The purpose of “Create a Trip” request not only serves as an approval tool for employees to adhere to company policy, it also allows us to categorise and consolidate different trips and the respective expenses incurred.This allows you to separate different trip expenses for future analysis into your travel expenditure.
Modernize Your Corporate Travel Policy Easily.
What would encourage a Corporate Travel Policy Makeover?
While the need to reduce costs often triggers a policy makeover, it is best to take a more holistic approach and strive to generate a flexible policy that is :
- Simple to accomplish
- Gives employees satisfaction
- Increases productivity
- Delivers compliance
- While also saving your company’s spending
Make A Perfect Fit
Companies often implemented one single policy for everyone. Instead, consider various different policies for roles with different goals such as :
- Employees who are travelling and focused on their job performance
- Managers who implement travel policies and handle spending
- Finance teams who are tracking travel spend
- HR whose main priorities are to keep employees happy and recruit others
You may want to build many policies, for example, employees who are travelling likely don’t have the same needs as the other Manager/director roles.
- How much is your business currently spending on travel as of now?
- How much would you like to be spending instead? Why is your team travelling?
- How quickly do you want to see the impact changes in your travel programmes?
( You can take a look here for the best practice for a Corporate Travel Policy )
How much would you like to be spending instead? Why is your team travelling? How quickly do you want to see the impact changes in your travel programmes?
Starting with these answers can help you design a successful travel policy.
To reduce costs, be sure employees consider holding meetings remotely, as well as booking far enough in advance. Additionally, be sure to think about the full picture. Business travellers will want to fly the carriers that have status with. While that may be more expensive at times, status results in cost-saving perks such as free baggage, extra legroom, and free food in airport lounges.
Make sure that your approval process is structured in the right way that fits you and your travellers. Strict approvals will increase travellers’ frustration and can also increase the cost to your company. As we all know, airline fares change minute but the minute and hotel availability can also vary.
Compliance Is Key
Once you have written a new and improved corporate travel policy, you must get your traveller to comply. Unfortunately, this is much easier said than done.
Your travel tool needs approval flows and auditing capabilities but pairing these more traditional compliance features with incentives like rewards can flip this conversation upside down. Rather than getting stuck in an experience built on negative reinforcement after the fact, you can offer positive reinforcement to encourage better behaviour.
Some organizations are concerned that rewards programs just incentivize travellers to take more trips, but that is usually no the case. Many of the companies we work with are seeing employees striving to beat the budget and booking further in advance.
Step 3: If You Write it, they won’t come
Writing the travel policy is definitely not enough. Your employees won’t be actively looking to find it. To complete the circle, you need to take action to get that night tool into the stakeholders’ hands.
There are multiple platforms that specialize in travel booking or expenses tracking. However, many do not handle the entire process. The necessary multiple integrations and points of contact often result in frustrating user experience. Additionally, legacy platforms can take over six weeks to implement, whereas a good modern platform could take just days.
Your travel management should be easy to use and helpful to travellers. Ideally, you can allow anything that is under budget to be booked seamlessly without delay.