Curtail Costs And Problems With These Company Travel Best Practices
Managing the travel for your company involves wrangling a variety of involved parties and diverse agendas. How can you make it work better and more cost-effectively? Here are a few best practices to put in place.
Funnel the Arrangements. The more control you or your department have over the travel planning of other company employees, the better you can do it. Assign a single person or department to oversee or actually make arrangements, as well as design forms for travel needs. This creates consistency in compliance, with everyone following the same rules. It also allows you to create relationships with travel partners, saving the company money.
Use Preferred Partners. In today's travel world, many people feel that simply shopping around will net them the best deal. And it may occasionally save money. But chasing after the biggest discount can leave you high and dry when things go wrong or when they need to be changed. You may also lose those savings when you have to change plans or pay extra fees. Instead, build relationships with partners in the world of travel management who can provide good prices and good service.
Curtail Ancillary Costs. The basic expenses of flights, rental cars, and hotels are generally necessary parts of travel plans. But you can control many of the extra expenses that get tacked on. Providing hotspots on company phones prevents overcharging for hotel wireless connectivity. Arranging for hotel shuttles can save the cost of a ride-share or taxi from an airport. And knowing how to fill out paperwork can save unnecessary fees and taxes. While you don't want to nitpick over charges, you should establish rules for all those who travel on the company's dime.
Embrace Technology. Modern conveniences can help you facilitate travel and avoid problems when people are on the road. Encourage travelers to download hotel or airline apps to use if they need to change plans at the last moment. Travel apps and cloud storage services can also store all the necessary travel paperwork and create shareable schedules so everyone has what they need at their fingertips. Finally, work with partners who can streamline your work with the use of apps, web portals, and direct links to providers.
Creating a travel management system for your company may take some time, and it may require rethinking how your employees approach their travel needs. But it will undoubtedly result in a more efficient process and financial savings. And that will be worth the trouble. Reach out to a corporate travel management company for more assistance.