Planning a Team Trip on a Tight Budget: How Would You Balance Costs and Expectations?

Friends,

As this is a forum where we find innovative solutions to resolve day-to-day queries, problems, and issues, I would like to have a few insights from all of you. If anyone can contribute any suggestions, practices, or a sense of humor at this point in time, it would be great.

In my organization, we have organized a trip to Konkan. However, the estimated expenditure is exceeding the budget as this is the first time we have organized a night stay for a 2-day trip. The budgeted amount set aside is 15K, but now the expenditure is ranging between 25-30K, including commuting, lodging, and boarding.

The question now is whether we should proceed with the trip within the budgeted amount of 15K. What options can I suggest to the management that would be fair for both the management and the staff? I have proposed another option to look for a place nearby, but it still amounts to 25K.

Thank you.

Hi Sumathi,

When considering the HR perspective, you have to look at both sides. Therefore, either cancel your stay and go on the trip or choose a location closer to your place. Consult with 3 or 4 travel agents to explore different places and prices. If this is your employees' first trip, make it more adventurous by planning activities and games. Keep in mind that this might slightly increase the cost, so create a budget plan ranging from 20k to 25k. This way, employees will be satisfied with the experience.

Regards,
Harini

Hi Harini,

Yes, it has been tried by changing the destination from Konkan to Mumbai outskirts. But everyone is keen on overnight stay and not ready for a day's picnic. We have organized a trip whereby there is an extra cost package for various activities such as rappelling, rock climbing, valley crossing, mountain biking, rifle shooting, swimming, football/cricket, DJ party, campfire/barbecue, and night treasure hunt.

I'm on the way to suggest management that instead of seeking for contribution, we shall deduct directly from their salary to meet the extra cost upon their approval. Still looking for a better option.

Hi Isa,

That could be about bearing approximately 500/- per head as we are 20 interested for the trip now. The worry behind that is there could be drop-outs, which may result in fewer numbers, something we are not looking out for. Another issue that may be raised is that the cost to company (CTC) of a person may cover all the investment that an organization makes towards an employee. Though I am capable enough to handle it, I still don't want to make things complicated.

Hi,

Don't cancel the trip under any circumstances, especially if the employees are well informed in advance. If you cancel the trip, employees may perceive the company as miserly and uncaring.

I suggest presenting the trip to your management not as a welfare expenditure, but as an internal marketing or PR activity that can benefit the company's relationship with its employees.

If management is reluctant to incur additional costs, consider informing employees that the trip cannot proceed due to significant disruptions in the Konkan region caused by heavy rains. This way, the cancellation can be attributed to the company's concern for employee safety and financial considerations.

Thank you

Hi Octavious,

Thank you for the reply.

We have discussed the safety and well-being of the employees, and the trip to the Konkan region has been canceled. However, now employees are suggesting nearby destinations for an overnight stay, as I mentioned earlier. The expected expenses are up to 25K, including commuting, lodging, and boarding.

Asking employees to contribute financially is the last resort with no other options available.

Best regards, [Your Name]

Hi,

Please do not do that. It will work against you. The best approach is to convince your management or put 10k or 15k from your pocket. This will force the management to reimburse your costs. If they don't, then they will feel ashamed about you paying the employees' costs.

Hi Octavious,

I can do this as I have done before for petty expenditures. This is for a huge amount, and my management may not consider it. Moreover, I shall be shifting to Bangalore in a couple of days, so it is better not to proceed with it. I hope my management may get convinced as the reactions coming from their side seem to be positive now. Hence, they shall be bearing the expenses. Whatever should happen will be lasting for today as we need to start on Saturday.

Anyway, I shall come out with a positive response in my next post - my belief.

Hi Sumathi,

It seems that the employees are very interested in going for the trip. In that case, please do not cancel it; proceed as planned. Inform your employer that the trip cannot be cancelled. Instead, suggest that they contribute 20k, while the rest of the amount will be covered by the employees. This approach is likely to be agreeable to the employer, and it will ensure satisfaction on both sides. If the employees are willing to cover the remaining cost, then there should be no issue with proceeding with the trip.

Regards,
Harini

Hi Harini,

No, I cannot do that. Saying that we bear the remaining expenses, as I could sense that there could be drop-outs for the trip in case of seeking them to bear the minimum cost, may give the wrong impression to the management, saying not employee-friendly.

So, now, finally, the management has agreed to take us for the trip at their own cost.

To be clearer, the management had in mind to take the employees for an excursion regardless of the cost. They just wanted to know which ways we can handle the situation in case there is a limit in the budget. I could sense this.

Thanks for all the responses.

Fine, that is even better. Maybe they might have tested you to see how you work out the cost. When they look at the employer side, they are right, but when we look at the employee's side, they have all these contradictions.

Enjoy the trip then before coming to Bangalore.

Happy times.

Cheers, Harini