On group trips, everyone wants a smooth ride. Booking a motorcoach or minibus is only the first half of settling your group’s transportation needs. Working with the driver of that vehicle is the other piece of the puzzle.
Learning how to work with drivers can guarantee dependable communication and courteous service while on the trip. More importantly, it ensures your group enjoys a safe and comfortable experience while traveling with you.
Here are five tips for building a productive relationship with your driver.
Establish Contact Early
Contacting your driver early on helps you establish a rapport, gauge their communication style and set expectations long before the trip begins. This is when you can let them know about any special needs your customers have, such as storing mobility devices under the coach or needing extra assistance getting off the bus. You can also figure out the best way to get in touch with each other in the event of an emergency or a change of plans. Add them to any relevant group communications and keep them updated about any changes as your trip draws near.
Let Them in on the Trip Planning
Drivers must adhere to strict safety guidelines to keep your group (and everyone else on the road) safe. Usually, this means they need at least eight hours of rest and can only drive so many hours without a break. That’s why it’s important to give your driver access to your planned itinerary very early in the process. They’ll be able to tell you if there’s a problem with the logistics. For instance, if you have a 7 a.m. beach walk planned for your group with nonstop activities until 10 p.m. that night, the driver won’t legally be able to accommodate this schedule without a rest break built in. They can also give you a heads up about the best routes, traffic and parking in a certain destination, so listen to their input.
Give Them a Seat at the Table
Many attractions and restaurants offer complimentary tickets and meals to drivers as part of their group rates. Getting drivers comps for the group’s activities can be an exceptionally courteous way of thanking them for their service to your group. Sharing a meal or a group tour can also provide a fun bonding opportunity for the group to get to know their driver. While it’s not going to be applicable at every attraction, the extra effort is sure to be appreciated. Make sure to call restaurants, hotels and attractions in advance to see if their group rates include experiences for a driver.
Figure Out the Tipping Situation
Before your trip begins, it’s a good idea to figure out the tipping situation. After all, you don’t want the driver to feel shorted, and you don’t want your travelers to feel pressured to contribute cash at the last minute. One option is determining a fixed amount to tip and building that into your trip costs up front. Another option is to inform your travelers to bring cash for gratuity and collect it in advance. Don’t rely solely on your travelers to remember to tip in cash at the end of the trip. However, you can let your travelers know they are welcome to leave extra gratuity to show their appreciation to an exceptional driver.
Don’t Be Afraid to Give Feedback
In today’s understaffed and overscheduled world, good help can be hard to find. That’s why it’s crucial that you are comfortable giving feedback to your driver. Nobody wants issues to arise, but when they do, you’ll need to practice speaking up. If your driver is grumpy one day, you may be on the fence about mentioning it to them. If there’s something they should be doing but aren’t, like helping your passengers off the coach, it’s worth taking them aside and talking about it. If their behavior is illegal or unsafe, such as dozing off while driving, that’s when you’ll have to make a more serious call. In these rare circumstances, have the driver pull over and call the coach company for a replacement driver. It may throw a wrench in your itinerary, but your customers’ safety takes priority over convenience or avoiding confrontation.
