For most people, business travel means booking their train, plane or hotel, getting their ticket and getting on with their day, but for business travel professionals and those working in finance departments, there’s a lot more to it than that. It’s an expenditure that can be easily overlooked and put on the backburner until the travel contract is due to expire.
Keeping your organisation’s business travel in check can mean the difference between, on the one hand, saving significant sums and an in-the-know, contented workforce, and on the other, unhappy, frustrated staff, booking out of policy and costing your organisation thousands. So, performing a regular review can be a hugely valuable pursuit to make sure you’re getting the best from your travel programme, but where on earth do you begin? Check out the following 5 crucial pieces of information you will need to effectively review your business travel.
1. A list of key stakeholders within the business
It’s key to compile this list early on, as their involvement and input/ideas will aid with possible changes to be made. It also helps when decisions have been made and changes are needed; these people can be briefed to help implement the amendments internally.
2. Your company’s travel objectives
You will need to define your company’s objectives, that way priorities can be identified from the get go. Are you looking to reduce leakage, people booking using various methods, or perhaps your CSR policy means you need to improve your traveller tracking ability to get to grips with where your staff are travelling to? Being clear on your key focus areas early on will pay dividends later on. Crucially this needs senior management authorisation to assist with tackling objections from people resistant to change.
Keeping your organisation’s business travel in check can mean the difference between saving significant sums and costing your organisation thousands.
3. A full, detailed breakdown of travel spend
Segment your entire travel spend by each product and department. This will highlight any big spenders and possible ineffective behaviours and provoke internal discussion as to why it happens and what can changes be made to tackle any issues effectively.
4. How are you going to succeed in implementing any changes?
After initial ideas as to what changes are required and how you are going to achieve your organisation’s objectives have been laid down, you should always discuss this with your travel management company to ensure they can deliver it as well. They will assist you on drawing up a framework of system settings and plans on achieving your goals.
5 . Establish how you will measure the effectiveness of any changes
If you’re going to implement changes, then you need to have a clear strategy in place to review how effective they have been. If they haven’t been achieved, what action will be taken? Realistically, they will only be effective if policed by the correct people, with possible consequences for non compliance.
If you’ve reviewed your business travel programme and have decided a new business travel agent is the right path for you, check out our completely free, comprehensive guide on Implementing a Travel Management Service, it will help you get things right from day one so you can hit the ground running with your new TMC, for the benefit of your bookers and your bottom line.