Identify each decision maker
The requester, the manager checking the programme and the person approving expenditure may be different people. Identify their roles in the initial request. Being copied into a message does not mean someone has approved a booking. Explain the organisation’s approval arrangement clearly to the service team.
Separate preferences from instructions
Preferring a flight or hotel option is not always an instruction to purchase it. Distinguish the services under review from those authorised for booking. Clearly mark undecided items as pending and keep in mind that the conditions attached to an option may change.
Make the quotation version visible
Specify which dated option the approval refers to. If traveller numbers, dates or service scope have changed, do not assume the earlier approval covers the revision. Give the decision maker a short comparison showing the affected items.
Check the completed documents
Assign a person to review the confirmations once the bookings are completed. Compare traveller names, dates and service scope with the approved request. Clear instructions to KUNET through one authorised contact help reduce conflicting messages from different members of the team.
