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Business Travel Travel Management

What Does a Corporate Travel Manager Do? Understanding the Travel Management Company Partnership

A corporate travel manager oversees their company’s business travel program and facilitates the organization’s relationship with their travel management company.

Through the travel management company partnership, corporate travel managers are able to develop a strategic plan for their travel program, outline and enforce travel policies, oversee and monitor employees’ business travel activity, negotiate vendor relationships and rates, create risk management plans for employee travel safety, align expense and reporting needs, ensure the ROI of the overall travel program, and more.

For organizations with extensive business travel requirements, or who need to facilitate group travel, or that plan conferences, retreats, and other corporate events, a strong relationship between the organization’s corporate travel manager and a travel management company is essential to the success of the corporate travel program.

What Does A Corporate Travel Manager Do?

A day in the life of a corporate travel manager revolves around aligning the needs of their business travelers with the needs of the company. This alignment occurs in myriad ways, although business traveler safety and ROI are often the highest priorities.

Typically, a corporate travel managers tasks involve:

  • Building a strategic partnership with a travel management company
  • Ensuring traveler safety through risk management plans
  • Providing a travel program that serves the needs of their travelers and facilitates well-being
  • Budgeting and measuring the ROI of the corporate travel program
  • Negotiating rates for air, car rental, and hotel vendor contracts
  • Developing travel policies and enforcing compliance
  • Overseeing their organization’s booking channels and approval process
  • Creating and analyzing reports to understand patterns, find ways to reduce spend, and identify opportunities
  • Integrating corporate travel software that saves time and money
  • Training employees on their corporate travel program’s policies, processes, and technology

Because business travel safety is among a corporate travel manager’s top priorities, daily tasks may also include awareness of travelers on the road and global security issues. And because generating a positive ROI for a company’s travel program is so important, a corporate travel manager is constantly looking for opportunities to streamline costs and manage efficiencies.

Why Corporate Travel Managers Need a Strong Travel Management Company

Any organization that requires business travel should partner with a corporate travel management company. In addition to the support this relationship provides to the corporate travel manager, travel management companies have the expertise and buying power to:

  • Transform Your Corporate Travel Program and Improve Performance

A travel management company not only helps you find the best rates on business travel, but works with your corporate travel manager to understand your organization’s needs, outline goals, develop a travel management plan, and identify key performance indicators that showcase how well your travel program operates, reduces corporate travel spend, and delivers an ROI.

  • Save Money on Corporate Travel

By relying on the expertise of a travel management company, corporate travel managers are able to leverage their organization’s buying power to negotiate the best deals with airlines, hotels, car rental companies, and other business travel service providers. Additionally, travel management companies help corporate travel managers integrate travel policies with booking options to ensure compliance, monitor the reuse of unused airline tickets, and provide both data and consultative services that ultimately save money.

  • Serve Business Travelers 24/7

When employees are business traveling, concerns and needs can arise anytime of the day. This means corporate travel managers need the 24/7 service travel management companies provide. In an emergency, your employees must have a line of communication to solve the issues they may face on the road and around the world.

  • Save Time Managing Your Corporate Travel Program

Corporate travel managers wear many hats. They do not have time to research the countless vendors, rates, and reviews to ensure employees are using the best airline for your company, staying in safe lodging, and renting from the car company that aligns with your goals for every trip. But corporate travel management companies have technology, experience, and expertise to automate your program’s processes, find best rates, and assure that employees are safe.

  • Keep Business Travelers Safe

A strong risk management plan is essential to keeping travelers safe. Corporate travel managers can implement and execute that plan with support from a travel management company who has the technology and relationships required to maintain awareness of global risks, locate travelers, and communicate alerts. And because your corporate travelers have access to 24/7 business travel support, you can be confident that issues will be resolved no matter where they are in the world.

  • Deliver Travel Management Software that Facilitates a Strong Corporate Travel Program

Corporate travel managers need software solutions that facilitate success and make their job easier. By utilizing Christopherson’s integrated business travel technology, corporate travel managers can work more efficiently, access real-time data, and often reduce travel spend.

As for your travelers, road warriors can also easily manage their business travel with Christopherson’s technology. Through convenient booking options, a traveler-centric dashboard, and mobile apps, they can view itineraries, check in for flights and hotels, integrate trip plans, receive alerts, and communicate with your corporate travel agent team.

What Should Corporate Travel Managers Look for in a Travel Management Company?

Corporate travel managers should look for one thing when partnering with a travel management company—proven experience.

A travel management company that has a strong history of client retention will undoubtedly deliver the critical support corporate travel managers need to manage a successful business travel program.

The ideal travel management company will also provide corporate travel managers with:

  • An understanding of and responsiveness to your travel program’s unique needs and goals
  • Helpful ‘round-the-clock support for travelers
  • Consistent, consultative communication
  • Supportive, integrated business travel technology
  • Easy-to-understand data and reporting options

In researching travel management companies, corporate travel managers should first determine their travel program’s needs, goals, and priorities. Then research and develop a list of potential partners. As you refine that prospect list, you can request demos and presentations, or send an RFI or RFP to help you rank respondents. Ultimately, the best travel management company will be able to prove the value of their partnership and answer the vital question—Why should I choose you?

Christopherson Business Travel—The Leading Corporate Travel Agency

While there are dozens of corporate travel management companies, only one provides the unique intersection of personalized support and digital solutions that can propel your travel program forward. With a client retention rate of 97%, Christopherson Business Travel has proven its value and expertise for more than 60 years.

Learn More About Our Travel Advisors

We provide consultative corporate travel services and business travel technologies that will unlock your travel program’s potential. Our dedicated team is available 24/7, 365 days a year.

Request A Demo

 

 

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Business Travel

What is Corporate Travel Management?

Did you know that nearly 1.3 million business trips are taken in the U.S. every single day? According to the Global Business Travel Association that number is expected to rise. Yet, only 60% of companies have a corporate travel policy, the lack of which exposes their company to unnecessary risks like legal complications or overspending. Incorporating a corporate travel management plan can help a company realize a positive ROI on their travel, protect employees while on the road, and improve morale and employee retention rates.

So what is corporate travel management?

Corporate travel management is more than the simple act of booking flights and hotels. It is the integration of an organization’s travel program with a travel management company that can provide expertise in managing travel risks, logistics, budgets and reporting, company travel policies, VIP travel services, unused tickets, and more.

A well-run corporate travel management program empowers employees with industry-best technology, mobile access, and data-based decision making that increases the value of business travel.

What Does A Corporate Travel Management Company Do?

Corporations, non-profits, universities, government agencies, and private businesses of all sizes hire corporate travel management companies to facilitate their corporate travel program. For companies with large travel programs or extensive travel needs, an in-house, on-site travel team may be an ideal service set up, while smaller companies might rely on the corporate travel management company’s agents and online booking tool. Regardless of company size, all clients enjoy the convenience and cost-savings that are accessible through a corporate management company and prefer the peace of mind that comes from having experts handle their business travel needs.

Other benefits of hiring a corporate travel management company are:

  • Reduced costs—From booking airline tickets and hotels to car rentals and insurance, utilizing the leveraged negotiating power of a corporate travel management company helps organizations reduce overall travel expenses. Integrating travel policies and better managing unused airline tickets all lend to reduced costs. Plus, utilizing the expertise of a corporate travel agent means better planned business trips, access to low fare searches, and other money-saving/time-saving opportunities the most savvy business traveler may not be aware of.
  • Managed policies—Corporate travel policies protect your company from unnecessary risk and inform your business travelers of your expectations. These policies are in place to avoid legal problems, meet government and local regulations and requirements, and provide for your employee’s safety while traveling. A well-run corporate travel program that maintains strong risk management and enjoys greater cost savings is based upon travelers’ compliance with a well-written, well-communicated, and fully-integrated corporate travel policy.
  • Time management—Leaving business travelers on their own to plan their trips and find low fares across myriad internet sites with a plethora of options ultimately wastes time. By employing the expertise of experienced corporate travel agents who have the technology and know-how to quickly plan and execute on your travel plans means both time and money is saved with a corporate travel management company.
  • Integrated Online Booking—While there are multiple online booking websites as well as options to book directly with a vendor, doing so potentially means you’ve got reservations in multiple locations for one business trip. A better option is to provide corporate travelers with an online booking tool that is integrated with your program, policy, and negotiated rates so they can still have the autonomy of booking travel online, while keeping those bookings in a centralized location. This also allows the corporate travel manager to maintain duty of care standards and locate travelers in an emergency. A corporate travel management company can provide this technology and assist with full integration.
  • Data & Reporting—Measuring the success of your travel program is critical to justifying travel costs and prove the ROI. A corporate management company will provide the data you need to make informed decisions and deliver the right reporting tools to track spend, savings, traveler behavior, and more.
  • 24/7 365 Day Traveler Support—When your travelers are on the road, they may encounter situations that require support at any hour. By partnering with a corporate travel management company that delivers support 24/7 365 days a year, they can enjoy the peace of mind that comes with having the assistance they need when they need it.
  • Mobile Technology—With mobile technology, your travelers can access their itineraries from anywhere in the world, receive alerts to breaking conditions, and immediately contact support. A mobile access point that has all the needed information at their fingertips is critical when searching for hotel confirmations, car rental locations, and flight information.

What Is The Difference Between a Corporate Travel Management Company and a Travel Agency?

If one word were used to explain the difference between a corporate travel management company and a travel agency, it would be “partnership.”

By partnering with a corporate travel management company you have a relationship you can rely on to help you create and implement travel policies, negotiate vendor agreements, access and integrate the latest trends and best practices, fulfill reporting requirements, and more.

While a travel agency may seem similar, travel agencies typically only manage the booking of travel and do not provide in-depth management, analysis, or expertise on how to build a thriving, cost-effective corporate travel program.

Ultimately, with a corporate travel management company, you get a high level of care and concern for the health and success of the entire corporate travel program as well as the experience to manage it with expertise.

What Tasks Will A Corporate Travel Management Company Perform?

A corporate travel management company ultimately provides the corporate travel software, services, and solutions that help manage business travel spend, traveler bookings, travel policy, unused tickets, vendor relationships, and more. Along with delivering support 24/7 365 days a year, a corporate travel management company also provides risk management tools and support so you know where your travelers are in real time in the event of an emergency.

A few of the tasks corporate travel management companies assist with include:

1 – Book travel and provide itineraries. Whether booking business travel online or with a corporate travel agent, the arrangement of your logisitcs—from flights to hotel to ground transportation—are organized for a seamless travel experience. All bookings are also integrated with corporate travel policies for cost-savings, compliance, and risk management.

2 – Expert vendor negotiations. A key benefit of corporate travel management companies is having the expertise of an Account Manager to assist you in vendor negotiations. Through their expert analysis of your travel program’s patterns and volume, they can leverage your spend with airlines, hoteliers, and car rental companies to get better rates and perks for your travelers.

3 – Traveler profile management. Today’s travelers are savvy. They want to maintain and enjoy their reward program status and be able to count on experiencing their travel preferences even when they’re on the road for work. A corporate travel management company can help you manage those individual and unique traveler profiles so every reservation is booked with those preferences and membership numbers integrated. Perks, rewards, and points are earned and travelers don’t have to enter their info every time they book. It’s a win-win.

4 – Arranging business meetings and events. Whether you are planning a small executive retreat or have a 50,000 person conference to arrange, a corporate travel management company often has a dedicated meetings and incentive trip team to help you handle the unique needs of planning a corporate event. From coordinating audio visual equipment to arranging the shipments of displays to managing attendee registration, a corporate travel management company can direct every detail of the experience you are trying to create.

5 – Integrating corporate travel policy. Having access to integrated corporate travel technology allows you manage a more sophisticated, streamlined, cost-saving travel program. One of the most important things to integrate when you begin working with a corporate travel management company is your travel policy. Doing so allows you to take advantage of your negotiated corporate rates, ensure that you aren’t overspending, maintain better duty of care, and more easily track and report on spend.

What Challenges Do Corporate Travel Management Companies Help Companies Overcome?

As mentioned previously, one of the greatest benefits of partnering with a corporate travel management company is being able to rely on their experience and expertise. This becomes particularly valuable when challenges arise for business travelers on the road. Here are just a few difficulties organizations may face and how a corporate travel management company can help.

Cancelled trips or delayed flights – On average, a cancelled business trip costs a company around $900. Corporate travel management companies help mitigate that cost by:

  • providing ‘round-the-clock service so travelers have rebooking assistance in the moment
  • providing technology to manage unused airline tickets if the trip is cancelled
  • providing assistance in working with vendors for refunds, vouchers, or any recourse available

In 2020, as the COVID-19 pandemic began to unfold, the partnership of a corporate travel management company proved to be essential with the flurry of cancelled business trips.

En route support – Any company with multiple travelers on the road in either domestic or international locations (or both) experiences the challenge of providing support to everyone at all times. A corporate travel management company with 24/7 365 day traveler support mitigates that challenge by delivering assistance to your travelers no matter where they are in the world. For example, if an employee is delayed due to weather conditions or misses a flight or forgot to book a hotel, support can be facilitated, flights can be rebooked, or accommodations quickly made.

En route safety – Duty of care should be a top priority for any company with business travelers. By employing comprehensive travel policies, communicating safety protocols and emergency plans, and utilizing risk management technology, companies can decrease the risks associated with business travel in measure. And if a safety or emergency situation does arise en route, corporate travel management companies can provide the support companies need to get their business travelers home safely.

The New Reality of Business Travel in A Post-COVID World

Managing traveler safety, wellness, and the overall experience throughout the next decade is going to be a top priority for corporate travel managers. The COVID-19 pandemic highlighted the necessity of better managing risk, increasing policy compliance, and implementing strong communication plans.

As we move farther into 2021 with the rollout of vaccines and a return to more normal life, business travel has already begun to resume. Companies are eager to make up lost ground in developing business relationships. After all, nearly ? of business travelers believe that it is difficult to build working business relationships via Zoom calls.

But business travel will certainly look different and any employee hesitation to travel will need to be addressed. Companies need to communicate how their preferred travel vendors are complying with COVID-19 regulations for safety and cleanliness. Companies will also need to take into account border restrictions or required quarantines on either end of a business trip.

A corporate travel management company can provide the resources travel managers need to keep travelers well-informed and make smart, safe decisions for their travel program.

How To Choose A Corporate Travel Management Company

Whether you’ve supported your business travelers internally for two months or twenty years, contacting a corporate travel management company to learn how they can service your unique needs is an essential step to streamlining your travel program.

Here are a few things to look for in a corporate travel management company:

  • Innovative technology with mobile access for travelers
  • Online booking tools and experienced corporate travel agents
  • 24/7 365 customer support
  • Account management to guide your program
  • Extensive vendor networks and leveraged connections
  • Data analytics and reporting tools
  • Global travel expertise

Why Christopherson Is Your Corporate Travel Management Solution

Christopherson Business Travel delivers the industry-leading technology companies need to save money on business travel, achieve their corporate travel program goals, and meet their travelers needs. We also employ the expertise of Account Managers who develop unique travel management plans that help clients deliver an ROI on their business travel. And we provide an easy, integrated booking experience both through the online booking tool or with our corporate travel agents that leaves business travelers satisfied.

To schedule a demo of our program and tools, click here.

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Business Travel Travel Management

Qualities of a Great Corporate Travel Manager

Whether you’re switching from in-house travel management or changing providers, knowing what a good corporate travel manager looks like can be difficult. You want to make sure you and your employees are in good hands; and the best way to do that is ensure your corporate travel manager is up to snuff.

Top qualities of an excellent corporate travel manager

  1. Connections in the industry. Sometimes solving problems comes down to your connections or past experiences. An exceptional manager typically has years of experience under their belt, with a network of contacts to get things done quickly and smoothly. Their connections may even help you get a great deal with a vendor or accommodations.
  2. Has the experience to guide you. Travel pricing can fluctuate by the hour. Having a travel manager that can see the value in a good price or smooth itinerary can be invaluable.
  3. Works well with both large and small accounts. Companies of different sizes have different pain points. Knowing how to effectively and seamlessly work with accounts of each size is the sign of a great travel manager.
  4. Respects privacy and security. Your travel manager will have exposure to personal information. They should be utilizing the latest security tools to protect you and your travelers to help protect it.
  5. Works well on their feet. Impending weather, meeting cancellations, emergencies – there are many variables that can quickly derail travel itineraries. That’s why it’s so important to have a travel manager who can quickly pick up the pieces and move on with an effective plan.
  6. Backed by a powerful agency.  Large travel management companies, like Christopherson often have deals and connections with airlines, hotels or car services. Working through a TMC often saves you time and stress, but more often than not, a lot of money too.
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Travel Management Travel News

Christopherson Leaders plan to attend NBTA

Christopherson is once again planning to a send a contingency of their owners, management, and CCTE’s to the 2009 NBTA Annual Convention, August 23-26, 2009. We invite all corporate travel managers to join us for this great event in San Diego, CA.
NBTA President & CEO, Kevin Maguire, CCTE, GLP, said, “In today’s down economy, travel and meetings budgets are being slashed and some companies have even restricted travel all together. However, despite these economic challenges, corporate travel professionals remain dedicated to their roles in helping to recover from this recession and look to the NBTA Convention for the necessary resources and networking opportunities that will allow them to do so.”
Maguire added, “We know that on average corporate travel buyers who attend the NBTA Convention take away the knowledge, resources and contacts that have helped them to save about 11 percent on their total T&E budgets, which can mean a savings of millions. Now, more than ever, is the time to fine tune corporate travel strategies to successfully navigate a volatile economy and shifting industry.”
For more information about the 2009 NBTA Convention, please visit www.nbtaconvention.org.