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Large team and corporate travel management tips

Managing the travel of large teams and corporations can be highly valuable for several reasons. For example, it ensures your company will secure more business agreements. It applies especially when attending international trade shows. Yet, such processes can also be challenging, thus reducing their efficacy. Certain steps can avoid such complications. Listed below are some of the essential large team and corporate travel management tips:

Select an intelligent booking tool

One of the essential large team and corporate travel management tips is selecting an intelligent booking tool. It will ensure that your travels will avoid diverse difficulties. For the task, check if the tool of interest contains the following features:

Ease of use

One feature an intelligent booking tool should include is ease of use. These enable travellers and companies to handle corporate travel easily. It is further verified by 76% of the global travellers stating that they seek such applications. They also make the process less time-consuming by streamlining it. Among the features to be included is the option for self-booking within the policy. The booking process should also feature the option for invoice consolidation. Accurate reporting, a consumer-grade UX, and, if possible, the option for use via a mobile app are also vital.

It should also include 24/7 travel support. The latter should also feature easy-to-reach human assistance. High follow-up and follow-through values should further support these.

Ease of reporting

Among the central large team and corporate travel management tips to implement is ensuring easy reporting. It ensures your company can adhere to the travel policies. For the task, the platform should have the options for easy access. It should include the option for immediate reporting.

The platform should also feature the option to tag, label, and upload:

• receipts;
• invoices;
• digital printouts.

It should also include the option for an extensive inventory. The latter should have the option to contain up to several years of information. It will aid in cross-referencing data. It is essential for large teams and corporations where high volumes of data can make the reference process challenging.

Create approval workflows and policies

Among the large team and corporate travel management tips is implementing approval workflows and policies. It ensures your company adheres to travel policies, saves time, and increases flexibility. For the tasks, consider taking several steps:

Consider the factors that need to be implemented

To begin with, you should consider the factors that need to be implemented. It is similar to how you would consider the central parameters of your business trip. It will ensure that the regulations meet your requirements and needs.

To begin with, consider the following details:

• The maximum transport and accommodation costs;
• The minimum number of accommodation days that are to be booked in advance;
• The maximum and minimum accommodation star rating;
• The permitted class for flights, trains, et cetera.

Consider the approval workflows

Once you have considered all factors, you should focus on the approval workflow. It will ensure that you will optimise the process without going to extremes. For the task, consider which of the three styles would be optimal for your company. They include:

• No approval required for any trip;
• Approval needed for some trips;
• Approve every trip.

Generally, it is advisable to set the parameters to "approval required for every trip". Yet, depending on your requirements and the situation, you can opt to adjust the workflow.

When considering approval workflow options, do not overlook considering who will be approving the trips and expenses. It is vital to have a logical line of approval escalation to avoid challenges and setbacks. One example is the first approver being the office manager and/or the corporate travel manager, followed by the CFO. Alternatively, it can include multiple department leads. Regardless of the level of approval, always ensure that the approvers have access to the platform. It includes receiving regular updates about the pending approvals. It is vital, especially for large corporate travel groups.

Organise and use the collected travel expenditure data

Among the chief large team and corporate travel management tips to implement is organising travel expenditure data. It will ensure that you and your team will gain valuable insights. They can aid in further optimising the process and preventing diverse challenges. It is, in addition to such a process, an aid in several other ways. For the task, you should implement the following steps:

Integrate all vital details into the platform

To ensure accurate travel expenditure data is collected, you need to ensure that the platform has all the vital details. These include:

• cost centres;
• tags;
• labels;
• transportation companies;
• accommodation providers;
• rent-a-car services;
• others.

Ensure they are carefully organised and sorted.

To determine the vital details, examine reports from previous years. Note which details are most prevalent, essential, and high contributors. It applies especially for large teams and corporations where diverse trips can be costly. Do not overlook incorporating group contracts and corporate cards.

Educate and train your staff

Ensure that your staff are trained and educated in the policies and regulations. These include:

• How to use incorporated corporate cards;
• How to use the app;
• How to use the platform;
• the approval process;
• other vital details, such as the service providers used.

Do not overlook checking the integration and policy adherence processes every few months. In addition, do not overlook examining the current amount of collected data. If necessary, make adjustments to the policies.

Summary

Managing the travels of large teams and corporations can be challenging yet highly valuable and rewarding. Yet, it can also cause challenges and setbacks. To optimise the process, consider taking several steps. If you would like to learn about the additional ones, contact GETA Ltd.