Travel managers remain inundated with queries, requests, and suggestions from employees about upcoming business travel plans. Amongst the worst nightmares of a corporate travel manager is handling last-minute changes in itineraries and cancellations. If the manager is dealing with group bookings, the problem multiplies exponentially. To eliminate such issues, corporations require efficient travel management process flow. They can employ corporate travel management companies that have well-defined processes and follow standard steps to handle common and complex problems of business travels.
What is a travel management process?
A systematic way of handling the travel requirements of any corporation is known as the travel management process. The steps have multiple touchpoints and stakeholders such as booking agents, the finance department, the risk management team, and more. Travel management companies use streamlined processes and several corporate travel management platforms to help corporations with numerous travel requests such as new bookings, bulk cancellations, finance audits, and more.
Benefits of travel management process flow
1. Itinerary creation and implementation
While on a business trip, employees need a defined set of itineraries to know the exact course of action for maximum outcomes. TMCs help in maintaining the booking details of flights, hotels, restaurants, cabs, etc. Further, they use advanced platforms to ensure travel policies are followed by employees on the trip. This helps the employee and corporate keep a track of the schedule of the trip along with the attached expenses. Further, tracking and scrutinizing the itinerary can assist in defining the ROI for future traveling requirements.
2. Use a self-booking platform
Taking good care of your business travelers is the key to success for any business trip. Corporates can opt for a travel management platform such as Paxes with TMCs that allows traveling employees to book flights, hotels, etc. for themselves. This is one significant factor in keeping travelers happy and satisfied along with reducing touchpoints and errors. Employees can plan their travel without bothering the travel manager, sending out emails, or filling out multiple forms. They can choose how they want to travel without moving away from the company’s travel policies. Other benefits of using a self-booking platform are:
- Employees can choose the air travel providers and staying facilities they want
- They can track their frequent flier programs
- They can enjoy all the benefits of an online booking platform
Self-booking allows business travelers to save their own and the administrator’s time. They can exercise their options within the travel budget assigned to them.
3. Streamline approvals process and policies
TMCs backed by AI-powered travel booking platforms simplify the process of business trip booking approvals greatly. The platform shows all the bookings of an organization to the concerned decision-makers and travel managers. After getting approvals with just a few clicks travel agencies can directly confirm the booking details of an employee on business trips. The same along with the itinerary will be updated via notifications to all the involved personnel i.e. the traveling employee, the concerned supervisor, and the travel agency for future reference.
4. Help travelers access direct support
Travel managers may have too many things to deal with, such as calls and emails from business travelers requesting for changes in bookings or itineraries. Most of the times it will be overburdening the managers. Hence, TMCs come to the rescue with direct support to the traveling executives. The dedicated support team of TMCs comes up with innovative solutions within travel policy to cater to the changing requirements of a traveling employee. Further, they can also tackle emergency situations by mitigating risks of travel for the employee in real time.
5. Optimize business travel expenditure instantly
Managing travel expenses in-house can be a tedious and complex job. Administrators and managers with limited knowledge of current costs and policies may be unable to control spending beyond budget policies. Hence, TMCs have committed finance teams. They can provide instant insight into travel costs to keep a track of the travel expenditures of individual employees. Further, reports can be sent to corporate managers for better and detailed analysis of the business travel of an employee.
Conclusion
Business travel can get complicated going ahead as more and more companies look to make the best use of available resources. With business travel making a strong comeback after the COVID-19 pandemic, travel strategies are expected to be different now than what it was earlier. Corporates need best travel management process flow to get maximum ROI on business travels and keep themselves in pace with their competitions.
By researching and choosing the best business travel management companies, you can minimize and even eliminate the downsides and boost the experiences of all concerned. These agencies make use of some of the best travel management platforms like paxes. These platforms empower travel managers with the right tools to make business travel simpler and manage with more flexibility.
Suggested Read: 11 Business Travel Tips For A Comfortable Corporate Travel
Travel Management Process Flow FAQs
Why is the travel management process required?
It helps to cater to the travel requirements of a corporation in an organized manner. It helps resolve bookings, finance, audit, and bulk cancellation queries.
What are the major benefits of having a travel management process flow?
It helps in curating and booking an itinerary. It simplifies the approval process and helps travelers to get direct support.
What are the benefits of choosing a self-booking platform?
Employees are free to select the airlines and accommodations they prefer. They can track and check their frequent flyer program and use all the advantages of an online booking service.
How can TMC help in optimizing business travel expenditures?
Finance teams are dedicated in TMCs. They can give quick insight into travel expenses so that the company can monitor how much each employee spends on travel.
