Elements of a solid corporate travel plan

To get the most out of your corporate travel budget, it is very important to plan your plan for what it costs. Lers tell travelers the lowest logical airline just isn't enough. Here are the elements to consider when planning or evaluating your travel plan.

1. Travel policy

Well written and popular travel policy is the basis of any good travel program, and I am consistently amazed that so many businesses have such outdated and poorly understood travel policies if they have them at all. It is not difficult to find a good written policy. Can be found online easily. The other is that it has been edited to reflect the corporate culture and spread within the company so that everyone understands and agrees to follow it. Therefore, it is a good idea for everyone to sign a copy of the travel policy so that it is read, understood and owned by all employees of the company. I suggest that everyone at the company sign a copy of the travel policy to travel or not. They may later change positions in the company and require travel. Travel travel policy doesn't have to be long or complicated. Some of the best tourism policies I've ever seen were just a few pages.

2. Centralized travel inside and out

Many companies do not centralize their travel plans, and they pay a price for lost cost-effectiveness and internal efficiency. Many companies that do not concentrate on travel are afraid of requiring travelers to do things they may not want to do, along with the idea that concentrating on travel will require hiring a Travel Manager. Both of these can be legitimate concerns, but they should not be in many cases. By focusing on Trave travelers, you do not have to lose their flexibility. You can concentrate on travel while still allowing travelers to make their own books either through the travel agency of your choice or online through a provider you have partnered with and trusted. By assigning someone responsible for overseeing the journey, you are getting one point of contact both internally and externally for road problems. If your company spends more than $ 1 million on air travel, you probably don't need a full-time travel manager. In these cases travel oversight can be given to the finance department, human resources or even executive level assistant. Here are the benefits gained through focusing on travel.

When you concentrate on traveling with one agency, you get a number of important ways. Will Travelers When you travel on the road you will have one point of contact for the problems, and you will have one entity with which to travel all your travel needs. This eliminates the problem of consolidating a travel report from several sources. By consolidating Travel Travel, you will significantly benefit from large-scale economies. If you can measure total travel between different departments or locations, you can get more money from travel providers. This will allow you to make more money from the airline's soft-dollar programs, which means more free tickets and upgrades, a higher percentage discount on our preferred airline, and better bargain prices on your hotel and car deals. Your travel expenses will also decrease, as your travel agency will often discount their fees for a larger total travel.

3. A mix of online books and personal service

This is an addition to the previous item, which calls for centralizing travel with one travel agency. This is important, but in doing so you do not need travelers to have an online booking system, and you do not need to call travelers directly to the agency. Lers travelers offer or do so, you accomplish several goals. You will reduce your running costs as online booking is cheaper than service. Empowering Lers travelers gives them a sense of control, thereby elevating morale and standing up to a higher level of adoption. Third, you are missing out on your online booking engine for best practices on more complex routes, and allowing senior executives, frequent travelers and complex routes to be accompanied by a direct travel agent who can offer higher level services and better overall. a travel experience where it is most guaranteed.

4. Look under each stone

While most tourism programs revolve around the air budget, there are a number of other areas that can be explored to find savings opportunities. There are a few more obvious areas to look for, such as negotiated hotel prices in your favorite hotels or car rental discounts with a favorable provider. Often your travel agency will already have discounted prices through consortium ownership and agency car contracts. There are also less common areas to consider. For example, if ground transportation is a concern, many suppliers will offer discounted rates and a direct charging option. Direct charging arrangements, along with hotel and car rental agencies, are also an effective way to increase efficiency and facilitate the work of the accounting department.

5. Difficult dollar and soft dollar contracts

Most major airlines today offer heavy dollar discounts as well as soft dollar incentives for the company's loyalty to their products. If your travel plan is over $ 1 million in airline costs, then you can get a discount on your preferred carrier at the lowest prices for your preferred carrier. For your secondary carriers, or if your volume is below the minimum required by the airline, you can access soft-dollar programs for free tickets and free upgrades, as well as travel status improvements or airport club passes. These plans require a small volume, but they are not well publicized, so you may have to hunt for them, or ask Baker Travel or your current agency to point you in the right direction.

6. Don't overlook the size of the hotel

Hotel volume is sometimes overlooked but should not be. The quoted prices can be through your travel agency or directly with the hotel properties of your choice. Individual hotels in corporate locations will negotiate discounted rates for you for a minimum room / night commitment. Using a travel agency you will most likely get discounts from 5% to 50% on thousands of hotels around the world.

7. Lease contract for at least one car

Car rental contracts are easy to enter and require little corporation commitment. Choose a partner who has airport locations and great customer service. You can easily save 5-10%, and you can negotiate frequent membership fees for all your employees. It will make them more productive and increase morale. You can also sign up for billing contracts at once, which can make your travelers and bookkeepers more stressful.

8. Understand group and meeting agreements

Airlines and hotels will discount your fares and prices when you have groups traveling together or meeting multiple destinations in one destination. These meeting deals can give you 2-10% airline discounts, and if you have enough travelers at one airline you may be able to negotiate free tickets that should be awarded at the end of the contract. The minimum requirement is usually 10 travelers traveling to the same place at the same time. Some airlines have higher minimum levels, so make sure you ask before creating a contract. Hotels will discount their rates in the same way, for a minimum of 10 nights. These discounts can range from 10% to a much higher discount depending on employment level and seasonal differences.

9. Use reports to consistently improve metrics

Well-managed travel plans require constant monitoring and financial oversight to function properly. Claim timely and customized reports that can be tailored to provide you with the information you need. By getting regular reporting on traveler and supplier performance contracts, you will be better positioned to meet contractual obligations, achieve cost reduction goals, and see where future savings opportunities can be.

10. Use Use all the ways to enhance the comfort and efficiency of the traveler

Finally, any well managed travel plan will take into account the comfort and efficiency of their travelers. When travelers are comfortable, they can focus on their key priorities that help drive your business. If travelers are happy, they perform at a higher level. Ask if your travel agency can upgrade a traveler's status to your preferred airline. Look for airport club club passes so that they can be used strategically on long and complex routes. There are many different ways to reward Lers travelers for the difficult and often cruel journey of life. These kinds of rewards generate a sense of loyalty and increase productivity and efficiency.

If you would like to know more about how your company can leverage their travel plans better by using your baseline and meeting your executive level, feel free to contact me. I'm happy to point you in the right direction.