Why Every Business Should Have A Travel Program
Noise canceling headphones? Check. Passport? Check. Travel program? Not so much…
Whatever the size of your company, startup, or scale up, business travel will inevitably be one of your management challenges. Unfortunately, many growing companies don’t have a clear travel program in place. And this can be a big mistake.
Your team’s travel needs can be quite unpredictable throughout the year. Businesses often require that the office manager, HR department, or personal assistant takes on the responsibility for booking flights, hotels, taxis, and everything else that comes with it. As you might imagine, without a clear policy or travel program, a company may run into miscommunication or overspending related issues.
Having a clearly defined travel program can help keep things running smoothly and avoid a few headaches along the way! So let’s take a look at the benefits of implementing one in greater detail.
Establishes rules
First and foremost, a travel program will define a number of rules, which will help the travel manager or executive assistant make decisions much more easily. It will also help establish boundaries and ensure that team members don’t seek out preferential treatment.
Keeps budgets on track
Travel is expensive and it’s easy for costs to get out of hand – especially when it comes to booking flights and hotels. Having a travel program will help you keep your expenses in check and follow a strict budget.
Reinforces the need for planning
A travel program also helps set deadlines for business travel. This will help reduce the number of last minute trips (where possible) and will lower the number of stressful unplanned scrambles to find suitable hotels, transport, etc.
Standardizes suppliers
By carefully evaluating which hotel chains and airlines offer the best value, you can save time, money, and ensure a certain standard of service. Of course, you must also take into account the number of stopovers, comfort and safety of your staff when selecting suppliers. Make sure you get feedback from your team each time they travel and re-evaluate when costs rise, or the quality of the service drops. If you use a dedicated travel agency, you will be better able to keep track of your team’s whereabouts.
Clarifies expenses
Travel programs must also establish what expenses are covered, how they should be claimed, and who should be made aware of them. A blurry travel expenses policy can lead to misspending, confusion, or even quiet resentment when different team members are given preferential treatment. If you provide an expenses card for regular travelers, you’ll be able to keep tabs on your costs more effectively.
All in all, an effective travel program will help you to reduce costs, track spending data, avoid stress, automate approvals, and ensure that every team members knows where they stand when it comes to business travel.
Do you have any questions about setting up a travel program? Arbitrip is here to help! Drop us a line – we’d love to hear from you.
