Your business travel programme can save you money

If you’re already reevaluating your travel needs or even considering a new travel management company (TMC), it’s easy to feel overwhelmed by options.

Here’s the thing, it’s important to think beyond rands. Sure, saving money matters, but a strong travel programme does much more than that. It’s about striking the balance between keeping your team safe, staying compliant, and taking the stress out of travel. That’s where a travel management company can swoop in, handle the heavy lifting, and make sure your travel strategy aligns with your big-picture goals.

Is your travel programme in shape? Let’s find out

Ready to analyse your business travel programme's health? Think of it as a wellness check for your entire setup that will keep everyone from your C-suite to your frequent flyers happy.

• Policy compliance: Be honest, are travellers sticking to the plan? An overly strict policy might prompt travellers to find ways around the rules, leading to non-compliance and potential risks. On the other hand, a policy that’s too lenient can result in unexpected corporate travel expenses and compromise duty of care.
• Cost control: Next, look at the rands and cents. If corporate travel costs feel like a runaway train, it’s time to rein them in. Are you missing out on key vendor discounts or booking last minute? And when travel disruptions hit, how much does the scramble cost you? Identifying these bumps and areas for corporate travel cost control now can mean big savings down the line.
• Employee satisfaction: A happy traveller is a productive one! How does your programme stack up in terms of ease, comfort, and support? Does your programme feel like smooth sailing or rough waters for your team? If travel disruptions and support gaps are common, it’s time to reset. Look for gaps in accessibility, comfort, and support that might leave some travellers stressed rather than set for success.
• Reporting and visibility: Are you getting the business travel spending insights you need, or does everything feel like a puzzle piece short of complete? Strong reporting keeps budgets clear, compliance solid, and risks in check. Your travel technology should provide real-time insights that make optimising travel a breeze. If they’re not, it’s time to rethink the setup so you can easily track every rand spent.

You need a just-right policy that protects everyone and works for all types of travellers every time. A TMC with robust policy compliance management can help your travellers stick to the rules without sacrificing flexibility.

Key metrics to evaluate in your business travel programme

Let’s dig into the numbers. To optimise your travel programme and save big, there are a few key metrics you’ll want to keep an eye on:

• Cost per trip: Where are your rands going? Analyse costs by trip and your average trip cost for flights, hotels, car rentals, and meals. Identify opportunities for cost savings by choosing budget-friendly options and negotiating better rates for frequent business travel.
• Booking lead time: Encourage early bookings to avoid last-minute costs. Planning trips in advance with designated booking tools helps secure better deals and reduces unexpected price hikes.
• Traveller safety and duty of care: Ensure your travel programme keeps you on top of traveller locations and provides emergency support. A strong duty of care plan lets you respond quickly and effectively during unexpected situations.
• Travel technology integration: Check if your travel systems connect seamlessly with HR and finance tools. Integrated technology simplifies approvals, expense tracking, and reimbursements, making the whole process smoother.

Keeping a close eye on these travel programme key metrics sets your business up for efficiency, savings, and smoother travel experiences.

How to find the right TMC for your business

One size doesn't fit all when choosing the right TMC to manage your corporate travel programme. Each TMC brings something different to the table, so it’s about finding the one that aligns with your goals, your team’s needs, and your growth plans. Here’s a quick roadmap to help:

1. Align TMC capabilities with your goals: Choose a TMC that goes beyond bookings, contributing to cost savings and seamless travel experiences. Ask critical questions, like how they’ve delivered results for companies like yours.
2. Global vs. local expertise: Ensure your TMC offers both global reach and local know-how. Navigating local regulations, travel patterns, and cultural nuances is essential for smooth, compliant international travel.
3. Technology and reporting: Data is gold. Your TMC’s travel technology integration should play nicely with your systems. A smart online booking tool, business travel analytics, real-time reporting, and seamless tools should make tracking spending, managing policies, and finding savings effortless.
4. Service Level Agreements (SLAs): Set clear SLAs for emergency 24/7 support and performance expectations. This ensures your travellers receive immediate assistance, minimising disruptions regardless of the time or location.