A well-defined travel policy can be an important (and cost-effective) types of effective travel management. A specified travel policy should outline clearly stipulated guidelines for several employees with regards to responsibilities and while traveling; travel arrangements and travel expenses.
There are a numerous things to consider when compiling a travel policy for the company.
Although cost-effectiveness can be an important requirement, it is essential you do not jeopardies the safety and quality of travel service, and compromise on travelling employees’ travel needs. Offer a small selection of options that allow employees to select one which suits them the very best. It is possible to avoid unnecessary compromise even further by letting employees offer their thoughts and/ opinions through the decision-making process.
Always make sure that you always have your employees’ up-to-date contact details on hand, in the event of emergencies.
Responsibility regarding expenses – personal, business, leisure etc. – should always be clearly and precisely set out.
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Travel planning has undoubtedly been revolutionised by the rise of online booking apps. The trouble with the upsurge in option of such tools is choosing which to use for the business travel planning.
A great option is to have a ‘personalised’ online booking tool that is custom made in accordance with you business’ particular travel policies and needs. Although having your own travel tech has its advantages – such as being able to increase efficiency with built-in approval processes and managing your travel at any time – there are some disadvantages that needs to be noted. The original designing and assembly, in addition to the continued administration, of a custom online booking tool can be rather steep. Another drawback is that the research necessary will undoubtedly be your responsibility. It begs the question if the convenience is worth the required effort and cost.
A terrific option would be to make use of a travel management company (TMC). Dealing with a TMC means acquire a skilled travel management asset that is clearly a devoted travel manager. A travel manager can assist you in making the very best travel decisions, predicated on your specific business requirements. Further benefits include help with a multitude of other details, such as for example VISA applications; arranging ground transport; arranging Forex and taking care of travel emergencies.
The smart choice is always to use a mix of the two. The benefits of TMCs are clear plus they often have an online booking tool that companies can use. This way you obtain best of both – the convenience and control of managing your travel bookings yourself, along with the individual support and advice about more complicated and/ or time-consuming processes.
Although business travel can be an essential and probable section of most businesses, is doesn’t come without risks. A company includes a duty of care to its employees. This means it has a legal (and moral) obligation to elude threat of injury to a worker throughout a business trip, as much as possible. The onus is you (the travel planner) to make certain all of the proper safety plans and measures come in place. This means assigning sufficient travel cover, which include medical cover, lost luggage, flight cancellations, in addition to natural disasters and terrorism and everything among.
Employees should be informed of the associated risks of their destinations, before travelling, and have to be informed of the course of action to follow in case there exists a travel emergency.
It is critical to always know where your companies travelling employees without exception. You will find a large number of apps and online tools which you can use to help keep tabs on and stay static in touch with your travellers.
You can save more when you plan ahead in terms of making travel arrangements. Research has proven that business travellers who only book their flights a day beforehand – can end up paying around 200% more for their flights.
On the other hand – airfares are generally the least expensive from three weeks and more prior to the departure date. Employing an advanced purchase strategy, it is possible to reduce or moderate the influence of price fluctuations on your company’s travel budget. Although it’s not always possible to book so far beforehand as meetings and schedules are occasionally changed at the final minute), it really is definitely worth your time and effort in the long term.
Travel planning isn’t an easy task – it’s far a lot more than just coordinating itineraries. The responsibilities of a travel manager range from bookings, policy management, budget approvals, reporting and handling travel emergencies. Then there’s the time-consuming task of finding the most affordable flights, ground transport, accommodation etc.

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