

The ultimate guide to business travel expense reporting

How you manage your business travel expenses is a huge factor when it comes to corporate financial health and policy compliance. Whether you’re a travel manager, finance executive or a business traveller, mastering expense reporting ensures smooth, cost-effective operations. This guide will break down the key elements of business travel expense management, offering practical tips to streamline your processes and achieve significant savings. From understanding what qualifies as a business travel expense to leveraging the latest tools for seamless management, we’ll cover all the aspects you need to manage these expenses more effectively.     Understanding business travel expenses When it comes to corporate travel, it’s important to have a solid grasp of what qualifies as a business travel expense. In a nutshell, these are the various costs that add up during a business trip. Recognising and categorising these expenses correctly is vital for both financial tracking and staying compliant with company policies. Key categories of business travel expenses Transportation: This includes flights, train tickets, car rentals and local transport like taxis and buses once at the destination. Accommodation: These sorts of expenses cover fees for anything from hotels and B&Bs to short-term rental properties. Meals and entertainment: Reasonable dining costs are typically covered, especially when you’re entertaining clients or meeting with colleagues. Supplies and communication: From presentation materials to internet fees, these are things you simply can’t do without when carrying out business-related tasks. Miscellaneous fees: Conference entry fees, client gifts or other specific costs that are needed will fall under this category. Naturally, it’s equally important to know which expenses AREN’T usually covered by company policies. These tend to include: Personal entertainment: Any costs for activities like sightseeing tours or event tickets that aren’t directly related to business purposes. Personal care: Expenses such as gym fees, laundry services or spa treatments. Mini-bar charges: Any items taken from a hotel’s mini-bar. Travel upgrades: You won’t be able to expense any non-approved upgrades, such as business class flights or luxury rental cars. Accompanying family expenses: It’s OK for a family member to accompany you but they’ll have to pay their own way if they aren’t with you for business purposes. Setting clear expectations Effective expense management starts with clear guidelines for staff. Companies need to be transparent about what is and isn’t covered under their travel policy. There are a few ways to go about this, such as: Setting limits on spending on meals and entertainment Specifying preferred vendors for travel and lodging Clarifying the process for submitting and documenting expenses Providing clarification around expenses lets employees know what’s expected of them, which helps to speed up the approval and reimbursement of their expenses when they come to claim them back.   The benefits of automated expense management As businesses grow and the frequency of corporate travel increases, manually managing travel expenses becomes inefficient, time consuming and prone to errors. Automating the expense management process can significantly improve time management and financial accuracy. Let’s take a look at some of the main perks of automation: Reduced errors and fraud: Automated systems reduce human errors and spot fraudulent claims by enforcing company policies and limits automatically. Faster processing: Automation speeds up the approval and reimbursement process, reducing the turnaround time from submission to payment. Improved visibility: Real-time tracking of expenses allows for better budget management and financial planning. Employee satisfaction: Quicker reimbursements and simpler submission processes improve overall employee satisfaction and compliance.   Implementing automation tools When choosing the right tool for expense management automation, you’ll need to take a few considerations into account: Integration capabilities: The tool should easily integrate with your existing financial systems, HR platforms and travel booking tools to streamline data flows and maintain consistency. User-friendliness: If you want people to feel happy using the tool, it must be easy to use, regardless of how tech-savvy they are. Customisation options: It’s important to be able to customise workflows, policies and features to fit your unique business needs. Support and security: Reliable customer support and strong security measures are essential for protecting sensitive financial data. Popular tools that meet these criteria often include features like mobile apps for on-the-go expense recording and receipt scanning, automated policy enforcement and detailed reporting dashboards.   Making the switch to an automated system Transitioning to an automated expense management system can represent a significant change for your organisation, so how to reduce the chances of bumps in the road? Here are a few ways to establish a smooth implementation: Communicate the change: Inform all employees well in advance about the new system, explaining the benefits and providing training on how to use it. Phase the implementation: Start with a pilot group of users before rolling out the system company-wide to address any issues and gather feedback. Monitor and adjust: Continuously monitor the system’s performance and user feedback to make necessary adjustments and finetune the process.     Creating an effective expense policy A well-crafted expense policy sets clear expectations and guidelines for employees, reduces misunderstandings and importantly helps safeguard the company against fraudulent claims. Let’s look at the essential elements of a solid expense policy: Clear definitions: Be sure to specify what counts as reimbursable expenses and what doesn’t. Clearly outline the categories of allowable expenses such as travel, meals, lodging and entertainment. Spending limits: Establish daily or per-item spending limits so that expenses stay within reasonable bounds. Approval process: Define who is responsible for approving expenses and the steps required for submission and reimbursement. This might include immediate supervisors, the finance department or automated approvals for certain expense types. Documentation requirements: Request detailed receipts and documentation for all expenditures. For smaller expenses where receipts might not be available, set a minimal threshold below which receipts are not required. Compliance and disciplinary measures: Let employees know about the consequences of violating the policy to emphasise the importance of adherence and maintaining fiscal discipline. Here are a few best practices for implementing and maintaining your expense policy: Regular updates: Review and update..

Smart strategies for getting more from your per diem allowance

Is travelling for work a big part of your job? If so, you’ll know that managing your per diem allowance effectively is key to keeping your expenses in check without sacrificing the quality of your trip. Per diem allowances are designed to cover the costs of meals, accommodation and incidental expenses while you’re away from home. But with a bit of strategic planning and some savvy choices, you can get much more out of your allowance than you might expect.   This blog will guide you through various techniques to stretch your per diem further, helping you make every penny count. Whether it’s choosing the proper meals or finding cost-effective travel options, these strategies are about maximising value while maintaining comfort and efficiency while on the road.     Understanding your per diem allowance What is a per diem allowance? In a nutshell, it’s a daily amount allocated to employees to cover expenses incurred while travelling for work. This fixed sum is meant to simplify budget management for both the employer and employee by eliminating the need to keep detailed records of every expense. Typically, a per diem covers meals, accommodation and incidental costs such as tips and parking fees. But why does it only cover certain expenses? The main goal is to simplify expense reporting and reimbursements. By only covering the essentials, per diem allowances cut down on the hassle of approving and checking every single expense. This approach makes accounting easier and lets employees concentrate on their jobs instead of worrying about every little cost. Knowing what your per diem allowance covers is crucial to managing your travel budget effectively. It helps you plan how to allocate funds for different aspects of your trip, so you can make the most of your allowance without having to dip into your own pocket.   Making the most of your accommodation allowance When it comes to business travel, where you stay can make a significant difference to both your comfort and your budget. To get the most out of your accommodation allowance, here are some tips to keep in mind: Choose your location wisely Staying in a central location might seem more expensive initially, but it can save you money on transportation costs to and from various points of interest. It also makes things much more convenient, which comes in handy when you have a busy schedule. Look for value-added amenities Hotels that offer complimentary breakfast, Wi-Fi or access to a business centre can provide significant savings. These sorts of amenities don’t just enhance your stay they help you dodge those extra charges that can eat into your per diem. Utilise corporate discounts and loyalty programmes Many accommodation providers offer special rates for business travellers or rewards for loyalty. These can lead to better room rates and other perks like room upgrades or late check-out options, stretching your per diem further.   Maximising your meal allowance Food expenses can quickly add up, especially when you’re in an unfamiliar location. To make the most of your meal allowance per diem, consider these strategies: Set a daily budget Divide your meal allowance by the number of meals you plan to have each day. This simple calculation helps you stay within your per diem and avoid overspending on any single meal. Choose accommodation with kitchen facilities  Booking a hotel room or self-catering property with a kitchen allows you to prepare some of your own meals, significantly cutting costs. Opt for combo meals or specials Many restaurants offer lunch specials or combo meals that are less expensive than ordering items à la carte. These are a great way to enjoy a full meal without going over your budget. Saving on mileage and transportation Transportation costs can vary widely depending on the location and the length of your trip. To keep these costs in check, here are some practical approaches you can take: Understand mileage allowances If you’re using your own vehicle, make sure you know the current mileage claim rates. This knowledge will help you calculate the cost of travel more accurately and claim back the appropriate amounts. Use public transportation  In many cities, public transportation is not only more affordable it’s more efficient, too. Investing in a day or week pass can be a great deal cheaper than paying for taxis or car rentals. Plan your travel routes efficiently If you need to travel to multiple locations, plan your routes to minimise backtracking and unnecessary detours. This planning can save both time and money.     Top money-saving tips when travelling for work While managing your per diem allowances for food, accommodation and travel is crucial, there are other things you can do to achieve even more efficiency and savings on business trips. Pre-plan your entire trip  Having a detailed itinerary before you leave reduces the likelihood of unforeseen expenses and helps you identify potential savings opportunities in advance. This could include booking all your meetings in a single location or identifying days when you can work remotely to save on transport. Take advantage of travel rewards Enroll in frequent flyer programs and collect points for flights and hotel stays. These rewards can be redeemed for upgrades, free nights or even future free flights, which can substantially lower the cost of business travel over time. Keep digital records of receipts  Maintaining a digital log of receipts can make it easier to track spending and make sure you’re fully utilising your per diem without going over. Modern smartphone apps like Roomex store these receipts and can even help categorise and analyse your spending patterns. Stay connected for free  Avoid costly data roaming charges by planning ahead. Check if your hotel offers free Wi-Fi, and if not, consider purchasing a local SIM card for data. Many cafés and public spaces also offer free internet access, which can be a real boon when you need to work on the go. Schedule meetings strategically If possible, schedule multiple business meetings in a single day to minimise stays…

How to stay safe and healthy when travelling for business

Business travel can be rewarding, demanding, tiring and rejuvenating in equal measure. While it’s a chance to explore new places, meet new people and do important business, it also comes with the responsibility of maintaining your health and safety away from home. Whether you’re a seasoned business traveller or embarking on your first work trip, prioritising your well-being is essential.

Essential tips for cutting costs on business travel

When it comes to business travel, cutting costs without cutting corners is no mean feat. It calls for a keen understanding of procurement skills to turn those fixed travel costs into flexible savings opportunities. In this guide, we’ll explore essential strategies for saving money while making your travels more efficient and comfortable. From booking in advance to saying yes to off-peak travel, these tips are designed to provide you with a toolkit for smarter travel planning.     How to save money before business travel Start planning early It might seem obvious, but one of the simplest and most effective strategies is to plan and book your travels well in advance. Getting your plans sorted early can lead to significant savings. Airlines and hotels often offer the best rates to early birds, so mark your calendar and book as soon as you can to lock in those low prices. For example, if you’re attending a conference, you might want to book ahead to find your preferred room type at a cheaper rate. You may wish to request a quiet area to hold meetings while you’re there, too. Travel off-peak  Another good way to cut costs before you set off on your travels is to book during less popular times. Hotels, airlines and other travel operators usually lower their prices during off-peak hours and seasons to encourage more bookings. As well as saving on costs, you’ll also find there are smaller crowds and often a better standard of service. Perfect your negotiation skills Don’t shy away from negotiating. Whether you’re asking for a group discount, better cancellation terms or extra perks like free Wi-Fi, a little haggling can go a long way. Remember, the answer is always no if you don’t ask. It’s also important to keep in mind that negotiation is a two-way street. Consider what you can offer the vendor in return for a discount or extra perks. This might include a commitment to a certain number of bookings or promoting their service within your business network. Build relationships Sometimes, it’s not what you know, but who you know. Cultivating relationships with travel vendors can open the door to exclusive deals that aren’t available to the general public. It’s also a great way to provide a more personalised service. Aim for quality over quantity focus on making your bookings with fewer providers to secure volume discounts and build stronger, beneficial relationships. Create a comprehensive travel policy A well-defined travel policy helps everyone stay on budget and stick to company guidelines. Here’s what is should typically include: A clearly defined purpose, outline of who the policy applies to and under what circumstances An approval process Budget and spending limits Booking procedures List of preferred vendors and accommodation Guidelines and safety measures Expense reporting process Make sure you’re crystal clear on your company’s travel policy. Understanding the rules inside out means you can make bookings that are not only cost-effective but also compliant, avoiding any costly misunderstandings. The travel industry is constantly changing, so it’s a good idea to periodically review your travel policies and providers. This ensures you always get the best deals and services that meet your current business needs. Use technology to stay informed There are lots of platforms and apps designed to simplify every aspect of travel procurement, from booking to expense tracking. Roomex provides an all-in-one travel and expense platform, integrating all hotel bookings and payments into one platform and keeping track of staff with a live duty of care map. Roomex offers several other key products and features tailored for business travel needs: RoomexStay: Searches over 1.2 million hotels from 35 sources to find the best accommodation Built-in travel policy checks and dedicated workforce filters Exclusive rates, ensuring cost-effective options for your team RoomexPay: Customisable expense solution for staff on the road Covers hotel allowances and other travel-related expenses like Wi-Fi, parking and meals RoomexPay card with auto top-up and easy receipt capture RoomexAnalytics: Automatically tracks every booking and expense At-a-glance dashboard and custom reports to analyse travel spending Quick reporting on any element of your travel spend in seconds Projects and meetings: Supports booking of long stays, complex trips and team gatherings Expert assistance to source the perfect accommodation or venue on time and within budget Provides tailored support for specific project or meeting needs Additional support and services: Dedicated support team to assist with seamless booking and easy check-ins Rate negotiation and cancellation charge recovery to maximise savings Reservation checks and other services to ensure your travel and expenses work smoothly Sign up to loyalty programmes There are several business travel loyalty programmes which are popular among business travellers, covering airlines, hotels and other travel services. Here are some of the most commonly used ones in the UK: Airlines British Airways Executive Club Earn Avios points that can be redeemed for flights, upgrades, hotel stays and car rentals. Offers tiered membership levels with increasing benefits. Virgin Atlantic Flying Club Collect miles that can be used for flights and upgrades, with additional benefits for higher tier members. Hotel chains IHG Rewards Club Earn points at hotels like Holiday Inn and Crowne Plaza, which can be used for free nights, flights and more. Hilton Honors Provides points for stays at Hilton hotels and partners, with benefits such as free nights and room upgrades. Marriott Bonvoy Offers points for stays across its extensive network of hotels, with redemption options for hotel stays, travel experiences and other perks. Car rental companies Avis Preferred Includes benefits such as priority service and the ability to earn points for every qualifying penny spent on rentals. Enterprise Plus Earn points on rentals, with rewards including free rental days and vehicle upgrades. Credit card rewards American Express Platinum Card Offers extensive travel benefits, including access to exclusive airport lounges, comprehensive travel insurance and points redeemable across a range of travel-related expenses. Barclaycard Avios Credit Cards Earn Avios points on everyday spending, which can be redeemed for flights, hotels and car hires…

25 offbeat ideas for your next team outing

Looking to shake up the usual office routine with something a bit more dynamic? If your staff seem lacking in enthusiasm, energy and productivity how about an off-the-wall team outing to turn those frowns upside down? The problem is, when you’re searching for things to do with adults, it can often be tricky to please everyone. With that in mind, we’ve compiled a list of 25 unique team outing ideas designed to leave a lasting impression and hopefully boost team spirit.   Why you should up your outing game When it comes to team outings, many of us have sat through the usual team lunches and trivia nights but after a while, the appeal of these run-of-the-mill activities can begin to wear a little thin. Introducing novel ideas for team days out can open the door to new ways of seeing each other and working together. Here’s how: Breaks the ice: New and shared experiences are great icebreakers. They help team members connect in ways that daily office interactions just can’t match. Fuels creativity: Unusual activities get people thinking outside the box, sparking creativity that, if you’re lucky, will spill over into work projects. Builds stronger bonds: Overcoming challenges and engaging in entertaining activities together builds trust and camaraderie among team members. Provides stress relief: Getting away from the desks and diving into something completely different is a perfect way to reduce workplace tension and recharge. Boosts problem-solving skills: Many team away day ideas require creative thinking and teamwork to navigate, enhancing these essential skills in a fun setting.   By stepping out of the conventional outing playbook, you’re more likely to see genuine enthusiasm and participation, leading to more meaningful connections and a more cohesive team. Now let’s run through some standout ideas that could end up becoming your next big team adventure.   1. VR gaming challenge Virtual reality experiences combine fun and immersive activities with problem-solving and collaboration. Your team will need to think on their feet to come out on top. Who to use Zero Latency: The world’s leader in free-roam, multiplayer virtual reality games. Navrtar: Offers unique VR experiences for up to 36 players.   2. Themed scavenger hunts Choose a theme pirates, detectives, futuristic and let the clues lead your team on an adventure across the city or within the office. Who to use Wildgoose: Tech-driven treasure hunts tailored for corporate team-building days. HiddenCity: Real-world adventure games across London with themes including James Bond and Sherlock Holmes.   3. Murder mystery dinner Turn dinner into a thrilling investigation. Team members take on character roles and work together to solve a fictional murder over a tasty meal. Who to use Red Herring Games: Personalised murder mystery dinner experiences designed by a published crime writer. Night of Mystery: Downloadable murder mystery packages with themes including Murder in Gatsby’s Gala and 80s Prom Gone Bad.   4. Escape room marathon Take on multiple escape rooms in one day. Each room throws a mix of puzzles your way that require diverse skills and collective problem-solving. Who to use Escape Hunt: One of the UK’s most popular escape room chains, with themes including the Wild West and Alice in Wonderland. Escape Live: These guys have tons of escape room options that can be played at various sites across the UK.   5. Outdoor film night You can’t beat the magic of watching a classic film in the great outdoors. You can arrange for a company to host your bespoke event or create your own event by setting up a projector in a local space. Add some popcorn and blankets for an extra cosy experience. Who to use Adventure Cinema: Hosts outdoor film screenings in unique settings across the UK. The Luna Cinema: Offers open-air film showings at some of the most iconic and scenic venues across the UK, turning historic sites and beautiful parks into temporary cinemas.   6. Culinary competitions Throw a cook-off challenge where teams race against the clock to whip up the tastiest dish. It’s a fun, hands-on way to spark some friendly competition and unleash your team’s culinary creativity together. Who to use Team Tactics: Cooking challenges and culinary contests for teams, such as sushi-making masterclasses. The Cooking Academy: Immersive cooking events exclusively catering for corporate groups.   7. Artistic retreat Spend a day at a local art studio painting or sculpting, where everyone can tap into their creative side and chill out. It’s a great way to relax and bond with your team in a laid-back, inspiring setting. Who to use Brush Party: Hosts painting events suitable for corporate team building. PopUp Painting: Invites people to unleash creativity in pubs and offices around London.   8. Sailing trip Set sail on an adventure across the waves and learn the ropes together. There’s nothing like a sailing trip to bring a crew closer! Who to use Britannia Corporate Events: Offers corporate sailing days and regattas. Sail Scotland: Organises corporate sailing trips around the stunning Scottish Isles.   9. Adventure races Challenge your team with a race that includes obstacles, puzzles and physical challenges in an outdoor setting. Who to use Quest Adventure Races: Provides all-inclusive adventure race setups in Wales and beyond. Time Outdoors: Take part in adventure races with a mix of physical outdoor team-building activities and mental tasks, set in various locations across the UK.   10. Interactive theatre experience Treat the team to a theatre show where the audience influences the outcome, combining entertainment with team engagement. Who to use Punchdrunk: Specialises in immersive theatrical experiences, transforming large-scale environments into interactive, multi-sensory worlds. Phantom Peak: An immersive theatre experience that blends interactive storytelling with a steampunk-themed adventure.   11. Axe throwing Master the art of axe throwing for an exciting way to blow off steam. This Canadian pastime is ideal for throwers of all abilities and builds team spirit as you each aim for the bullseye! Who to use Hatchet Harry’s Axe Throwing: Hatchet Harry’s gives its guests expert guidance to..

7 fun team-building activities to try in your office

Team building is often the secret sauce that can transform a good atmosphere into a great one. However, not every company has the luxury of venturing out for elaborate away days. Luckily, you don’t need to leave the office to start building better connections between your team members. With the right activities, you can transform any common office space into a playground of collaboration and creativity. In this post, we’ll explore seven team-building activities that you can enjoy in the office. These games and challenges are designed to be engaging, easy to set up and, most importantly, effective at fostering team spirit. We’ve included everything from quick icebreakers to shake up a slow afternoon to more involved challenges requiring collaborative efforts. Let’s get started and find out how to transform your everyday office setting into a hub of team-building fun.   1. Office Olympics Let’s start with plenty of energy! There’s nothing like a bit of friendly competition within the team and what better way to create some than running your very own office Olympics?! You simply need to come up with a series of office-appropriate games that don’t require any special equipment or extensive preparation. Here are a few ideas to get your office Olympics off to a flying start: Chair relay races: Use your office chairs and a set path in the office to hold relay races. Just make sure there’s nothing fragile in the way! Sticky note target practice: Create targets using sticky notes and have team members throw paper balls to score points. Desk ping-pong: Get a couple of cheap bats and a lightweight ball, and clear a table to set up an impromptu ping-pong tournament. Rubber band archery: Set up a series of targets (they could be cups, stacked sticky notes or small boxes). Then, get team members to shoot rubber bands to knock them over or hit them. Coffee cup stacking: A speed challenge where participants stack and unstack a pyramid of paper coffee cups. Paper aeroplane distance contest: Each team designs and creates a paper aeroplane. The team whose aeroplane flies the farthest wins points. Email typing sprint: Set a standard “mock” email that everyone has to type out as quickly and accurately as they can. Divide your office into teams, mixing departments if possible to encourage new connections. Keep score and maybe even award a homemade trophy to the winners. The main goal is to encourage participation and give everyone a chance to shine in a relaxed, joyful setting.   2. Two truths and a lie This classic icebreaker helps colleagues get to know one another better, in an entertaining way. It’s simple to set up and doesn’t require any special materials, making it an excellent choice for a quick team-building session. Here’s how to play: The set-up: Gather your team in a comfortable meeting area where everyone can see each other, such as a conference room or an open space in your office. The game: Each player takes a turn to state three facts about themselves two truths and one lie. The trickier the truths and the more believable the lie, the more fun the game becomes. The guessing: After each person shares three statements, the rest of the team votes on which one they believe is the lie. Once everyone has made their guess, the person reveals the correct answer. This game is a guaranteed mood booster. You might be surprised by what you learn about each other’s personalities and backgrounds! After a couple of rounds, you’ll probably notice everyone feeling more at ease and open to chatting. It’s the optimal way to lay the groundwork for even better teamwork down the line.     3. The Great Office Bake-off No one can resist a tasty treat, especially when it’s homemade by a coworker. An office bake-off is an enjoyable way to get a little competitive and sample some delicious baked goods. As well as the sweet treats, it’s about coming together, sharing recipes and stories and having a good laugh. Here’s how to organise your very own office bake-off: Announce the bake-off: Give your team plenty of notice about the bake-off so they have time to plan their culinary masterpieces. Set a date and lay out the rules maybe everything has to be made from scratch. Or you could pick a theme like “healthy treats” or “chocolate indulgence.” Set up a judging panel: Gather a few folks to be your judging panel or let everyone have a vote. Come up with some amusing categories like “Best Presentation”, “Most Creative Flavour” and of course, “Best Overall Taste”. Tuck in: When the big day arrives, set up a table where everyone can show off their creations. Have plates, forks and napkins handy and let the tasting and judging begin! Award prizes: Don’t forget to reward the winners with some small prizes in each category. It could be anything from a cookbook to an extra half-day off work. An office bake-off is a chance for your team to get creative and chat about something other than work. You might be surprised to discover who has hidden baking talents! Plus, who doesn’t love a day filled with cakes, cookies and other sweet treats?   4. Escape room challenge Turn your ordinary meeting room into an exciting escape room challenge that’ll get everyone’s brains buzzing and teamwork flowing. This activity is all about problem-solving, creativity and communication everything a high-performing team needs. Here’s how to set up an in-office escape room: Choose a theme: Pick something related to your work or industry, or shake things up with a historical adventure or a futuristic quest. The theme will be the backbone of your puzzles and the overall story. Create the puzzles: Come up with a series of puzzles that need solving to “escape” the room. You could include word puzzles tied to your business, brain teasers or even physical challenges where clues are hidden around the room. Set the stage: Decorate the room to..

5 essential responsibilities of a corporate travel planner

Have you ever taken a hassle-free business trip where everything seemed to run like clockwork? Chances are that was all down to a corporate travel planner. Also known as corporate travel managers, these talented individuals (or teams) juggle all the aspects of your trip to make sure it aligns perfectly with your company’s goals. Corporate travel planning is so much more than booking a seat on a plane it’s about creating an environment where you can be productive, safe and comfortable while you’re on the road. These busy bees are working hard behind the scenes, making sure the trains run on time (or at least get you rebooked onto another one when they don’t). They’ll find you a cosy place to rest your head before you’re even tired, and keep a close eye on the budget. In this blog post, we’ll break down the five key tasks that these travel wizards handle to make your business trips a breeze. Let’s look at why they’re the secret ingredient to success on the road.   1. Booking and managing accommodation One of the main tasks of a corporate travel planner is to make sure that you have a comfortable place to call home, no matter where your work takes you. It’s more than simply picking a hotel close to your meeting location; it’s about finding a space that fits the specific needs of a business traveller. They’re looking for places that are quiet enough for a good night’s sleep and offer a space to relax and recharge after a long day of meetings. Typically, they’ll sort through tons of options to find the ones that check all the boxes: Close to your meetings: No one wants a long commute when they’re already tired from travelling. Easy access to airports and train stations: Your time is precious they’ll make sure your commute to and from the airport is as painless as possible. Top-notch amenities: Think lightning-fast Wi-Fi, comfortable workspaces and express check-in and check-out options.   2. Coordinating travel arrangements Next on the list of a corporate travel planner’s duties is sorting out the finer details of how you get from A to B. The ‘getting there’ can often be the most taxing part of any trip. That’s where your corporate travel planner steps in to take the reins, making your journey as smooth as possible. Corporate travel managers are also experts at finding the most convenient flights, aiming for times that won’t have you setting your alarm for the crack of dawn or arriving at your destination when everyone else is sound asleep. They try to minimise layovers and avoid those red-eye flights whenever possible. The goal is to get you there feeling refreshed and ready to take on your business agenda. Of course, flights are only part of the story. As global travel management experts, travel planners also handle all your ground transportation needs, arranging taxis, rental cars or figuring out the best public transport routes. By the time you land, your onward journey is already sorted, so you can relax and focus on what’s important.   3. Managing budgets and expenses   Business travel can get expensive, but keeping costs down is another big part of a corporate travel planner’s job. They’re pros at creating travel itineraries that won’t break the bank and are always on the hunt for the best deals. Here’s how they handle the financial aspect of your travels with extra care. Smart budgeting Corporate travel managers never just wing it. They start by setting a clear budget for each trip based on past spending and future projections. Typically, they’ll factor in everything from seasonal price changes and, if you’re heading overseas, potential travel hiccups to currency exchange rates. Cost-effective booking  Corporate travel planners book flights and accommodations well in advance to lock in the best rates, often using corporate travel management apps that alert them to price drops and special deals. For example, they might book a flight on a Tuesday or Wednesday when fares are typically lower, and opt for accommodation just outside the city centre where rates are cheaper. Leveraging corporate connections Travel planners work to form good relationships with airlines and hotel chains, which means they can often get you exclusive discounts and perks that you wouldn’t find on your own. This could mean lower airfares, free room upgrades or even free cancellations if your plans change. Expense tracking and reporting These professionals keep a close eye on every expense, including things like your taxi fare or your dinner bill. They often use handy apps to track everything in real time and make sure it’s within your company’s travel policy. You might even get a special company card with spending limits for different categories, like meals or transportation. Regular audits and reviews  Corporate travel planners regularly review all the travel spending to keep it aligned with the budget. They also look for any unexpected charges or areas where you could save money. For example, if they notice that a particular hotel chain is always adding on surprise fees, they might negotiate a better deal or switch to a different hotel.     4. Prioritising health and safety compliance   When it comes to business travel, your safety and well-being are top of the agenda for your corporate travel planner. Think of them as your personal travel guardian angel, working hard to make sure every aspect of your trip meets the highest safety standards. Here’s how they keep you safe and sound: Risk assessment and mitigation  Before you even pack your bags, travel planners have already done their homework, checking out the political situation, local laws and any health advisories for your destination. They’ll let you know if there are any areas to avoid or suggest alternatives that keep you out of harm’s way. Health and safety briefings  Prior to you heading off, your planner will give you a rundown of everything you need to know to stay safe in your destination. This..

5 essential business outfit tips for all occasions

Business trips can often require a lot of preparation, especially if you’re attending important meetings or giving presentations. And packing the right outfits to maximise precious suitcase space can feel just as daunting as your agenda. Each piece of your wardrobe needs to serve a purpose, adapting to varied settings like boardrooms or business dinners. Fortunately, you don’t need to be a fashion guru to pick out the perfect combination of outfits that prepare you for any setting. From after-work dinner apparel to casual travel outfits, our list of travel clothes ideas will make sure your vibe is all dress and no stress. Dressing for your destination Deciding what to wear for travelling can be a real headache. But before you think about what you’re packing, consider where you’re going. The climate in your destination is going to have a big influence over what ends up in your suitcase. Whether you’re heading to a sun-drenched city or somewhere on the frosty side, you’ll need outfits that combine comfort with professionalism. Hot locations Choose light and breathable fabrics like cotton, linen and light wool blends Opt for pale colours that help to reflect sunlight Remember to pack an extra layer for chilly air-conditioned spaces Cold locations Invest in a good-quality coat or jacket that provides plenty of warmth. Materials like wool, down and insulated synthetics are the ones to go for here. Think carefully about how to layer. Start with a moisture-wicking base layer, add a shirt or blouse and then a sweatshirt or cardigan over the top. Scarves, gloves and hats make for stylish yet functional accessories. 1. The sharp suit a safe staple for professional settings   A smart suit is a must-have in any business traveller’s wardrobe. Navy and charcoal are your best bets, since they work for almost any situation and never go out of style. Darker shades will also help to hide away any little mishaps like coffee stains or wrinkles. When picking out your suit, try and go for natural fabrics like wool blends, which are known for their durability and wrinkle resistance. This way, you’ll look polished straight out of your suitcase and won’t have to spend precious downtime ironing. You should also think again about the climate of your destination: lighter materials work well in warmer climates, while thicker wools are suited for cooler temperatures. This outfit is perfect for: Client meetings: Exude professionalism and show you mean business, leaving clients with a lasting impression. Networking events: Your suit does the talking before you do, making sure you stand out while you mix and mingle with the crowd. Business dinners: Dress to impress with a look that’s both smart and inviting perfect for socialising after hours. Award ceremonies: Look sharp and feel confident in a suit that makes a memorable impression as you accept your accolades. Important presentations: Command the room with confidence. A sharp suit boosts your presence while adding an extra layer of authority to your delivery.     2. The versatile blazer combo perfect for day-to-night transitions An all-purpose blazer is indispensable for those moments when your business itinerary shifts from daytime workshops to evening socials. Pairing one with chinos or dark jeans strikes a good balance between formal and casual, making it suitable for both professional and relaxed settings. Go for a neutral colour like navy, black or grey to give you more pairing options. Just like with our sharp suit, a lightweight, crease-resistant fabric keeps your look fresh throughout the day. For a touch of flair, accessorise with a stylish watch or a subtle pocket square, depending on the occasion. This outfit is perfect for: Casual business meetings: Where a full suit isn’t necessary, but a touch of professionalism is. Conferences: For a smart yet approachable look. After-work drinks: Easily transition into evening social events. Impromptu client interactions: Always be prepared for unexpected business opportunities.     3. Smart-casual mastery blending comfort with professionalism Travelling isn’t always a glamorous affair there’s a lot of waiting around and often plenty of walking. That’s where a smart-casual outfit can really come through for you. Comfy enough to get you through the airport hustle, a smart-casual outfit will keep you looking put-together when you reach your destination. A crisp polo or a relaxed button-down shirt paired with tailored khakis or dark jeans is the ideal combination. It’s stylish without being stuffy, and practical for a long day on the move. Don’t forget your feet! Pack some loafers or roomy trainers that can withstand hours of walking. As for the accessories, keep it simple: a smart watch and a sleek belt are all you need to tie the look together. This outfit is perfect for: Travel days: Look put-together even when you’re on the move. Informal meetings: Ideal for settings that call for a relaxed yet neat appearance. Site visits: Maintain comfort and style while you’re out and about. Casual dining: Suitable for less formal dinner arrangements.     4. The ultimate travel dress style that moves with you A wrap or sheath dress is best suited for travel. These styles are universally flattering and tend to be forgiving both in fit and care. Look for dresses made from wrinkle-resistant fabrics like blended polyester or jersey, which can endure long flights and transitions between different climates without the need for ironing. When choosing your dress’s colour and pattern, opt for darker shades such as navy, black or deep jewel tones. These colours not only travel well, hiding minor stains and wrinkles, but also transition effortlessly from daytime professional settings to evening events. Subtle patterns can add a bit of personality to your outfit without being overpowering, making them good options for both presentations and dinners. This outfit is perfect for: Conferences: Go for a look that’s comfy enough for all-day wear, but still polished and professional. Business lunches: Make a great impression with an outfit that’s sharp and stylish. Presentations: Own the stage with a confident, eye-catching appearance. Evening networking events:..

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