What are the best practices for managing a corporate travel program?

Effective management of a corporate travel program involves several key best practices. Firstly, establish a comprehensive travel policy outlining guidelines for bookings, expenses, and safety. Encourage adherence to the policy to control costs and ensure consistency. Utilize technology for online booking tools, expense management systems, and travel tracking. Negotiate with preferred suppliers to secure discounted rates and foster long-term partnerships, prioritize duty of care by providing travelers with safety information, emergency contacts, and access to travel assistance services. Encourage employees to plan trips well in advance to secure better rates and enhance itinerary flexibility, to mention some.

A política de viagens é um dos processos iniciais mais importantes para que consiga fazer bons alinhamentos com os clientes e viajantes que contratarão o serviço no futuro. Se ilude quem acha que pular essa etapa, que não é de grande complexidade, não irá influenciar na rotina do Business. Por essa razão, o mais recomendado, é fazer isso como prioridade, e se tiver pessoas que possam lhe ajudar e compartilhar opiniões e percepções diferentes, as chances de tomar decisões mais assertivas aumentam.

> A TMP streamlines bookings, enforces policy, and tracks expenses. Studies show a 5-12% reduction in travel costs with TMPs. > Embrace data analytics: Analyze travel data to identify spending patterns, high-volume routes, and potential savings opportunities. > AI-powered chatbots can answer employee travel questions, reducing workload for travel managers and improving traveler experience. 78% of business travelers prefer booking through AI-powered tools. > Get input from travelers, finance, and HR to create a policy that meets everyone's needs. A GBTA survey found that 73% of employees feel more satisfied with travel programs that involve them in policy creation.

Il fait également définir les canaux de réservations dans la politique de voyages et privilégier les canaux choisis par l’entreprise notamment pour des raisons de traçabilité des voyages et les enjeux de duty of care associés. C’est en particulier le cas pour l’hôtellerie ou l open booking / achat direct auprès des hôteliers est une pratique courante

Your policy is key it establishes the framework for your travel programme and needs to be widely understood by all layers of the organisation. A clear, concise and well communicated travel policy will have you well on the road to success in terms of duty of care, risk and emergency management, insurance, cost management and employee satisfaction.

Le système de réservations permet aussi de gérer les workflow d’approbation et être facilement paramètrable pour intégrer toutes les règles liées à la politique voyages.

I would select my TMC first and as part of this selection process you would evaluate the booking systems they can offer. The right booking system along with a self booking option for staff offers a element of freedom and self management which aids buy in to the programme.

Outside of your travel policy a TMC is the other cornerstone of a successful travel programme. It insures you have uniformity of process which means you can leverage your spend, have access to all your travel data in one place, and most importantly ensure your staff are insured and have access to all the support they need in an emergency.

C’est une vraie question. Cela dépend largement de la complexité et du volume des voyages sachant que les TMC déclinent de plus en plus leur offres en fonction des segments de clients TPE , Pmi , compte nationaux ou multinationaux

A good TMC will always lookout for ways to align and service its customers basis their business and travel needs. It also partners with its customers to help them understand and improve their buying behaviour leveraging the contacts and contracts it has at its disposal.

L’engagement des collaborateurs est clé …Certains outils de réservations ont des politiques d’affichage des prestations / tarifs corporate ou d’autres / assez ludiques qui permettent d’orienter assez efficacement les choix des voyageurs en utilisant en particulier les techniques de type nudge - ces politiques d’affichage peuvent être également complétées de messaging cibles à de moment clé du tunnel de réservation

Sujet complexe des données car elles sont souvent multi sources ( fournisseurs , carte, tmc) avec de gros enjeux de réconciliation Les systèmes les plus aboutis proposent des outils intégrés sur l’ensemble de la chaîne de valeur demande de voyages, réservation, paiement et gestion des notes de frais

To ensure your travel program stays current and relevant you need to be working with your TMC and other providers to ensure your are across any new developments in the travel industry. You also need to seek out and be open to feedback from your travellers as they are a great source of what is and maybe isn't working so well in your program.