Whether you bounced into the office sporting a sweatband and stopwatch, were the first to point out that “actually, most resolutions fail within the first week of January”, or fell somewhere in between the two, there’s no denying that the start of the year really does force you to consider what you want to achieve over the next 12 months.
However, don’t worry, we’re not going to tell you to take up the clarinet – we want to keep the resolution chat strictly business travel.
Tackling your organisation’s travel management challenges all at once can feel overwhelming and so taking the time to select an area to get to grips with is wise – especially at the start of the year, when time is on your side and you’ve got 12 months to roll out your plans.
If you know that your travel management strategy needs a little extra something this year in order to achieve the significant results that your key stakeholders want to see then here’s a short list of resolutions that you could implement this month:
1. Crack that travel policy once and for all
You might already have a travel policy, but is it the best that it can be? Is it a one-size-fits-all document that’s been passed through your organisation since the dawn of time and therefore it no longer meets your needs? Is it aligned with where your organisation is looking to be in the future?
Taking the time to examine your travel policy in a critical way, whilst gathering feedback from those that it affects the most is your first step in crafting a well-constructed, universally understood and adhered to travel policy that will act as your first line of defence when it comes to controlling and reducing travel costs. You might even decide that it’s time to implement a dynamic travel policy – you can find out more about dynamic policies and whether they’re right for your organisation here.
2. Improve your lead times
Increasing how far in advance travel is booked is a behaviour that is key to driving travel costs down, however last minute bookings can be a hard habit to shake due to the amount of flexibility that they afford travellers.
Although it’s not always possible to exert a lot of control over meetings with prospects or clients, internal meetings provide a great opportunity to think smart and increase lead times, so it’s worth asking travellers to be mindful when arranging these. Gamification can also prove effective when it comes to encouraging advance bookings and offering rewards to travellers who book well in advance can also boost efforts. Your travel management company (TMC) should have a wealth of experience when it comes to improving lead times and working with your account manager to develop a strategy that best fits your organisation is the best way to kick things into touch.
3. Boost travel policy compliance
The first step to improving compliance with your travel policy is to understand why travellers are resistant to booking within the defined parameters set out in the policy; is it a matter of convenience? Is your current booking system difficult to use or access? Does your travel policy seem inflexible or unrealistic to employees? Do employees feel like they have more choice using online booking sites?
Once you understand why your travellers are booking outside of policy then you’re in the best place to consider how best to improve things, whether that’s by increasing the amount of content available, adjusting your policy or introducing gamification. (Just to give you something to aim for, we believe that the best practice for travel policy compliance is around 92%; any less suggests that you will likely be leaving savings on the table, whereas any higher could suggest that managers are approving travel they shouldn’t just to be able to tick it off on their task list.)
4. Get to grips with your travel data
Although it might not be the most rip-roaring aspect of travel management, management information (MI) and travel data is where the key to significant travel spend reduction really lies and understanding the most crucial elements of your organisation’s MI will provide you with clarity on where your travel management strategy should focus for the year.
Trying to get to grips with all of your travel data means that you’ll never really get to grips with any of it, so ease yourself into the spreadsheets and reports by focusing on the following key figures and stats: your total travel spend, your travel spend broken down into types of travel, average rates, lead times, ticket types, online adoption and compliance rates.
5. Find a travel management approach that’s the right fit
If your organisation’s current approach to travel management isn’t quite working out, or is failing to produce the results that you want then why not make 2017 the year that you find a travel management solution that fits?
Procuring the services of a TMC, whether it’s for the first time or the 50th, is no mean feat and, if done properly, it can take a fair amount of time. However, it also provides an often much needed chance to take stock – to evaluate what’s working, what isn’t and where your organisation is heading. Once you’ve assembled your key stakeholders to get some definitive answers, you’ll be well on your way to finding a TMC that blends seamlessly with your own team and who will give you an extra boost to help you achieve your goals for 2017.
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