5 Steps to the Best Travel Management Process

If travel management is part of your daily grind, then you probably receive dozens of emails a week with travel requests, questions about itineraries, last minute changes, and a whole slew of scheduling complications, especially when it comes to group booking.

Rather than answer a million emails (and risk dropping the ball or miss out on seats because you couldn’t get to the email fast enough), why not take travel management outside of your email inbox altogether?

Why not track it—as in, see what trips need to be booked and finalized, which ones are ongoing, which have passed etc. etc.

Turns out, there are better ways to manage business travel than with email. Read on for the 5 steps it takes to improve your travel management process.

1. Determine priorities for administrators, managers and travelers

Business travel is one of the most complex expenditures of any business. Each trip has different goals and purposes, and each person involved with the trip has different priorities.

  • The business traveler wants an itinerary that doesn’t cause unnecessary sleep-loss, a comfortable room with WiFi and maybe an extra day to explore a new city.
  • The office manager needs a travel policy that works, and for travel management to not take too much time away from other tasks. Here’s a handy template.
  • And finally, the finance manager needs instant access to all travel spend to be able to make budget decisions in real time.

These priorities and concerns are a given. Depending on how your company travels, you may have additional factors to keep in mind. When making changes to your business travel management process, start by listing out all of these factors in detail.

We have a requirements template to get you started.

2. Use a booking platform that allows travelers to book for themselves

Taking care of your business travelers is key to a successful travel management program. If your team isn’t happy, then the process isn’t working.

One thing that travelers absolutely love is the ability to book for themselves, especially without having to double or triple check company policy. Why? Well, lots of reasons:

  • No need to bother office manager or travel manager
  • No need to write complicated email or fill out form with multiple itinerary options
  • Can choose the itinerary they want
  • Can choose the flight carriers and lodging they want

Ultimately, self-booking allows travelers to save their own time, their administrator’s time, and to get the options they want.

Use a booking platform that allows travelers to book within policy automatically or to save desired trips that an administrator can then finalize if you need more control. This way, an office manager or travel manager can review, inside the platform, which requested bookings are incomplete. No more email!

3. Streamline your policies and approvals process

Of course, when you use a corporate travel booking platform, you want the travel policy and approvals inside your tool to fit the way your organization travels, not the other way around. Here are some factors you’ll want to set and update as needed:

  • Price guidelines based on the city of destination
  • Guidelines based on traveler group (such as team, office, or country)
  • Required level of control (pre-approve all trips, no trips or just ones of a certain price/length)
  • The person who is approving each traveler/team (the team lead, project lead or travel manager?)

ebook download how to pick a travel management solution

Some companies choose not to be strict at all, allowing every employee to book out of policy if they need to, and just let the admin know via notification. Then there are companies, mainly in traditional industries, that prohibit booking outside of policy, and in those cases they have the admin book it for the traveler just like a travel agent.

You want your booking platform to encompass the full spectrum, so you can do what works for your company culture and unique travel needs.

The granularity of the travel policy and the flexibility of the approval workflow are super important for a travel program that works, and you need to find the best balance for your company, have the data to improve it, and make sure your platform allows it smoothly.

It’s smart to regularly assess your travel policy using data picked up by your corporate booking tool, so you know how well your policy is being followed. If too many bookings are being requested outside of policy or if the nature of travel has drastically changed (say, a new office has opened), then you should make changes to both your written and your booking platform-based travel policy.

4. Help travelers access direct support

As a travel manager or office manager, you’ve undoubtedly received calls and emails outside of normal business hours from travelers who are experiencing problems during their trip. It could be lost confirmation numbers, the wrong room type… anything.

Being responsible for all of these incoming support problems doesn’t make travel management easy for you or for the travelers. They might hesitate to contact you and not get the help they need, or on the flip side, they could be frustrated if you don’t answer on a Sunday afternoon.

It’s a much better experience to give business travelers direct access to a travel support team. One way that businesses often solve this is to work with a travel agency, but this doesn’t allow for the self-booking process that travelers love. Instead, it means they have to talk to a different middleman to book.

It is possible to outsource travel support without having to sacrifice self-booking. Use a booking platform that includes quality 24/7 support for every trip, and you (and your travelers) will breathe easier. Unfortunately, the vast majority of legacy corporate booking tools, travel agents, and travel management companies, all provide very low-quality customer support that has been outsourced. Look for a tool that has invested in training in-house support representatives who are available around the clock.

5. Optimize your travel spend instantly, monthly, and quarterly

Because business travel is such a complex expense, it’s become very common for administrators and managers to have absolutely no knowledge of its current costs.

A CFO or finance manager might know the exact travel spend three months down the line, but knowing what’s going on today? Really tricky!

However, not knowing the current state of travel isn’t good.

The finance team can’t make immediate budgetary decisions and is always playing catch-up, trying to cut costs after the fact.

Any travel agent or TMC will send you monthly reports, but without the immediate ability to login and review spend, the finance team is always in the dark. Having immediate insight into travel can not only help the finance team track spend, but it can also help receptionists to better welcome incoming travelers from other offices, and for travel managers to safely track travelers’ whereabouts.

Of course, monthly and quarterly reviews into travel are still important. Finance and operations will want to review the impact and worth of various trips and the program as a whole.

Immediate visibility isn’t the only factor that allows for informed finance decisions. Granular data is important as well. Without being able to break spend out by project, team, office, etc., then any travel spend KPIs become impossible to manage.

Optimize your travel management process

TravelPerk includes all of these features—making it super easy to improve your travel management process, save administrative time, make travelers happy and review corporate travel spend on demand.

Sign up for TravelPerk to easily book and manage business travel in one place, to empower travelers with self-booking, and to get 24/7 support.

ebook download on writing a travel policy