Spring Cleaning Your Business Travel Programme: A Guide for Supply Chain Managers, Procurement Specialists, and Travel Managers
It’s springtime, and as we emerge from the gloom and drab of winter, it’s the perfect time to refresh and revitalise your business travel programme. To keep things relevant and support your travellers, it’s essential to evaluate and optimise your travel programme to ensure it aligns with your company’s evolving needs and objectives.
Reevaluating Contracts: A Fresh Perspective
Start by taking a closer look at your existing travel contracts. Have there been any changes in your company’s travel patterns or preferences? Are you getting the most value from your current suppliers? Here are some key areas to consider:
- Supplier Performance: Assess your suppliers’ performance based on factors like turnaround times, accuracy, flexibility, customer service, and cost-effectiveness. Are they meeting your expectations?
- Contract Terms: Review your contract terms to ensure they are still favourable. Are there any opportunities to renegotiate rates or services?
- Emerging Trends: Keep up-to-date with industry trends and innovations that could benefit your business travel programme. Consider incorporating new technologies or services that can enhance your travellers’ experience and improve efficiency. Or consider using a supplier who leverages technology to streamline efficiency.
Policy Amendments: A Tailored Approach
Your travel policy is the blueprint of your business travel programme. It guides your employees on company expectations and services available, and it provides a cost control framework. Review your policy to ensure it reflects your company’s current needs and values. Consider the following areas for potential amendments:
- Sustainability: Incorporate sustainability initiatives into your policy, such as promoting eco-friendly accommodations and transportation options. Our global partner, BCD Travel, has recently completed an in-depth study into how businesses can develop a sustainable hotel programme. Read more about this subject here. https://www.bcdtravel.com/how-to-guides/how-to-incorporate-sustainability-into-your-hotel-sourcing-strategy/
- Remote Work: If your company has adopted a more flexible work arrangement, update your policy to accommodate remote work-related travel expenses. South Africa recently decided to implement a Digital Nomad Visa, adapting to the trend of remote workers. Read more about this phenomenon here – https://dailyinvestor.com/south-africa/51988/south-africa-set-to-create-nomad-visa-for-remote-workers/
- Duty of Care: Reiterate your company’s commitment to employee safety and well-being. Provide clear guidelines for emergencies and crisis management. Investigate the benefits of mandating Travel eSIM plan purchases with every global trip to reduce the cost of roaming charges and to ensure that you stay in touch with your travellers, wherever they are in the world. Find out more here – https://esim.renniestravelexperience.com/
Rule Refinements: Streamlining Processes
It’s essential to streamline your processes and eliminate unnecessary complexities to optimise your business travel programme. Review your existing guidelines and procedures to identify areas of improvement. Consider the following:
- Booking Channels: Evaluate the effectiveness of your booking channels and ensure they are user-friendly and efficient for your travellers.
- Expense Management: Simplify your expense management process by implementing tools and technologies that automate tasks and reduce errors.
- Travel Data Analysis: Utilise data analytics to gain insights into your travel patterns and identify opportunities for cost savings or process improvements.
Spring Cleaning Tips for Your Business Travel Programme
- Involve Stakeholders: Collaborate with key stakeholders, such as travellers, finance, HR, and operations, to ensure that your travel programme aligns with their goals and objectives.
- Set Objectives: Define specific goals and timeframes to implement these changes, such as reducing costs, improving efficiency, or enhancing employee satisfaction.
- Prioritise Changes: Focus on implementing changes that will have the most significant impact on your business travel programme.
- Monitor and Evaluate: Continuously monitor your travel programme and make adjustments to ensure it remains effective and efficient.
By taking the time to spring clean your business travel programme, you can create a more efficient, cost-effective, and sustainable approach to managing your company’s travel needs. A well-optimised programme will not only benefit your bottom line but also enhance the overall travel experience for your employees.