Tag: business travel policy

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Business Travel Travel Management

Increasing Employee Compliance With New Travel Policies

employee-compliance

Implementing new travel policies can get tricky. Yet often the real battle comes later, when you’re trying to get employee compliance on these new changes. More often than not, these new policies were sculpted with the traveler’s needs and happiness in mind. The truth is there are many reasons business travelers should want to comply, not just because the company seems to demand it.

What employees receive when they comply with the travel program:

  1. Their safety. It’s the company’s duty of care responsibility to ensure their traveler’s wellbeing while they’re traveling on the company’s behalf. Should an emergency arise, there will be no confusion if a traveler has followed the protocol of the travel policy. Plus, tools like our SecurityLogic provides instant location information, based off of their itineraries.
  2. Saves costs for the company. Vendor contracts have been painstakingly created and negotiated. It only makes sense to stay within guidelines.
  3. If done correctly, increases traveler satisfaction. As important as overall costs are for the company, ensuring their travelers are comfortable often leads to more productive meetings. By understanding what will keep your travelers happy, and ensuring they rely on your travel program to receive it, makes it a win/win for everyone.

5 ways to use traveler satisfaction to increase compliance

    1. First and foremost, talk to your travelers. Survey your employees and try to negotiate the inclusions that are important to them. They are, after all, the people enduring the trip.
    2. Recognize frequently expensed items like lounge access or Wi-Fi. Try to get these things included for frequent travelers.
    3. Don’t be afraid to get creative in negotiations. For example, if travelers are frequently expensing Starbucks, consider negating a breakfast credit to be used either in the restaurant or coffee shop (rather than a traditional breakfast) at your preferred hotel.
    4. Travelers are more likely to comply to vendors if you provide them the WIFM (what’s in it for me). Traveling for business in general may be enough of a perk of the job for some. So make sure they understand the additional benefits included in their policy. You’ve worked hard to get them these perks, so make sure they know they have it available.
    5. Continued internal communication about travel programs. This tip seems so basic, but is often overlooked. Travel management has a tendency to become a siloed conversation within companies. Sure, new employees are briefed when they come on, but how many really know what’s included in their travel policy? Many may not even realize they’re booking outside of the policy. Or reasonable alternatives to their preferences are available. Try by taking a step back and putting yourself in their shoes for a few minutes. When was the last time they were briefed on employee compliance and the travel policy? What information is available when they’re booking or if they have questions? Do you have communications protocol if a new vendor contract is created? You could make a goal to send out a quarterly update email entailing any changes or reminders of basic protocols.

Overall, getting employee compliance with travel policies requires help from both sides of the table – the company and the traveler. By understanding their needs, you can help create a superior travel experience. And hopefully the travelers will understand the importance of complying with the policy when they see the benefits for their wellbeing and safety.

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Business Travel Travel Management

The Overlooked Factor In Efficient Travel Programs

federal employees sharing economy

In February, the GBTA- North Carolina chapter had the pleasure of hosting Scott Gillespie, a true travel management thought leader.  Mr. Gillepsie is the CEO of t-Clara and frequent contributor to Business Travel News. His presentation focused on a question travel managers often find themselves thinking – how do I gauge success with my travel management process?

Identifying the difference in efficient travel programs

Gillespie based his findings from a recent study, sponsored by ARC, American Express Global Business Travel, and his firm, tClara.  Participants were 700 US-based road warriors who answered questions about their company’s travel policy. The questions focused on if their travel management policies emphasized convenience or budget.

Not surprisingly, travelers operating under strict cost-focused travel programs tended to be more dissatisfied. They admitted to nearly 13% less compliance with their travel policies. They also indicated a 15% higher rate of burn-out and were significantly less willing to travel within two years time.

On the opposite end of the spectrum, travelers with companies that had convenience-based travel policies tended to be more productive on the road and had an overall better outlook about their jobs.

What travel managers should also be measuring:

So are these companies specifically prioritizing cost over the wellbeing of their employees? Of course not! Most companies just aren’t measuring employee satisfaction as a KPI. Gillepsie advised that each travel manager obtain an employee turnover report for employees in traveling roles from their HR department. Getting insights on high turnover rate is the first step to see if adjustments to the travel policy to result in higher employee retention. From there, it may make sense to look at other priorities for travel policies than budget.

Read Scott Gillepsie’s article for other key performance indicators and details on the survey.

 

With our 24/7 service, online support and exceptional service delivered by our travel agents, Christopherson helps ease any challenges that occur when your travelers on the road. In addition, your consultative account manager will assist you in making the necessary changes to your travel policy to decrease traveler dissatisfaction and increase productivity!

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Travel Management Travel Technology

SecurityLogic Provides Immediate Communication During Disaster

Does anyone else remember the nightly news slogan from years ago, “It’s 10 o’clock… do you know where your children are?”  This catchphrase, of keeping an eye on your loved ones, still resonates today. The past few weeks the airwaves have been flooded with terrorists attacks in New Jersey, New York, Washington State and Minnesota. And now, Hurricane Matthew is about to hit the east coast, potentially causing massive damage.  I also find myself thinking of family, but also co-workers and other business travelers when distaster strikes.

Working in an industry filled constantly with travel and constantly changing schedules, it’s hard to know where everyone is in a moment’s notice. Unfortunately, it’s important now more than ever to not only get in touch with employees or co-workers, but have a plan in place should disaster occur.

Communicating with your business travelers during a disaster

Having an established plan in case of an emergency is the first step. Ask yourself, what is your company’s current protocol should an event occur in a city your employee is currently traveling? Do you have their email and cell number readily available? Will you need to dig through emails to find their itinerary? Who will be in charge of making these safety calls to traveling employees?

Answering these questions ahead of time will make your company more prepared, should an event occur. Developing a travel policy usually helps to establish these protocols. If you don’t have a travel policy, check out our travel policy FAQ to get started.

SecurityLogic provides peace of mind for travel managers

One of my favorite features of the Christopherson software is our SecurityLogic technology. Perhaps it’s because I can be a worrywart, but the value of this immediate and interactive technology is a lifesaver in dire situations.

For a travel manager, the goal is simple – locate all of your business travelers instantly. Through our AirPortal360 interface, you immediately know how many employees are traveling at a moment’s notice.  We supply a world map view, with pins representing your travelers. From there, you can overlay alerts, warnings, and weather. Really anything that may influence your business travelers is viewable from the map.

SecurityLogic by Christopherson

Using the rest of our technology suite, we offer easy access to your traveler’s itinerary and contact information. Travel, security, and human resource managers are able to locate  travelers and send them messages. Your business travelers can then respond to the security check and let you know they are safe. Our SecurityLogic takes the guessing out of what could be a hectic situation and provides immediate answers.

Christopherson Business Travel is an award-winning corporate travel management company. We’re passionate about assisting companies with their travel, and we think our travel technology and consultative account management does a pretty great job at it.  Contact us to learn more about SecurityLogic or our other travel technology tools.

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Business Travel Guides Travel Management

Guide To Creating An Effective Business Travel Policy

We’ve said before that the cornerstone of an effective travel management program is the business travel policy. Travel policies that are practical and easy to understand have a higher compliance rate and save more money for the company. But where do you start? No business is the same, and neither is their travel policy. Whether you create your own travel policy or with the help of a travel management company, we developed this guide to familiarize professionals with the basics of creating business travel policies.

What is a business travel policy?

A business travel policy is a set of guidelines to be used by companies, travel managers and employees for travel and its related planning. The main objective of an effective travel policy is to keep travelers safe while also adhering to the company’s guidelines, including budget. If your policy is easy to understand, oversees traveler’s security, and up-to-date; compliance will likely be higher as well.

What are the benefits of having a business travel policy?

There are many advantages of utilizing a travel policy for your company. One of the most valuable is establishing clear guidelines. For example, your company might decide to allow business class seating, but only for international travel. This is then stated in the travel policy, so your present and future employees will understand its stipulations.

Travel policies also regulate cost control and savings for your budget. By regulating your traveler’s travel, you can have a better understanding of your budget and where to save moving forward. For example, just by outlining when business class tickets should be used can positively affect your travel budget! Additionally, duty of care responsibilities and safety protocols can be established and outlined. In case of an emergency, these protocols can be immediately adhered and followed.

Is every travel policy the same?

No. Every business travel policy should be created specifically for the company’s needs. No two companies are exactly the same, and neither should be their travel policy. Actually, some companies find they don’t even need a defined travel policy. How often employees travel and who pays for the travel are two important factors. If only one employee travels a couple times a year, you may be able to budget and communicate effectively without needing a full travel policy. Or, if your clients are billed for travel, budget may not be a large concern for your business model. Take a look at your company as a whole and see if it makes sense to create a travel policy. If you find you don’t need one, it’s still important to outline duty of care and safety procedures. 

How do travel policies differ?

Policies should be comprehensive and consistent, but also consider cultural nuances. This is done by differentiating between global and local policies. As the Business Travel Buyer’s Handbook 2016 said, ‘The global policy should rule, and local policies should be stricter.’ If your company is worldwide, you will have conditions that apply to everyone. Then, consider local laws and constraints for travelers in different locations.  What works best for people in the U.S. may be less advisable for people in Asian markets. You can try creating regional travel policies for countries with similar travel management needs. 

How strict should your travel policy be?

Policy rules often depend on the level of control your company wishes to exercise.  For example, some companies stipulate that the cheapest ticket must always be purchased, as long as a layover does not exceed three hours. This policy is focused on cost savings, but pretty strict. Other companies decide not to drill down as harshly. Consider what is most important to the company and the best way to accomplish that objective. Be aware that overly strict policies can hinder compliance and even your traveler’s happiness. If your frequent business travelers have three hour layovers multiple times a week, how will that affect their productivity and job satisfaction? Consider your company culture and its future before implementing a strict policy. 

What is important to include in a business travel policy?

This depends on your objectives and scope of control.  Below are common items often listed in travel policies: 

  • Air travel – Will your travelers have a budget? Should the lowest priced ticket always be purchased? Should non-stop vs. direct flights be defined? 
  • Travel approval – Will managers approve the travel itinerary before it is booked? How will this be done?
  • Hotel suppliers – Will employees always stay with the same hotel supplier? What happens when there is a lower priced room at a different hotel?
  • Car rental – Should you specify what type of cars are allowed as rentals? Compact cars vs. limos? What about using sharing economy cars like Uber? 
  • Reimbursement systems – How will employees be reimbursed for travel expenses? Or will they use a company credit card? Are there repercussions for not submitting receipts? 

Who should create the travel policy?

Input from every department works the best. Having input from a CEO or stakeholder often speeds up the process, as their approval is usually needed anyway. Discuss with HR, accounting, IT and heads of other departments to ensure their cooperation and input. Also, discuss the needs and experiences of current travelers and road warriors. What they consider important may be different than the stakeholders. 

Who is covered under a travel policy?

Travel policies should cover everyone who travels on behalf of your company. Additionally, and this may be the most important tip – keep the policy brief and clear so everyone is covered and understands the policies. Compliance will go out the window if no one understands what’s in the policy.  

Specific details can be outlined for individuals or departments. Some companies differentiate policy guidelines with special consideration for high ranking execs. You probably won’t have interns flying first class, but you also aren’t going to make the CEO fly coach either. Some companies mitigate potential disaster by not allowing more than two or three executives to fly on the same plane should disaster strike. These particular policies are often drafted in an executive level policy, so they are not known to lower level employees.

Road warriors often have their own stipulations. You can specify mileage, reimbursement, or overnight stay threshold within the travel policy too.

Other things to consider when creating a business travel policy

Customized and personalized experiences are becoming more important to travelers. Mobile devices and apps are being used more frequently, catering to specific experiences. If you want compliance to stay high, make it as easy as possible to comply with your policy. Using mobile apps or alternative communication often increases compliance. 

 

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Business Travel Travel Management

7 Tips For Keeping Your Employees Safe While Traveling

Recent events like terrorist attacks across Europe and home-bred violence have left many questioning the safety and security of traveling. And unfortunately for some industries, travel is unavoidable. As an employer overseeing your employees,  it is your responsibility to ensure their safety, even while traveling on your company’s behalf. Duty of care and security issues are a growing concern in recent years, and they are expected to continue. So what can you do to create a safe environment even with these growing safety trends?

According to Business Insurance, the best way to keep concerns at bay is to keep both the company and its business travelers informed with facts and tips. Ensuring that everyone has been briefed with information and on the same page can be vital if the unexpected arises. So during this time of growing uncertainty, how can you and your employees feel more confident about traveling for business? Read our 7 tips below.

7 ways to keep employees safe while traveling

  • One of the first steps is providing information about the upcoming area. Having a real sense of what your road warriors are heading into or what can be expected is often the biggest comfort. Research and briefing on the country, city or neighborhood can often reveal interesting facts or tips. Also providing guidelines or schedules can provide more structure and context for travelers.
    • An interactive resource includes the U.S. State Department’s online Smart Traveler Enrollment Program (STEP). This free service allows U.S. citizens to enroll with the nearest U.S. embassy or consulate when traveling or living abroad. The purpose is to provide latest safety and security  information in the area, and inform the U.S. Embassy of your whereabouts, in case of an emergency.
    • Additional research can be beneficial depending on the area of the traveler. For instance, the US government has released an app for U.S.travelers attending the Rio 2016 Summer Olympics. It provides tourist and safety information about the area, including the location of embassies, hospitals and emergency numbers.
  • Additional duty of care responsibilities for travelers. We know assessing this risk is your biggest responsibility. Has your organization demonstrated you have taken all practicable steps to meet your employee’s health, safety and well-being needs? Is it credible and well documented? Having open and clear communication with your employees are necessary for this assessment. And of course, if your employee does not feel comfortable traveling, you need to listen to these concerns and assess the situation.
  • Know your travelers specific travel needs. Be aware of any individual requirements needed by the traveler, and ensure they are given the appropriate information in order to manage, reduce or eliminate specific risks. Employers should be aware of pre existing medical conditions and confirm the traveling country has adequate medical facilities.
  • Invest in a business travel policy.  Travel policies are created to establish that companies are providing efficient support for their travelers, and travelers are aware of the support given too. Again, communication about what is provided and what to expect can go a long way.
  • Encourage employees to take appropriate health measures beforehand. Providing guidelines on the area to which they are traveling can prepare them for health measures as well.  Recommend your traveler visits their doctor to go over specific risks and prevention methods.
  • Ensure tech and cyber security has been discussed. This is another growing area of concern. Discuss cyber threat methods and the best ways to thwart them.
  • Finally, Make an evacuation plan or communication plan in case the unexpected arises. If the worst does happen, are you prepared? Are you able to immediately communicate with your road warriors if they are in an insecure area? Do they know the communication protocol should something arise? Unfortunately, the answer is usually ‘no’. That’s why we created SecurityLogic as part of our travel technology suite. This application alerts travel managers if a traveler is in an area experiencing threats or attacks. The travel manager can then immediately text or email from the application to immediately make contact and ensure the traveler is safe.

Christopherson Business Travel is a corporate travel management company, dedicated to providing travel solutions for busy businesses. Please don’t hesitate to contact us if you are interested in learning more about travel policies, our proprietary technology, or how we continually save companies time and money.

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