Tips for choosing the best corporate travel planner
According to a study by the Global Business Travel Association (GBTA), companies that utilise a professional corporate travel planner report a 20% increase in traveller satisfaction and up to 15% in reduced travel costs. These improvements aren’t just numbers—they translate into real benefits for your business, such as happier employees, smoother trips, and significant cost savings.
Investing in a travel management company (TMC) means more than just delegating travel bookings. It's about leveraging expert knowledge and advanced tools to streamline your travel programme, mitigate risks, and enhance overall efficiency.
The perfect corporate travel planner makes for smoother trips, happier employees, and cost savings. Here are our tips to help you choose.
How to choose the best corporate travel planner
Choosing the right corporate travel planner is all about finding the perfect match—someone who understands your needs and makes your life easier. The right planner can transform your business trips from stressful to seamless.
When you know that resource is dedicated to your business, you can ensure that your travel policies are adhered to, your travellers receive 24/7 support, and your company maximises its travel budget. This strategic approach allows your team to focus on what they do best, driving business growth and success, while leaving the complexities of business travel management to the experts.
But with so many options, how do you find the best one? If you're searching for a new travel management partner, are going into RFP, or simply curious, here are some essential tips to guide your choice.
Understand your company's travel needs
First things first, get a clear picture of your company’s travel requirements. Ask yourself these critical questions: Are your employees frequent flyers, or do they travel occasionally? Do you have preferred airlines or hotel chains that are non-negotiable? Understanding these needs will help you find a planner who can cater to your specific preferences.
Assess travel frequency and preferences
How often does your team hit the skies? Frequent travel requires a planner with strong airline and hotel partnerships to secure the best rates and perks. If your company has preferred travel providers, ensure the planner can accommodate these preferences.
Working with a corporate travel planner who has access to negotiated and exclusive rates, means you’ll benefit from options that are unavailable anywhere else.
Identify special requirements
Every company has unique travel needs. Whether it’s strict travel policies, budget constraints, or specific itineraries, make sure your travel planner can tailor their services to meet these demands. This ensures a personalised and efficient travel experience.
But don’t stop there – make sure they can accommodate traveller needs as well, such as accessibility requirements, individual preferences, and more.
Look at their industry experience and expertise
Experience is key when it comes to managing corporate travel. A travel planner with a solid track record in corporate travel understands the complexities and can navigate them with ease. Look for planners who have worked with companies similar to yours in size and industry.
What’s their track record?
Ask potential planners about their experience with businesses like yours. Look for case studies or testimonials that showcase their successes. A planner with a proven track record will have a portfolio of happy clients and demonstrable expertise.
What’s their level of expertise?
Ensure the planner can handle your specific needs, from last-minute changes to negotiating the best deals. Their experience should translate into smooth, hassle-free travel for your team, minimising disruptions and maximising productivity.
Take a look at the travel technology and tools they offer
Travel technology is crucial. The best corporate travel management companies leverage advanced tech to streamline the process, from booking tools to mobile apps that keep travellers informed and connected.
A top-notch travel platform offers real-time updates, an online booking tool, expense tracking, and detailed reporting. Ensure the travel management company uses the latest travel technology to enhance the experience, integrating seamlessly with your company’s systems.
How do they prioritise customer service?
Exceptional customer service is a must. Business travel can be unpredictable, and having a responsive support team is invaluable. Look for a TMC who offers 24/7 support and has a reputation for resolving issues quickly and effectively.
What is their support availability?
Make sure your travel planner offers 24/7 support to handle any emergencies or last-minute changes. This is crucial for keeping your travellers on track, no matter what unexpected events arise.
Assess cost management and savings
Cost management is critical. A top-tier TMC will manage your travel budget efficiently and find ways to save you money. This includes negotiating corporate rates, finding cost-effective alternatives, and providing detailed spend analysis.
Look for transparent pricing
Ensure your travel planner offers transparency with their pricing and a commitment to maximising your travel budget. Detailed spend analysis and cost-saving strategies should be part of their service, helping you avoid hidden costs and make informed decisions.
Evaluate risk management and duty of care
Business travel involves risks, from health concerns to geopolitical issues. A responsible travel planner will prioritise crisis management and duty of care, ensuring the safety and well-being of your travellers, and help you build that into your travel policy.
Look for emergency protocols
Make sure your travel policy has solid emergency protocols in place, including travel insurance options and real-time risk updates. They should cover a range of scenarios, ensuring your travellers are safe and supported.
Consider health and safety measures
Your travel policy should prioritise health and safety, providing comprehensive risk management solutions. This includes up-to-date travel information on health risks and support in emergencies, ensuring peace of mind for your team.
Seek customisation and personalisation
Every business is unique, and so are its travel needs. The best corporate travel planners offer customisable solutions tailored to your specific requirements.
Look for custom itineraries
Discuss your preferences with potential planners to see how they can create custom itineraries and provide personalised support. Custom itineraries ensure your travellers' needs and preferences are met, enhancing their travel experience.
Consider bespoke reporting
Customised data & reporting is crucial. Look for a travel management company that offers bespoke reporting and detailed insights into your travel spend and trends. This helps you track key metrics, identify trends, and make informed decisions.
Look for sustainability initiatives
Sustainability is increasingly important. Many companies are looking to reduce their carbon footprint and choose travel options that align with their ESG goals.
Evaluate eco-friendly options
A forward-thinking travel management company should offer eco-friendly travel options and provide insights on making your business travel more sustainable. This includes options like carbon offset programmes, eco-friendly accommodation, and sustainable transport choices.
Consider corporate social responsibility
Choosing a planner committed to sustainable practices not only helps the environment but also enhances your company’s corporate social responsibility profile. This commitment can resonate with employees, clients, and stakeholders who value environmental responsibility.
Get feedback from current clients
Feedback from current clients is one of the best ways to gauge a travel management company’s effectiveness.
Ask for case studies
Request case studies or testimonials that highlight their successes and the value they’ve added to other businesses. Case studies provide concrete examples of how the dedicated travel manager has solved specific challenges and delivered outstanding results.
Seek direct feedback
Direct feedback from current clients can provide a realistic picture of what to expect. This can give you valuable insights into the planner’s strengths and areas for improvement, helping you make an informed decision.
Remember, the right travel management company is not just a service provider — they’re a partner in your business’s success. Take the time to choose wisely and watch your customised travel programme thrive.
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