Corporate travel is an important expense that can be difficult to manage. With so many different companies, destinations and employees to cover, it’s easy for mistakes or oversights to happen.
The goal of any company is to maximize profit, and corporate travel management can help you do just that. As per research, corporations realize $12.5 of return on investment (ROI) on $1 invested in corporate travel. With a little work and savvy though, you can reap even greater benefits from your travels.
There are a lot of things to consider when traveling for business; however, with the best tips mentioned in this article, you’ll be able to navigate the process more smoothly and come out on top.
Since corporate travel management is a separate department or function in any company, many companies can’t afford to have it for reasons like complexity, management, resources, time, and more. For them, we also have an alternative to it. So before introducing the tips, let’s look at the alternative:
Alternative to manage your corporate travel
For some companies, especially the fledgling ones or the SMEs, having a separate department for corporate travel management can be quite a hassle. Looking after it may at least have some negative impact over their core businesses.
If you are also a fledgling company or an SME, or you don’t want to hire specialized corporate travel managers, corporate travel management companies like TravelPerk can help you manage your corporate travel with ease and efficiency.
They are specialized in this specific field of corporate travel management, so they can assist your corporate travel from the beginning till the end without having you to worry at any stage.
It is an alternative if you don’t want to have your own corporate travel management department within your company. On the flip side, if you already have this department or want to have one, we have some best tips for you.
Whether it’s planning your next trip or perfecting your current one, these are some great tips for best corporate travel management.
1. Set a budget and stick to it
When you are planning a corporate trip, one of the first steps is to set a budget. This will help you manage how much you’ll spend on flights, hotels and other expenses.
Once your budget has been created, it’s important to stick with it. This means that if the trip goes over budget at any point, you should cut back on spending somewhere else in order to stay within your limit.
It may be tempting to spend more money when booking hotel rooms or flights in order to get the best value for your money—but this doesn’t always make sense. It can be better to stretch out your trips and save money over time rather than spending more all at once.
2. Plan the trip with your team
It’s important to plan the trip with a team so that everyone is on the same page. You will need to discuss the destination, length of stay and any potential challenges that could come about.
When you are done planning, make sure you write down all the minute details of the trip, including departure times and arrival times, as well as all flight information. This will help avoid confusion and ensure there are no mistakes while traveling.
3. Pick the right hotel
The hotel that you choose can make or break your trip. The main goal of the hotel is to be a comfortable place for your employees to relax and stay productive during their time away.
Different companies have different needs and you should take this into account when deciding on a hotel. A good way to start is by looking at the amenities offered by the hotels in the area. These may include Wi-Fi, gym access, business center, free breakfast or free shuttle service.
You should also consider location. If your company has an office nearby, it may be more convenient for your employees to stay close by.
Let’s say you need a hotel with great amenities and a location near one of your offices, so it would be easier for your employees to get back and forth without any hassle. Hotels like these are ideal because they offer both convenience and comfort.
Another important thing to consider is price range. You need to balance what kind of room you think will work best with what price range fits within your budget.
4. Choose the right catering and transportation
Catering and transportation are two parts of the travel process that often need special attention.
Catering is crucial, so you should consider this before finalizing your itinerary. You can use an online catering service that will offer a variety of food choices and prices to best suit your needs.
For transportation, you should review your current situation.
- If it is a by-road trip, do you have enough vehicles and drivers for your trip?
- Can the drivers get sufficient sleep on long trips?
- Is there a good way to track vehicle usage during the trip?
These are all important questions to ask when deciding what vehicles and drivers to use for corporate travel.
5. Know your company’s travel policies and procedures
Whether you are a manager or an employee, it’s important to know what your company requires in order for you to travel.
This includes policies and procedures regarding accommodations, expenses and other related costs. Your company may have very specific requirements that you need to meet before traveling.
It’s also important to know about the company’s travel policies and procedures when it comes to international travel. When traveling abroad, there are additional considerations that should be made in terms of visas, passports and customs.
6. Get informed of the needed vaccinations
It is important to get informed about the necessary vaccinations. You might not be aware, but there are many different types of vaccines that may be needed depending on where your subordinates will be traveling.
Besides region-specific vaccination requirements, COVID-19 vaccine is a must due to the ongoing outbreak of the virus all around the world. Almost all of the countries are not allowing travelers who are not vaccinated against COVID-19 nowadays.
Likewise, if your destination contains malaria or typhoid fever, then vaccinations are a must. It’s important to do research on what type of vaccines are required for your destination before embarking on your journey.
Corporate travel can be a stressful time, but it doesn’t have to be. With these six tips, you can make sure your trip goes smoothly and your employees are comfortable and taken care of.