(Some tips and advice on managing on- going travel within your company structure.)
Perhaps first and foremost it is advisable to consolidate your travel through one travel management company. It can be difficult to keep track of multiple suppliers with multiple options in front of you . Finding one company to work with you, with whom you feel comfortable and confident, allows you to see your travel spend at a glance and enables the travel company you have chosen to negotiate with airlines and other crucial suppliers to reduce your overall costs. Make sure, before you choose your supplier , that you ask for other companies who have worked with the same consultants and from whom you can obtain useful references.
Again make sure you regularly revue your spending and costs. Align yourself and develop a relationship with the consultants in the travel company you have chosen. They will be able to advise you on offers and special contracts available in all areas, periodically throughout the year which will have a very beneficial effect on your running budget. Always keep in touch by phone or e-mail as good travel consultants are there to help and advise, and they like doing it !
Make sure the Travel Management Company you have chosen has a strong global negotiating strength. With this your company will enjoy the advantages of securing the best rates available in the world market place. Many Airline contracts are confusing and difficult to decipher and it needs experts to see where alternative routing, possible upgrading, and different terms and conditions will align to secure your particular requirements and needs.
Again it is always a good idea to take advantage of an online booking tool although you will need to make sure it is suited to the kind of travel your company undertakes. However it is strongly advisable to make sure the Travel Management Company offers you the ability to create and manage all your traveller’s profiles on line. This speeds up and simplifies the booking procedures.
Finally it is always advisable to keep track of the amount your employees , colleagues and executives are spending on their travel. To do this it is a good idea to continually, or at least at regular periods to update your travel policy. A lot of this work can be done by your Travel Management Company and you can ask for regular reports to keep track of your spending and to discuss effective methods to reduce your budget and to keep track of the latest software tools available in the market to help you with your work.
These simple basic criteria, can be of use to keep you on top of the travel responsibilities within your company and increase efficiency and lessen any anxiety or worry which so easily arises when organising complex world wide itineraries and schedules for busy executives and colleagues.