In order to make the most of your corporate travel budget, it is important to plan using your program for all it was worth. Telling travelers to choose the lowest logical airfare is just not enough. Here are the elements that should be considered when planning or evaluating your travel program.
1. Travel Policy
Well written and common policies travel with & # 39 is the foundation of any good travel program, and I'm always surprised that so many corporations have such an outdated and poorly conceived travel policy when they are there at all. It is not difficult to find well-written policy. You can find online quite easily. All that remains is that it is edited to reflect the corporate culture, and distributed within the company, so that everyone understands and agrees to follow him. For this reason, it is a good idea to sign each copy of the travel policy to make sure that he has read, understood and owned by all employees. I believe that everyone in the company signs a copy of the travel policy, whether they travel or not. They can change the position of the company and later obliged to travel. travel policy should not be long or complicated. Some of the best travel strategy I have ever seen, there were only a few pages long.
2. Centralized travel inside and outside of
Many companies do not centralize their travel program and they are paying the price in terms of loss of opportunities to reduce costs and internal efficiency. Many companies that do not have a fear of traveling to centralize demanding traveler to do something they do not want to do, along with the idea that the centralization of the journey will require hiring a travel manager. Both of these may be legitimate concerns, but they should not be in the majority of cases. Requiring travelers to book centrally, you do not necessarily causing them to lose flexibility. You can centralize the journey at the same time allowing travelers to book their own or with a travel agency of your choice, or online through the provider that you are in partnership with, and have confidence in. Appointing someone with responsibility for overseeing the travel, you get a single point of contact, both inside and outside of travel issues. If your company spends less than $ 1 million air travel, you probably do not need a complete travel manager in time. In these cases, the cruise control can be provided in the finance department, human resources, or executive assistant level. Here's a look at the benefits to be gained by centralizing travel.
If you are traveling with a centralized agency, you get a number of important ways. You will have a single point of contact for issues while travelers on the road, and you'll have one of the & # 39; an object to go for all of your travel needs. This eliminates the problem of consolidation hitchhiking report from several sources. By bringing together the journey, you will greatly benefit from economies of scale. If you can measure the overall progress between different units or locations, you can get more for their money on travel suppliers. This will allow you to get more from the airline soft dollar program, which means more free tickets and upgrades, to get a higher percentage of discounts from our vast airlines, as well as get more concerted price of the hotel and car contracts. Fulfillment of your expenses will decrease and, as your travel agency will often discount their fees higher overall on the & # 39; the amount of travel.
3. Mix online booking and personal services
This is in addition to the previous item, which calls for the centralization of travel with a travel agency. This is important, but at the same time, you do not require travelers to use the online booking system, and you do not need to require travelers to call the agency directly. Offering travelers the opportunity to do either, you are performing multiple targets. You reduce your cost performance, and online booking is cheaper in terms of the service fee. Giving travelers the opportunity, you give them a sense of control, thereby increasing the morale and constantly better chance of a high level of acceptance. Third, you leave open the best practice use of your engine online for less demanding routes, as well as allowing senior executives, frequent travelers, and difficult routes to be ordered directly with a travel agent who can offer a higher level of service and better overall experience travel, where it is most warranted.
4. Look under every stone
While the main part of the majority of tourist programs revolve around the outside of the budget, there are several other areas can be explored to find savings opportunities. There are a few more obvious area to see, for example, due to the hotel at your favorite hotel or rental car discounts to favored supplier. Often, your travel agency will have discount through consortia branches and agency contract vehicle. There are also some less common areas that should be investigated. For example, if ground transportation to & # 39 is a problem, most vendors offer discounted rates and direct billing options. Direct billing arrangements with hotels and car rental agencies also a great way to increase efficiency and make accounting work easier.
5. Levers hard dollar and soft dollar contracts
Most major airlines now offer discounts hard dollar and soft dollar incentives in exchange for the company's loyalty to the product. If your travel program is more than $ 1 million in air consumption, you can provide a discount on the lowest tariff of your carrier of choice in exchange for a commitment to market share. For your secondary storage, or when on the & # 39; the amount is less than the minimum required by the airline, you may enter into soft dollar program for free tickets and free upgrades, as well as the improvement of the status of the traveler or airport club passes. These programs require little in the way of the & # 39; volume, but they are not well publicized, so you may have to hunt for them or ask Baker Travel Agency or the current guide you in the right direction.
6. Do not neglect about the & # 39; Volume hotel
About & # 39; hotel volume is sometimes overlooked, but it should not be. Negotiated rates could be through a travel agency or directly with the properties of the hotel of your choice. Individual hotel near corporate locations will negotiate discounted prices for you in exchange for a minimum room / night commitment. Using a travel agency, you are likely to get a discount from 5% to 50% on thousands of hotels worldwide.  7. Do you have at least one car rental agreement
Car Rental contracts are easy to put in and requires little in the way of commitment on the part of the corporation. Choose a partner who has an airport location and a reputation for excellent customer service. You can save 5-10% very easily and can also negotiate frequent tenant membership to all your employees. This will make them more efficient and improved morale. You can also enter into direct contracts between accounts at the same time that can make the job of your travelers and accounting personnel is much less stressful.
8. Understand Group and negotiating contracts
Airlines and hotels will discount the fares and rates if you have a group traveling together or meeting in one appointment with multiple points of origin. These contracts meet can bring you discount airfare costs by 2-10%, but if you have a sufficient number of travelers on one airline, you may be able to negotiate a free ticket, which will be available upon completion of the contract. The minimum requirement is usually 10 tourists gather in one place and at the same time. Some airlines have higher minimums, so be sure to ask before generating contract. The hotel will discount their rates in this way with a minimum of 10 overnight stays. These discounts can Var & # 39; iravatstsa from 10% to much higher prices in dependence on the occupancy and seasonal variations.  9. Using reports for continuous improvement of indicators
Well-managed travel programs require constant monitoring and financial control should be properly leveraged. Insist on timely and customizable reports that can be designed to bring you the information you need most. Receiving regular reports about the behavior of the traveler and supplier of performance of the contract, you will be in a better position to fulfill the contractual obligations, the achievement of objectives to reduce costs and see where the opportunities for cost savings in the future may lie.
10. Use all opportunities to improve the convenience and efficiency of a traveler
Finally, every program is well-managed travel will take on the expense of comfort and performance of their travelers. When travelers are comfortable, they can focus on their core priorities that will help propel your business forward. When travelers are happy, they perform at a higher level. Ask if your travel agency can update the status of the traveler to the preferred airline. Look into buying blocks airport club passes, so they can be used strategically during long and difficult routes. There are many ways to reward the traveler for complex and often debilitating sickening trip. These types of incentives give rise to a sense of loyalty, and increase productivity and efficiency.
If you want to learn more about how your company can best use their travel program to benefit your bottom line and meet your level of executive power, do not hesitate to contact me. I am happy to point you in the right direction.