Did you know that the average business spends around 17% of their travel budget on flights and around 13% on hotels? Of course, you know a few tricks if you are a travel manager. Depending on your corporate goals, you might have a workflow that helps you get the most out of your budget.
Here, we will talk about some of the best practices you need to know to adopt travel management software. But first, let us look at the challenges faced and why you should use a travel management system.
Challenges Of Corporate Travel
Let’s face it; business travel management isn’t just about booking flights and sending itineraries. You have to try to get the best deal on your budget without putting your travelers on uncomfortable routes. Not only that, but you have to arrange accommodation as well. Then there are all the other costs to manage.
When considering all the options and analyzing the gaps, here’s a preview of the common challenges.
- Travel spending transparency is poor.
- Handling requests received.
- Outmoded, ineffective systems.
- The need to eliminate errors.
- Lack of integration of travel regulations.
- Approval Monitoring.
- Lengthy payment processes.
- Employee compliance with policies.
After rehashing the challenges for companies, businesses have realized that an upgrade could address most of their issues by automating many of the most tedious processes in the modern business world. The fact is that there is money they could save by controlling overspending and mismanaging.
Here are some practices companies can follow to leverage your travel management software.
Best Practices To Maximize Travel Management Software For Your Company
Spending on business travel in 2022 stood at $ 933 billion worldwide. Companies are spending a lot of money on business trips. But there is so much they can do by adopting some valuable practices to implement travel management software for their company.
Build A Master Plan For Creating Strong Travel Policies
Companies can have a well-thought-out travel policy that covers all the essential aspects, like travel frequency, costs, allowances, limitations, and requirements. You can ensure clarity on company guidelines at every level of your company. Give your travel managers the power to refer to it when employees ask for something not part of the policy, even if it is just a direct message with a travel request.
Adopt The Right Travel Management System
Once you’ve established clear policies, the best way to impact your corporate travel workflow is to install the perfect systems. Digital tracking ensures transparency and accountability, and software to monitor the stages of the approval process is a great place to start.
One critical factor is choosing the right system to create and amend reservations which is essential for corporate travel management. A top-notch travel management software will ensure you get the best value for every booking.
Always pick a travel management system that uses rebooking algorithms to monitor ticket price changes after purchase and adjust prices if possible.
Define Company Goals
But first, before you get your travel management software set up, think. You need to figure out what you want to achieve from it. You might want to improve expense management, make simplified bookings, set up approval processes, or ensure all employees follow travel policy guidelines.
Constant Education And Training
Provide comprehensive training for all employees using your travel management software. The training should cover everything from booking flights to using the mobile app, submitting applications through the approval process, and more.
Uniform Global Strategy
If you are a big company with a global presence, consider aligning your travel programs. This practice can make sure everything is consistent and clear. Even small details can vary from place to place. Therefore, it is of utmost importance that your travel policies, systems, and tools are uniform globally. You can be sure this strategy will make your procurement strategies more effective.
Information Consolidation
The good news about living in the days of technology is that there are many tools to help with almost anything within your company. Integration makes those tools work. By connecting your database management system and other essential systems, you can keep track of booking requests, processes, and reports all in one place.
Planning Itineraries
Creating an itinerary for business travel can be a great way to save a significant amount of time and effort. If you are a personal assistant or travel manager planning business trips for colleagues, having an itinerary template ready for travel is critical.
We suggest using a standard business travel itinerary template if employees travel. Whether for themselves or a group of colleagues.
Standard templates for itineraries may take some time to create, but they will save you time while you are busy. Not only will it ensure that you do not miss anything on your trip, but it will also guarantee that you do not get lost. With that in mind, you can have a foolproof plan to ensure that all appointments, check-ins, and travel happen on schedule when they should be.
Keeping Track Is Important After Set Up
After you set up your travel management system, you can’t just sit back and wait for things to happen. You’ll face many behind-the-scenes issues, such as flight delays, hotel stay amendments, travel budget issues, etc.
When you follow up with providers, you’ll have plenty of time to find a solution and address any unexpected issues.
You’ll also need to be able to communicate with employees on the road. It’s important to have two-way communication with your team, so you can keep them updated on plan changes and administrative modifications, no matter where the traveler happens to be or what type of trip they’re on.
The Takeaway: Take Advantage Of Your Travel Management Software
Business Travel in the US was worth an estimated $238.4 billion in 2022. If you pick a reliable travel management software like ITILITE, you can rest assured of a comprehensive process that will make your travel management system successful.
Always keep track of and improve your travel management software usage over time. Request employee feedback and determine where to improve the software to suit your business requirements.
These practices can come in handy to help you master the art of travel management systems.
