How do I propose a business trip to my boss?

August 3, 2016 7:29 AM

Is it appropriate to request to travel across the country for an on-site visit when my position doesn't typically involve travel?

My company has a number of sites across the country. I'm responsible for several sites that have recently joined the company and integrating them into a corporate system. My work isn't high level, so a site visit from my position wasn't ever necessary to get these sites on board (also I have only been with the company for two months).

However, in the last two months there have been a number of issues that could be resolved if I (or my boss, or my other co-worker) were on site and have said "Guh, if only we could just be there and see what they're doing!" in meetings more than a couple times. I would just ask to go there and suss things out but that would be unsual for my position, plus I am relatively new, plus I don't even have an expense account.

Next week a co-worker from a different location is going to this site to work on a project adjacent to my own and I feel like it would be a great opportunity to say "Well since Jim is going out there, would be possible for me to go at the same time so I can find X, Y, and Z things we've been talking about for a month?"

Additionally, there is another site that will be integrated into the corporate structure soon that I will also be responsible for that would be very beneficial for me to visit before the integration happens.

If you were a manager and you had a request like that would you find it completely beyond the pale? Should I make this request? Should I write a quick, formal proposal about why this is a good idea?

posted by Tevin to Work & Money (15 answers total)

As a manager, I would find it deeply concerning if you had this thought about something that might make your process better and you want to do and didn't/wouldn't bring it up to me. Doesn't mean I'd approve it, depending on circumstances, but it seems obvious that you should ask. I personally would want you to float it in our one-on-ones and suggest that you could write up a formal proposal.
posted by brainmouse at 7:37 AM on August 3, 2016 [6 favorites]

Lots of people don't have "expense accounts" (that's not much of a thing anymore, maybe you get a company CC if you're management but when I travel, which is expected, my boss or the office manager puts what she can on her card and I put in an expense report for the rest that I pay myself) and still travel for work. It doesn't have to be in the job description. There's no laws or anything, though most management is careful not to force travel on people who don't expect it because you lose employees that way.

This isn't as big a deal as you think, and you are correct that it will probably solve multiple problems. Ask your boss, "Do you think someone should go out there? Should I go out there?"
posted by Lyn Never at 7:41 AM on August 3, 2016 [7 favorites]

Best answer: I don't think it's inappropriate or out of line to suggest this might be helpful, although I would present it with the openness of "I think we need an onsite visit, and I open to it if you deem it appropriate, but would be happy to work with anyone else you'd prefer to go visit to suss out what they should do to resolve our problems."

In my current work environment I'd request a meeting with my boss to brief him on it, laying out: the current process problems we're facing (particularly if boss has noticed it as well)e, how I think we should solve it (i.e. travel to site), and why this solution is superior to other alternatives - and if he boss needs it, I'm happy to type up something more formal and discuss further.

The other stuff regarding your newness, expense account, etc. is irrelevant. Unless Jim going out there is somehow useful to your proposal (i.e. there's genuine cost savings to be had by traveling with him.....like shared hotel rooms?) I don't think that's relevant either.
posted by Karaage at 7:43 AM on August 3, 2016 [1 favorite]

Best answer: Yeah, write up a short proposal - good to give your boss something to mull over on paper and discuss with any other mgmt he needs to get cost approval from.

Outline the reason for the trip - the problems with miscommunication you've been having that could be resolved with an in-person visit to discuss (topics) and see/discuss (system) in person, with supporting reasons for the timing of the visit (Jim's coinciding trip) and then the visit itself - your objectives, how much time you'd need there, the meetings you want to have, and estimated costs for flights/accommodations/incidentals.

Then take the proposal and get a meeting with your boss to discuss. You can give him the proposal then, and if it needs any revising as a result of your discussions you can do that and email it to him.
posted by lizbunny at 7:43 AM on August 3, 2016 [1 favorite]

I'd raise an eyebrow at the fact that you've been with the company only 2 months and want to travel, otherwise I wouldn't find this an unusual request. I would probably also suggest screen sharing software or other more direct management tools.

Request should come on paper/email, with a follow-up within a few days of sending in person to confirm thoughts/what the options are.
posted by larthegreat at 7:45 AM on August 3, 2016

This is a office culture issue.

Some regard travel as inherently good: kick the tires, press the flesh, etc.

Some regard travel as inherently bad: expensive, distracting, burdensome to non-traveling colleagues.

Some (most "inherently bad" companies, some others) regard travel REQUESTS as inherently suspicious: a bid for free vacation, basically.

Find out where your company fits in the above before you make any requests.
posted by MattD at 7:56 AM on August 3, 2016 [6 favorites]

I would write the proposal (at least in broad strokes) so that you can clearly articulate the business case for this trip in a face-to-face meeting.

Since your boss has been in on the situations where not being on-site with the client has been a problem, chances are he'll be receptive. So, have an informal chat about it, and if he doesn't request it, offer to send him a written proposal.

As soon as the meeting is done, update your draft proposal based on any feedback that you got in the face-to-face meeting and send it off.

One thing that could help, as far as the optics of asking for something like this when you are still knew goes, is to consider who else would be qualified to go and do this thing, and at least make it seem like you'd be ok with someone else being picked. Because it's not about you going for the trip -- it's about making the team more effective.
posted by sparklemotion at 7:58 AM on August 3, 2016

Best answer: I would think the two months issue wouldn't be of importance provided you can justify the the trip. Be very specific in the reasons you feel this would benefit the company, and detail what would be accomplished, why it would be necessary to do this in person, and how the trip would financially be a present and future savings in both manpower and productivity. Stress that you don't feel this would be a reoccurring need and issues could be resolved and expedited by a single trip. If you've been getting results and showing value for the company's investment in employing you, there's a good chance they may think your idea is sound.
posted by BlueHorse at 8:04 AM on August 3, 2016

I think asking for a meeting to present a written proposal is way overkill. I would knock on boss' door, say "I've been thinking about what happened with the X campus and how it could have been averted if we'd had someone from our group onsite. If you think it's a good idea, I'd be happy to go out there as soon as possible and help them with Y. What do you think?" She'll let you know if it seems like a good idea and what the next steps would be.

Nobody has "expense accounts" anymore but there are always systems in place for reimbursement of expenses, at least. Sometimes there are company credit cards to make that process easier, but the more typical thing is that you put your expenses on your own credit card, keep all receipts, and submit an expense reports when you get back and get reimbursed.

Oh and don't mention Jim, that would look odd and make me wonder if you wanted time alone with Jim for some reason. Jim doesn't matter unless you need him for your site visit.
posted by fingersandtoes at 8:23 AM on August 3, 2016 [5 favorites]

Is this the sort of thing that might be most efficiently handled via renting a telepresence robot?
It seems to work for Snowdon.
posted by Sophont at 8:44 AM on August 3, 2016

Best answer: Yep, pitch the idea. Don't worry about a formal proposal yet, but offer to put one together for your manager when you bring up the idea.

I was very nervous about bringing up things like this when I started the line of work I'm currently in. I'd left academia for a position in regulatory science, and the cultures are very different. But in my current field, I find that my superiors are always receptive to new ideas, especially if those ideas involve me taking on work travel that they can then avoid.

Do you submit weekly reports or some such to your supervisor? If so, mention this idea in your next report if there's time. Then follow up by asking said supervisor if it would be helpful for them to review a detailed proposal covering what you'd accomplish and why that'd be beneficial on this trip.

You can probably expect to pay for everything but travel out of pocket and then submit receipts for reimbursement. My org has a hard policy against opening company credit cards for staff who've been around less than a year.

Good luck!
posted by late afternoon dreaming hotel at 8:45 AM on August 3, 2016

Best answer: I'm pretty baffled at the idea that travel to a satellite office could be considered some sort of privilege. Road warrioring is a pain in the ass, and taking additional responsibility is more work than staying put and minding your own business. I can't imagine a decent manager being offended by you letting her know that you're up for taking on the project if it would be helpful to the organization. She might not feel it's necessary, she might not have the budget for it, she might not think you're the person for the job, but she can hardly think less of you for offering, as long as you don't bring up unrelated issues like other people's visits (which also kind of sounds like "he gets to go so I should also get to go.")
posted by fingersandtoes at 9:55 AM on August 3, 2016 [3 favorites]

Response by poster: Thanks for tips! To clarify a few things:

To put it another way: I'm afraid of overreaching, but only because people in this position don't typically travel. Not that it's a privilege to (gods, no), just that the work can usually be done without leaving and I don't want to be a bother for asking for things that might be deemed unnecessary expense. The theme I'm seeing is "your boss might say 'no' but will appreciate the thought you have put into trying to make improvements," so that puts my worries at ease.

I mention the other person going because there could be additional benefits to our being there at the same time. You make a good point as to how that could come across, though. I won't mention that to my boss.

And w/r/t to "expense account" I just mean that "an already established way for me to cover expenses" whether it's a company card, reimbursement, etc.
posted by Tevin at 10:19 AM on August 3, 2016

I think the industry matters quite a bit; I know in mine, travel to the satellite offices involves at the minimum a flight of 5hrs, and usually an international flight, hotel stays in major cities, a per-diem etc, ; and as it involves a business level standard of travel, it can be quite pricey even for a short trip. We don't treat is as a privilege, and we certainly send people on trips regularly, but we usually send folks who have been with our company for at least 6m. 2months on the job is still within a probationary period for us, and it would be an unusual ask if it hadn't been initiated by your manager already.
posted by larthegreat at 10:55 AM on August 3, 2016

Response by poster: I dropped this to my boss very casually to put out some feelers and his answer was, "If I thought that would [help the problem] I'd put you on a plane tomorrow but face time isn't going to solve this."

But thanks for all the advice!
posted by Tevin at 12:35 PM on September 2, 2016 [3 favorites]