We are pleased to bring you The Travel
Column, written fortnightly for "The Trinidad Guardian"Take
Control of your Company’s Travel …
Let’s suppose there are members of your staff out of the
country on business and a travel emergency occurs. You need to confirm if
they are on board a particular airline … how would you know? How quickly
could you find out? Could you inform a family-member that an employee of
yours isn’t on board? Would you have to make just one quick phone call to
obtain this vital information, or would you be caught in the web of the
airline’s answering service? You would be very surprised to learn just how
many company owners and managers don’t even know which travel agency their
employees use to make their travel reservations, or if they even booked
directly with the airline.
Does your company manage its travel?
In any travel-related emergency, many companies scramble
to locate all their travelers in the field, unsure of their flight
arrangements or even the hotel at which they are staying. Unfortunately,
travel incidents and emergencies do sometimes occur, and when your
employees are travelling on business, you need to know that the proper
procedures are in place so that you can contact them as easily as
possible. This is where the services of a well-established Travel
Management Company can be of invaluable assistance. Knowing where your
employees are, or making sure that they have procedures to contact you in
the event of an emergency, is just one small aspect of proper Travel
Management.
Do you actually have control?
Without an effective travel policy and up-to-date,
accurate information, you lose control. Your employees may use
unauthorized agencies or turn to a higher priced airline, hotel or car
rental company for the frequent flyer miles. Developing, implementing and
updating an effective travel policy will help stop the leaks, give you
control and save your organization money. Your Travel Management Company
should work with you every step of the way to develop a policy for your
company, and ensure adherence to it, to result in cost savings to your
bottom line. By consolidating all your company’s travel expenses through
one travel company, they on your behalf, may be able to negotiate your own
discounted rates that fit your unique travel needs especially with hotels
and car rentals. Think about it; you have ten employees who attend
meetings in Miami once per quarter. They each book with their preferred
travel agency and stay in their preferred hotel. How do you know who’s
staying where? Not to mention who’s spending what? Consolidate this travel
through one company and they negotiate a preferred business rate for your
travelers at one particular hotel whose rate falls within your travel
policy’s budget. Obtain quarterly reports from your Travel Manager at your
agency so you know at a glance what your travel expenses have been, and
voila … that’s Travel Management! And in case of any emergency, one phone
call to an assigned Travel Manager will tell you exactly whose staying
where and which flight they were really on!
Are you saving money?
With your daily demands, you don’t often have the time
to step back and analyze your business travel. And each day that you don’t
… is another day of missed opportunity. Use your agency to seek out
problem areas and implement recommended solutions. Whether the
recommendation is more advanced purchase airfares (limit those last-minute
instant ticket purchases!) … or using San Juan instead of Miami for a
cheaper fare … the results are the same, more cost savings that go
directly to your profit line. If your company’s travel volume is
considerable, then you should have a Travel or Account Manager assigned by
your travel agency specifically for your company. This person will get to
know you, get to know your business, and ultimately help you to manage
your travel costs.
Whether your business is large or small, a good travel
management company will work with you to tailor their services to match
your business travel needs. Expect "World Class" service, not a
"One-Size-Fits-All" approach. The company you book with should know your
travelers; things like preferred seat assignments and special meal
requirements are very important to frequent flyers. The company should
know your Travel Policy; such as which hotel, which car rental is your
preferred supplier. The next time you speak with your agency, ask them to
update your contact information; for you and all your travelers. Telephone
numbers; home, office, cellular. Uncertain times in the airline industry
mean an increased possibility of flight re-routing, cancellations, and
other changes. Make it easy for the airline or your agent to contact you
should they need to get information to you urgently. Here’s another tip …
try using an agency that’s affiliated with an international travel
network. Not only will you benefit from any pre-negotiated worldwide
discounts at hotels and car rentals, but also you will be assured of the
convenience and security of knowing that you can expect service while
you’re on-the-road, away from home.
Do you have the tools to take control and save
money?
Part of developing an effective Travel Policy for your
company, is knowing that your Travel Management Company can provide you
with the necessary technology to make your travel planning as smooth and
hassle-free as possible. Because each company is different, you should
have the tools to best meet your needs and the needs of your travelers.
Can you send a reservation request via fax or e-mail, or via their
website, or speak one-on-one with your agent? Whichever you prefer, you
should have the choice. Can your agent provide you with meaningful
management information on a regular basis? This is a critical component of
an effective travel policy. Be sure you can obtain back-office travel
management reports that help you understand and proactively manage your
travel spending. Remember … you need to always know who’s spending what
and where!
Whether your business is large or small, if you partner
with an experienced Travel Management Company you are sure to reap the
rewards.
Melanie Waddell, Director
trvlcentre.tt@gmail.com
June 27, 2002
