The organization sends its employees, giving each a specific job assignment. It can be individual as well as group. Everything is determined by the specific tasks facing the seconded employees.
In the organization sending the employees on a business trip, an order or instruction shall be issued stating the purpose of the business trip, the locality to which the employee is sent, the dates and the list of persons to be sent. Business travelers on business trips must be issued with official assignment. These are mandatory documents confirming the validity of the departure to the place of work outside the organization. In the travel certificate, a note of departure is put. Upon arrival at the place, employees on a travel certificate are required to receive a note of arrival, and upon completion of departure. Returning to your organization, you must definitely put a mark on the return from a business trip.
Individual job assignment is received by specialists departing to another locality to resolve certain issues. For example, supply service employees are sent to facilities with which their company has commercial relations for the supply of specific materials, components and assemblies. Sometimes telephone communication is not enough to discuss the delivery conditions or any particularities of the delivered products: coordination of technical tasks, determination of parameters, selection of optimal characteristics.
The job assignment is also received by employees of marketing departments, as well as engineering and technical services. For example, participation in exhibitions requires the presence of not only sales managers who can present their products and determine the price. Designers, technologists and production workers who specify potential requirements and wishes with potential customers can also be useful. On such business trips, experts exchange experience, outline the prospects for the development of their industries.
Some organizations send entire groups of people to certain objects, giving them a job assignment, an example of which is issued in the form of instructions or route sheets. In order for the seconded group to clearly carry out the job assignment, an order must be assigned to the team leader responsible for its implementation. Especially often the need for such business trips arises in the case of the introduction of equipment or entire complexes at the customer’s enterprise. In order for the team to work more efficiently in a new place, issues of temporary residence are being worked out: booking hotels or apartments. The places where employees will eat are specified, as well as the conditions for the delivery of employees to the place of work. Round-trip transport tickets are paid by the company that sent its employees. In such cases, the deadlines are strictly limited. Per diem is also paid. Salary is maintained for the entire period of absence of employees.
When sending specialists, documents for a business trip are compiled, which include travel certificates, as well as a list of tasks. Depending on the features and type of tasks, the seconded specialists complete the necessary tools and devices. In this case, the job assignment is the main criterion for selecting the necessary accessories.
Based on the results of work on a business trip, employees who have returned to their company draw up a report on the work done. These reports are approved by the manager or his deputies. For the report on the expenditure of money, advance reports are compiled , to which the available documents confirming the expenses are attached.
A business trip is considered to be completed successfully provided that the official assignment is fully completed. If it is not fulfilled (situations may arise when the task is partially completed or impossible to complete), the reasons must be indicated. Often the reasons are quite justified, but sometimes there is negligence of employees. The management of the organization makes a decision based on the consideration of all the reasons that impede the receipt of a positive decision from the seconded workers.