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New job - important meeting. When to travel?

83 replies

TravelDilemma · 15/11/2021 21:55

I start a new job in a couple of weeks. On day 2 I have to travel to London from 2.5-3 hours away and have a couple of options.

Travel on the day. Will mean getting up at 5am and risk of train/tube delays. Don’t really want to be a hot and sweaty flustered mess the first time I meet all the people I am managing.

Or I can pay for a hotel the night before. Will cost me at least £75 and my employer £50 less. Means travelling at the end of my first day in the new job so likely be knackered but possibly better for the first impression the next day.

What would you do?

OP posts:
LIZS · 16/11/2021 08:46

@TravelDilemma

I haven’t been in a job where I have had to travel like this on day 2. Feeling a bit unsettled leaving one job and starting another after 19 months of Covid disruption. Should be WFH mostly. It’s just the speed of this that has thrown me.
"Should be " or will be. If you live so far that attending a 9:30 meeting is going to necessitate a 4am start you may want to be very clear that this is a one off or they will continue to cover overnight expenses each time.
FinallyHere · 16/11/2021 08:48

job where I have had to travel like this on day 2

I have some idea of what you are facing. It's over two decades ago now, but my first day in the new job (based in London) I discovered the majority of my team were all based in Scotland. I was expected to visit them the next day.

Tickets, taxis and hotel for the following day were all arranged for me. I went home early that first day and wax in Edinburgh the next day.

All expenses were covered centrally.

In your shoes, I would expect that a hotel would be covered and be asking to make sure that I complied with their travel policy.

Ask whoever told you about the meeting in London tomorrow, how you contact the person who will make those arrangements, who will able to tell you which hotels are covered etc.

Good employers will want to ensure your your travel arrangements are smooth snd easy, to waste less of your working time and to acknowledge how often we travel on what is essentially our own time.

Travel arranged outside the 'hub' are frowned on because they do not qualify for the bulk discounts which will have been negotiated.

I typed all this and checked back in the thread. Glad to read you have find the person who will make the arrangements.

All the best in the new role.

rookiemere · 16/11/2021 08:50

Ah cross post, if they've asked you when you want to travel then I'd assume that night before is an allowed option, otherwise she'd just have asked what time train you wanted to be on.

User12398712 · 16/11/2021 08:53

I think you need to consider where your office is as well. Is the 2.5-3 hours from the office or is it that long because you have a long commute into work? If your office is only 1.5 hours, for example, from the London office, asking for an overnight might not go down well.

WitchDancer · 16/11/2021 08:55

@TravelDilemma

New boss is on leave for the next 2 weeks. Her secretary is making the arrangements and has just asked me to let her know when I would like to travel. So I’ll say the night before and see where we go from there.
That sounds to me like they are going to organise everything for you. I would give her a call ASAP to clarify before you start booking things.
inflatableseahorses · 16/11/2021 08:56

Just ask the PA what is usual. If they do pay for the hotel in situations like this, they may well have a special rate agreed with a local hotel or a particular chain and sort it all out for you.

BarbaraofSeville · 16/11/2021 09:19

@WeAreTheHeroes

If they haven't issued you with a corporate card then imho they should pick up the cost for you.
And might even require it. In my job everything has to be booked centrally even though it takes twice as long and usually costs more.
TravelDilemma · 16/11/2021 09:21

Thanks for all the responses. I’ll try to add some detail.

The dept I’m joining has been agile working for years. So whilst my office is an hour’s drive away from me, I was advised I was not expected to spend much time there. The whole dept has WFH 100% since March 2020 (I’ve been hybrid working in my current job) and this is the first time getting everyone together since then. I’m changing sectors as well as moving up the ladder so keen to make a good initial impression and didn’t want to come across as demanding or difficult when I’m the new girl. Blush

OP posts:
Jennifer2r · 16/11/2021 09:24

If you have access to the secretary then even better, just call her. Don't be apologetic, say "I'm expected in x office on Tuesday morning. How do I go about booking and claiming expenses for travel and hotels".

Rollercoaster1920 · 16/11/2021 09:26

The overnight stay might be cheaper than the morning peak time train anyway!

As the PA to arrange it for you and let you know the expenses policy.

TravelDilemma · 16/11/2021 09:33

@Rollercoaster1920

The overnight stay might be cheaper than the morning peak time train anyway!

As the PA to arrange it for you and let you know the expenses policy.

It isn’t, sadly. As I said in the OP it’s £75 for a Travellodge type place nearby and the evening travel is only £50 cheaper. I’ll see what they say.
OP posts:
ChateauMargaux · 16/11/2021 10:24

Ask... Dear new boss.. I am really looking forward to meeting everyone on Tuesday Xth. I am happy that it is so soon after I start. Do most people travel up to London on the day of meetings like this or is it usual to stay in a hotel the night before?

BIWI · 16/11/2021 10:30

This is a good opportunity to get the PA on your side. Always a good strategy IME! Call her (don't email) and just explain your dilemma - explaining that as you haven't started yet you're unfamiliar with how the company would normally deal with situations like this and ask her for her advice. Hopefully she will be sympathetic, and will give you good advice based on what is/isn't acceptable in your new company.

I used to do a lot of travelling for work, and TBH early starts like this were all part and parcel of the job, so did get used to it. But I can absolutely understand why you're worried about this in your first week.

If it were me, I'd find a good hotel nearby and stay there - but on this occasion (unless advised otherwise by the PA) - I'd expect to fund it myself.

TravelDilemma · 16/11/2021 10:49

@ChateauMargaux

Ask... Dear new boss.. I am really looking forward to meeting everyone on Tuesday Xth. I am happy that it is so soon after I start. Do most people travel up to London on the day of meetings like this or is it usual to stay in a hotel the night before?
Would work if boss wasn’t on leave until my first day.
OP posts:
BertiesShoes · 16/11/2021 11:56

If it were me, I'd find a good hotel nearby and stay there - but on this occasion (unless advised otherwise by the PA) - I'd expect to fund it myself.

Sorry, but why would anyone be expected to fund a hotel stay themselves, when travelling to an office that is not their base?

Op, please just approach the PA with, I need an overnight stay, how do I go about booking it?

As I said in the OP it’s £75 for a Travellodge type place nearby and the evening travel is only £50 cheaper

But Travelodge is unlikely to cost £75 if booked by PA through the company travel partner? It may even be less than £50, meaning that evening travel and hotel is overall cheaper than the morning travel. Please talk to the PA.

TravelDilemma · 16/11/2021 14:01

No overnight stays authorised for this meeting as everyone should be able to get there in time.

She would have to approach the CEO for approval if I want to make a special case. Confused

OP posts:
rookiemere · 16/11/2021 14:12

Oh that's annoying- at least you got a response.
Despite what some are saying here, I wouldn't be keen to escalate this to CEO at this point. Have you checked out hotel costs - Travel Lodge can be very cheap mid week if booked in advance.

rookiemere · 16/11/2021 14:12

Oh sorry I should read your posts.

WeAreTheHeroes · 16/11/2021 14:45

Do they know you'd have to make a 4am start?

BIWI · 16/11/2021 15:05

@TravelDilemma

No overnight stays authorised for this meeting as everyone should be able to get there in time.

She would have to approach the CEO for approval if I want to make a special case. Confused

@BertiesShoes

... and this is why I said that I would on this occasion bear the cost of it myself.

@TravelDilemma has made it clear that she doesn't want to be 'demanding or difficult when [she's] the new girl'.

So for now, I'd suck it up and wait and see what happens next time there's one of these meetings.

Unfortunately a lot of people do have to get up at silly o'clock on occasion for meetings, but although you might take these in your stride, I can quite understand how the OP would be very nervous about getting there in time for her first meeting!

TravelDilemma · 16/11/2021 15:20

@WeAreTheHeroes

Do they know you'd have to make a 4am start?
In theory, I could get up at 5am, get ready and get the 6:50am train, but would then have to cross London which would be hard to go by 10am if there were any delays. Plus I don’t really want to be travelling in rush hour. (Fully vaccinated and boosted but don’t want to take unnecessary risks.)

May ask if they will buy the cheaper train ticket anyway and I’ll sort out suitable digs.

OP posts:
TravelDilemma · 16/11/2021 15:22

I don’t want to come across as a wimp - I’m really not and this is a very senior position - but first impressions really count.

I lived and worked in London until 10 years ago. I know how long it takes to do relatively short journeys!

OP posts:
Lochroy · 16/11/2021 15:30

Wake up at 5am for a 6.50 train even with a 40 minute drive?

Your margins for error are enormous. I understand the desire not to be flustered but this feels extreme. I think the idea of paying for a hotel yourself is probably best.

TravelDilemma · 16/11/2021 15:42

5am wake and breakfast
5:10 shower
5:25 makeup done
5:45 hair dried and straightened
5:50 dressed
5:55 windscreen defrosted (I live at the top of a mountain)
6:00 set off in car
6:40 at station
6:45 parked
6:55 on platform

I’ve missed the train. 🤷🏻‍♀️

OP posts:
gogohm · 16/11/2021 16:01

I would suggest asking them, point out the cheaper combined cost for the hotel and fare travelling the night before rather than the 6am start

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