What’s Different about Business Travel and What to look for in a Corporate Travel Agency?

February 2, 2020December 9, 2020 dotcomwomen

The business and leisure traveller are two different things with different wants, needs and travel patterns. For business travellers, location is the key as they need to be close to the venue or where the conference is held. They like to save their travelling time. Moreover, they need to remain connected to their colleagues and clients during their business trip.

Whereas, for the leisure traveller, they are constantly looking for amenities to improve their travel experience such as pools, clubs, evening entertainment etc. Regardless of the type, travel comes with smart calculations and with every passing day, both business and leisure traveller are spending significant amount to meet their travel needs.

But unlike leisure trips, managing business tours is the hardest of all because it involves multiple things. Even a slight change in a travel plan can make a considerable difference in the company’s budget. Therefore, before you connect with any corporate travel agency, here’s what you need to look for.

1. Strategic Approach

For many companies, group travel is occurring more frequently. And it is quite hectic to plan an international travel group every few months. So here you need to connect with the best corporate travel planner who ensures that everything is well-coordinated from the start to the end of the trip.

2. Flexible Support

No matter how great you plan–– when travelling there is always a possibility of uncertainties like flight cancellation or any other mishap.When something goes wrong, you need to work on a backup plan and here is how a corporate travel agent helps you with their flexible support.

3. Expertise

Corporate travel planners have professional expertise in each area. From planning a tour to its execution, these agents understand the needs of the clients and challenges associated with the group trip. Moreover, they take care of the transportation, accommodation, and other facilities to ensure employees optimal travel comfort and safety.

4. Save Time

A travel agency assembled all the details of preferred providers––keeping in view your company budget and travel policy guidelines. They streamline the booking process for employees and save the significant time of the company by making all arrangements at the right time and place.

5. Cost-effectiveness

No matter how giant a company is, the owners still try to save money on each area. When working with a travel agent the business owner probably gains all financial perks while enjoying a cost-savings approach from the start to the end of the international travel group.

Moreover, the travel expenses considerably fluctuate by every hour that corporate travel planners are aware of so they thoroughly understand if it’s the right time to book a flight.

6. Offer Unique Solutions

Because businesses have different needs, a travel agent customizes each company’s group travel plans accordingly. They even go the extra mile to fulfill client’s requirement, considering their budget. From a passport and visa applications of group employees to booking flights and accommodation all get handled at one place.

7. Risk Management Services

A business agent offers RMS to company employees so that they can enjoy their group trip without worries. And, if any mishap happens like political issues, weather issues, or other unexpected travel warnings, there will be experts behind who take care of everything and making adjustments accordingly. In majority cases, employees are not even aware off if any issue exists.

8. A Greater Level of Control

It’s not easy to keep track of the traveling budget always. The tracking might get lost when several employees pursue different travel opportunities. Here the most difficult job of the travel agent is to combine art and science to facilitate control over travelling expenses. A smart agent can help the company to reallocate its financial capital, or refresh its group travel plan to spend on areas that are of most importance. Trust us; finding the best business travel agency is not less than a blessing!

Factors that corporate travel planners have in common:

Negotiate group rates
Book trips for employees
Provide support for rescheduling, cancellations, etc.

Steps to Choose a Corporate Travel Planner:

Be Clear on Your Needs

Think what’s the main objective of hiring an agent?

To reduce overall travel expenses?
To improve the travel experience for your staff?
Improve compliance with your organization’s internal travel policy?
Strengthen travel risk management?
Streamline the reimbursement process?

Expect Support

What an agent has to offer you?

Corporate travel agencies can deliver value to their clients in the following manner:

· Negotiating rates with the best vendors

· Providing the best use of technology

· Offering a fair fee schedule

You must also ask your agent how they will create value. Ask about:

· Duty of care systems

· Levels of support

· Approaches to reduce or lower hidden travel costs

· Cost monitoring procedures

Look for Relevant Experience

Always trust an experienced corporate travel agency who offers you different skill set. Do your due diligence;ask them about how they will manage the trip expenses by taking care of your budget.

The best travel agency is the one that makes the best use of technology and makes it easier to:

· Automate client’s travel expense reports

· Analyze international travel group expense to minimize waste

· Book affordable trips and

· So much more

Look for Good Communicators

Communication is the key. It gives you a chance to learn more about your corporate travel agent. Ask them how they will handle formal reporting and communicate with your travel manager. Make your expectations clear before signing the contract.

Thank you for reading!

Share this article with others.