Sharing a room during a business trip: Is it the best idea?

Business travel is an integral part of many corporate roles, offering opportunities for networking, training, and collaboration. However, one aspect that often sparks debate is the practice of sharing hotel rooms with colleagues. While some companies view it as a cost-saving measure and a way to build team spirit, many employees find it uncomfortable and intrusive. This article explores the pros and cons of room sharing on business trips and offers practical advice for both employers and employees.

The Case for Room Sharing

From a corporate perspective, sharing hotel rooms can significantly reduce travel expenses. Companies argue that the savings allow more employees to attend important events, such as conferences and training sessions, which might otherwise be financially prohibitive. Additionally, some believe that sharing a room can foster stronger bonds between colleagues, promoting teamwork and camaraderie.

For instance, a survey by Embassy Suites found that 17% of business travelers try to share a room with a colleague to cut costs. This practice is often seen in smaller companies or startups where budgets are tight, and every dollar saved can make a difference.

The Employee Perspective

Despite the potential benefits, many employees are uncomfortable with the idea of sharing a room with a coworker. Privacy is a significant concern, as sharing a room means limited personal space and the potential for awkward situations. Employees may feel uneasy about their colleagues seeing them in a more vulnerable state, such as sleeping or getting dressed.

A Reddit user shared their experience, stating, "I travel a lot for work and I admit, I love having the room to myself and have been properly spoiled. I just found out our team is going on a team retreat and we have to share rooms. I’m really dreading it but I don’t feel comfortable expressing it". This sentiment is echoed by many who value their downtime and need a private space to unwind after a long day of meetings and networking.

Legal and Ethical Considerations

Legally, there are no specific laws prohibiting employers from requiring employees to share hotel rooms. However, the Society for Human Resource Management (SHRM) advises against it due to potential employee relation issues. Forcing employees to share rooms can lead to discomfort, stress, and even potential harassment claims.

Moreover, sharing rooms can violate the Americans with Disabilities Act (ADA) if it forces employees to disclose medical conditions or accommodations they would prefer to keep private. For example, an employee with a medical condition requiring specific equipment or privacy may find it challenging to share a room without revealing their condition.

Practical Solutions for Employers

To balance cost savings with employee comfort, companies can consider several alternatives:

Offer Opt-Out Options: Allow employees to opt-out of room sharing if they are willing to cover the additional cost themselves. This approach respects individual preferences while still offering a cost-saving option for those who are comfortable sharing.

Negotiate Corporate Rates: Work with hotels to secure discounted rates for single rooms. Many hotels offer corporate rates that can make single accommodations more affordable.

Use Shared Accommodation Platforms: Consider alternatives like Airbnb, which can offer entire apartments at a lower cost than multiple hotel rooms. This option provides privacy while still being cost-effective.

Implement Clear Policies: Develop and communicate clear travel policies that outline the expectations and options for room sharing. Ensure employees are aware of their rights and the procedures for requesting exceptions.

Tips for Employees

If you find yourself in a situation where room sharing is required, here are some tips to make the experience more manageable:

Communicate Boundaries: Discuss and agree on boundaries with your roommate, such as schedules for using the bathroom and quiet hours for sleeping.

Pack Appropriately: Bring items that can help you feel more comfortable, such as earplugs, an eye mask, and comfortable sleepwear.

Respect Shared Spaces: Keep shared areas tidy and be considerate of your roommate's space and belongings.

Seek Alternatives: If room sharing is a deal-breaker, consider discussing alternative accommodations with your employer, such as nearby hotels or Airbnb options.

While sharing a room on business trips can save money and potentially build team spirit, it often comes at the cost of employee comfort and privacy. Employers should weigh the benefits against the potential downsides and consider flexible policies that respect individual preferences. By finding a balance, companies can ensure that business travel remains a positive and productive experience for all involved.