There are many companies that have corporate trips as a routine, since they need to look for suppliers, talk to clients, among other errands. A survey conducted by the Global Business Travel Association concluded that corporate bookings will increase next year.
We know that organizing work trips requires a lot of time and planning, in addition to complying with company policies. It can also be overwhelming to see so many routes, fares and transportation options, and then have to coordinate employee travel itineraries. It is for all this that we decided to offer you advice where we explain how to optimize these procedures to the maximum.
What is called travel management?
This name is given to the organization that is especially given to the business travel niche . This attempts to completely cover the needs that may arise, such as reservations, rates, schedules, type of vehicle, among others. All in order to avoid affecting or altering productivity in the slightest.
For these reasons, companies look carefully at who they hire, since it costs them a large amount of money annually. Therefore, as a company, you must optimize planning and ensure that all employees' needs are covered during the journey. Knowing that efficient means of transportation will be required that save time and minimize expenses.
Golden tips for your corporate trips
Digitalization has shortened distances, reducing the need to move from one place to another to do business. However, the social being that characterizes man makes it difficult to completely overcome the need for physical contact to reach agreements. So, here we have these tips to be able to transfer employees without it becoming a nightmare.
Calculate expenses in advance
Currently there is a significant advantage in corporate travel and they are taxi companies that work with apps. These allow you to have rates according to distances at hand and you can make all reservations from the beginning. This way you will know what budget you should have, in addition to the fact that the workers will only have to wait for their vehicle without worrying.
Another option is to partner with a transportation company directly, which allows you to review the actual invoices for each trip. At ToolRides we make specific apps or sections for this type of client. This way, travel logistics can be better managed for both drivers and those requesting them.
Avoid unnecessary expenses
If you are going to reserve places for lodging and transportation, try to do so as far in advance as possible. It will be a relief to have everything already arranged, but above all you will avoid paying extra prices, especially for inns and hotels. In fact, if you make estimated budgets for different options you can choose according to profitability.
Even if you do not want to invest time in the organization, there are specialized agents who comply with corporate travel policies . They are responsible for not only generating cost reductions, but also optimizing commercial relationships by complying with travel policies.
Establish solid travel policies
Make sure that everyone who will travel knows the travel policy in advance. They should know how they should behave at the accommodation level, the rules of the transport company that will be used. Since they must comply and follow the established rules so as not to exceed the travel budget or avoid misunderstandings.
Give responsibility to your employees
In case you cannot take care of the logistics or hire an agency, you could trust your employees. Offer them autonomy, so that they can reserve and organize themselves, you can provide them with lists that are within the budget or that are already trusted. So that, for example, they can choose the option to sleep, Airbnb, hotel, etc.; eat, fast food, vegan, or get around, by train, taxis, among others.
Track routes
We already mentioned that there are taxi companies that provide you with personalized access through software. With them you will be able to monitor your employees throughout the journey and review the routes to quickly resolve any unforeseen events. So, in terms of transportation, we recommend you go for this option, which is safer, as well as efficient.
Be smart with locations
It is essential to choose a location that facilitates all the mobilization that your employees have to carry out. Choose the accommodation location closest and available to the location where the meetings will take place. Next, look for the way to transport them to have GPS to choose the routes or to be from the area.
Bet on eco-friendly
Whenever you can, try to find means of transportation with a lower carbon footprint before starting a trip. There are many companies that are actively working to reduce CO₂ emissions generated during trips. This does not mean that they will be less efficient, it is just a help to the planet for the same service you opt for.
Health management
Last, but not least as it is vital, we have health procedures. People who are going to travel must be healthy and with the arrival of the pandemic it is increasingly necessary. The company, for its part, must be attentive, offering food or safety care as required.
To travel safe and organized
By applying these strategies and tips, companies will be able to reduce stress to minimum levels, resulting in better productivity. On the other hand, it is essential to understand that as companies you must create balanced approaches for optimized management of your trips.
We must always ensure that we cover both the needs of the employees and the corporate demands, which are the objectives for which such transfers occur. The best advice we have is to allow space for dialogue within the company. Only in this way will the difficulties be understood and each of the corporate trips you plan can be successful.
