If you’re already using a business travel manager, then you’ll probably know the relief that comes from knowing someone has your back.
But are you getting the most out of yours?
Not all business travel managers are the same, with each having different specialisations. For example, you should be provided with a dedicated travel manager, and other support staff (including an after hours emergency contact) that you can speak to, when you need it.
So how can you tell if your travel provider is giving your business a quality service? To do your due diligence, here’s a list of questions you ought to put to your business travel manager – and help decide whether or not it might be worth searching for a different provider.
Who is my dedicated support agent?
A dedicated travel manager should be able to identify who is there to help you at any time. Without this point of contact, you’re not getting the full benefit of a business travel provider – and you might be confused in an emergency if you need to contact someone.
This point of contact isn’t just for those times, though. They should get to know your business over time and even anticipate your needs, solving problems before they even show up. This is essential for a quality member of your business.
Who are my after-hours team and where are they located?
With so many staff out and about, the unexpected is bound to happen at some point. It might be something as simple as a delayed flight, or it could be a little more complex, like an international incident that halts travel for two weeks. (The Icelandic volcano eruptions in 2010 are a prime example.)
Having an after-hours team isn’t just a logistical lifesaver, it’s also a major part of your risk management. Ensuring you have that team in place should anything happens means you’ll be able to deal with anything quickly, safely and within the law.
Many business travel providers operate international call centres, but local centres not only have the advantage of being closer – they also tend to understand local markets a lot better. Which means they have better relationships with travel providers including airlines and accommodation.
What technology can you offer to streamline my process?
Think more than just an app that could gather itineraries or help you with boarding passes. Ask specifically for technology that offers the following:
- Pre-trip approval
- A comprehensive booking portal
- Tools for managing your expenses
- Reconciliation tools for your finance team
- Online tools to help gather and report data
- Technology that incorporates many or all of these in platform
You need to get a picture of what your provider offers and in what areas, so you can decide which tools will bring you the most value.
How do I manage costs when I'm not in charge of booking travel?
Providing autonomy to employees to book travel shouldn’t come at the expense of oversight.
Any business travel manager should be able to help reduce your cost exposure through its online booking tool, which can be configured to your needs. Alternatively, that same business travel manager should be able to check any employee travel requests against your policy. They’re another pair of eyes making sure everything is up to scratch.
If a business travel provider can’t offer you that, it’s worth thinking about working with one that can and puts any specific business policy first.
The same goes for making sure staff travel is suitable to their business needs. For instance, travel management portals should be able to tell you how far each accommodation option is to an area, like the CBD.
What is the booking process?
One of the most frustrating things about booking any travel is that it can take far too long, especially if you have to book multiple elements like car hire, accommodation and a multi-leg flight. Your business travel manager should be able to explain the entire booking process to you – but most of all, it should be simple. If the current process has too many hurdles, you might want to think about looking elsewhere.
Can your Business Travel Manager answer these questions?
Business travel is easier with an expert on board
One of the first ways we help make your business travel easier is by really getting to know your business.
Discover the stories of our amazing customers from across Australia and hear how we help.