As a startup you’ll inevitably have numerous policies and processes to implement (yay…!) including travel management.
Admittedly, it’s not always an easy (or particularly sexy) task, but it’s important to get right. And these policies can save money in the long haul.
Need a few pointers? Here are some top tips for setting up a great travel management program for your business.
Make a Travel Management Policy
A travel management policy will help you get all your ducks in a row. So, what should it do?
Outline the booking processes employees need to follow – for example making all bookings through one central person, or specifying which suppliers should be used.
Include expectations or restrictions – set regulations like booking as far in advance as possible, or set out how much the business is prepared to pay for a night’s accommodation.
Look after employees’ interests – while costs are important, it’s equally crucial to make sure your people are treated well. For example, bankrolling business class for long distance flights could mean employees are better rested when they land.
All policies should include risk mitigation – preventative measures and processes designed to keep staff safe in the event of a mishap or crisis. This is a moral and legal obligation.
Clearly communicate the policy across the company – let everyone know the policy exists via a summary of key points to outline expectations.
Choose Providers Carefully The need to cut a trip short or delay a flight is not uncommon, so it’s best to include flexibility when booking. Choosing providers that allow for last minute cancellations or changes will make everyone’s life easier and save money.
Sticking to one or two flight providers can also pay dividends, as many offer flight credits or points that the business can cash in, or offer to employees as rewards.
Request a Breakdown of Costs
Choosing what initially appears to be the cheapest option isn’t necessarily going to save you money. Budget hotels often charge for business essentials like Wifi, and these fees can multiply. Higher end hotels tend to include business basics and could be better value. Being savvy and asking for a full breakdown of costs will ensure transparency.
Intuitive and inexpensive software like Arbitrip is changing the face of travel management by simplifying processes. Our corporate travel platform helps businesses find the best hotel stays within their budgets. But we’re more than a clever booking tool. Our easy to use dashboard gives travel managers and other stakeholders the reports and insights they need to keep track of activity and spending. As a result, we have helped companies save thousands of dollars in travel costs.
Keep Up to Date
And last but not least, this industry is rapidly evolving. Following national or worldwide bodies like the Global Business Travel Association(GBTA) and attending shows like the UK’sBusiness Travel Conference, will help you keep abreast of the latest trends and regulations and how they affect your company.