Have you recently hired a travel management company (TMC) for your organisation? As with any business service, it’s crucial to assess how well the arrangement is working in the first few months.

Here are the five key things your boss really wants you to know about your TMC before you report back.

1. How satisfied are staff members?

When staff are making travel bookings, are they going through the TMC, or complaining about it? If service is poor and the system isn’t user-friendly, staff will book travel themselves, which will be reflected in the bottom line.

Another question to ask is whether employing the services of the TMC has made life easier for your business travellers. If this is the case, the TMC is serving its purpose. If not, it’s time to investigate further.

2. Has it saved the business money?

One of the primary reasons to engage the services of a TMC is to save on your corporate travel. Have the savings promised during the procurement phase been realised? Are the reports on spending readily available for analysis, and easy to understand? If your TMC’s system of reporting isn’t comprehensive or transparent, you won’t be seeing where savings are and where adjustments are needed.

3. Is the TMC going the extra mile?

Anyone can book a flight or hotel, but it usually takes a special service to procure those little added extras. Sure, the TMC is organising travel and finding the best deals, but is the company also going the extra mile? This might include securing upgrades, free Wi-Fi and included breakfast for travellers, and offering staff corporate rates for personal trips. If your TMC is going above and beyond for your organisation, great. If not, perhaps it’s time to renegotiate.

4. How well does it solve problems?

Travel is not without its problems. Flights are rerouted, accommodation changes and travellers may be stranded by natural disasters. How well is your TMC dealing with these sorts of issues when they arise? Are they on hand outside working hours for emergencies? A good TMC will be quick to respond to problems, and will handle issues calmly and efficiently.

5. The level of support

Is your TMC quick to help with forms and answer questions? Does it provide enough support in using the online booking system (OBT)? If your TMC isn’t offering ongoing training and tips on how you can get the most out of the OBT, you’re not getting value for money.

Using a TMC to streamline your corporate travel makes sense for the bottom line. However, it’s vital to analyse how it’s operating along the way, to ensure your organisation is realising the full benefits.

There are many benefits to engaging a TMC to handle your corporate travel. From organising travel in one handy system to helping create travel policies, having a TMC on the books is a good investment. However, there are some specific situations where it’s extra handy to have a TMC on call.

1. When employees experience travel delays

Travel mishaps are unavoidable whether they’re the passenger’s fault or beyond anyone’s control. For example, missing a flight versus being fogged in. Either way, travel issues need to be tended to. Delays and mishaps are undoubtedly frustrating, especially for the traveller stuck in an airport or on the tarmac for hours on end.

However, working with a TMC means there’s a professional on hand. The TMC can handle any flight changes, hotel issues or even car situations should the need arise. Your travel managers can look for alternatives and book these, so you and your staff don’t need to worry about a thing.

2. When employees go rogue

Travel non-compliance is not all uncommon. Despite corporates having travel programs in place, bookings will be made outside of the policy, whether that’s by mistake or intentional. However, if this is happening a lot more than it should be, having a travel management company can help. With a TMC, reporting is ongoing and accessible. Therefore, you can keep tabs on what is going through the appropriate channels and what is slipping through the cracks.

3. When you need to understand your travel expenditure

Any business needs to understand where money is going. In most cases, travel is the third or fourth highest expense after wages. Using a TMC not only cuts the outright cost of travel, it also gives you access to reporting data. Consequently, you’ll have visibility of travel spend and areas where you can improve your bottom line.

4. When duty of care calls

Travel isn’t without risk, and you have a duty of care toward all your employees. The risks of travel can include something as common as a flight delay or more serious issues such as civil unrest. A TMC keep details and a status report of all your travellers. They will also be able to identify immediately if one of your travellers is at risk. A TMC will keep details for all company travellers, from flights, to hotels and car hire right through to tours, in one place. This means contact details can be found immediately and situations can be dealt with as quickly and calmly as possible.

It might seem easy to handle corporate travel yourself – after all, there are a number of booking websites available to help. However, these online websites don’t offer the security, data reporting and streamlined travel management a good TMC provides.

With more businesses looking to outsource their travel management, the number of organisations offering corporate travel services is also growing.

But finding the right travel management company (TMC) for your needs from the multitudes offering their services can be like looking for a needle in a haystack.

Here are five things you should look out for when selecting a TMC to handle your corporate travel.

1. Smooth booking process

You want it to be simple and straightforward for staff to book their travel, otherwise the time they have to spend making travel arrangements will cost your business. A streamlined booking process that makes use of state-of-the-art online booking tools is the foundation of any good TMC.

2. Access to a vast range of carriers and products

The bigger the range of carriers, the more you’ll be able to compare and get the best possible deals on your corporate travel. Conversely, a limited range of carriers means fewer options and a higher probability of bookings being made outside your travel policy.

3. Transparent fee structure

You don’t want to be dealing with hidden costs when you’re working with a TMC. Make sure their fee structure is transparent and you know exactly what you’re being charged for. It’s also a good idea to ensure that when you cancel or change travel bookings, their online booking tool (OBT) displays any penalties or fare changes so you always know what you’re up for.

4. Built-in approval process

The approvals process is one of the differentiating features of corporate travel over personal travel management. Find a TMC with approvals workflows integrated in their online booking tool, so you can have the whole approvals process automated and save time.

5. Reporting on travel spend

Keeping track of travel costs is the best way to stop them getting out of control. A good TMC will be able to provide regular reports on your travel spend, so you can stay on top of your budget.

All TMCs are unique, just like your business. It’s important to find one that’s a good fit. The right TMC can save you money on your travel costs, keep you within budget and find the most efficient logistical solution to get your employees from A to B (and often C, D and E). They will have a workflow that suits your requirements and help you set up a travel policy if you don’t have one. They will also provide immediate support if something goes wrong.

By taking some time to find the right TMC using these criteria, you can stop worrying about travel and focus on developing and running your business.

The level of service has always differentiated the good travel management companies from the best ones. However, these days a vital factor has been added to the equation. You can now say a TMC is as good as its online booking tool (OBT). At JC Travel Professionals, we’ve struggled to find the best solution. We found that at all OBTs in the market had limitations holding our clients back—until we finally discovered Alienta.

More and more corporates are realising the benefits of using an integrated OBT. Unfortunately, not all of these tools are created equal. Because of the complexity of corporate travel, many off-the-shelf tools can’t cope with the intricacies involved. This leaves TMCs struggling to give clients the level of service they deserve.

Alienta is specifically designed to address a number of the common limitations of the existing range of OBTs. Here are some of the ways it helped us surpass our competition and benefit our clients.

Flexibility

Alienta gives our clients the flexibility to display and book complex trips with up to 18 legs. This feature alone is unheard of in our industry although in high demand.

Alienta also gives our multinational clients the power to integrate their global offices. We can set it up in multiple languages, using any currency. Most importantly, clients can make bookings from anywhere in the world.

Another great feature is how easy it is to make changes. Anyone who works in the industry (or travels) knows that modifying ticketed itineraries can be a nightmare. In Alienta, ticketed itineraries are incredibly easy to change online. Not only that, but there’s also complete transparency around fare differences and penalty costs.

Cost savings

Alienta allows us to find the best deals by combining all modes of transport. We can compare flights, trains, buses and even ferries to get the most efficient and cost-effective option for any trip, large or small.

Alienta also combines legacy airlines and low-cost carriers. It gives us the option to view and select each leg separately. This single feature can reduce the cost of a trip by over a third. Additionally, our travellers can store and use credits from different airlines.

Travel policy

Travel policies are one of the areas where corporate and personal travel differ. Creating and adhering to a company’s travel policy is a crucial part of arranging corporate travel. After adopting Alienta, our clients set up their exact policies. They had the flexibility of tailoring exceptions for groups, departments, individuals and so on. In addition, they now have various workflows and associations which automate the entire booking and approval process with 100% compliance.

Customisation

We have clients from various industries with very different needs. Most of them need a customised solution. So you can understand our frustration when most OBTs were unable to cater for all complex requirements. Using Alienta, we can now easily configure markets, customise GDS flight searches or even create custom modules. For example, if a business needs to limit the number of staff allowed on the same flight for insurance purposes, we can do that. The sky is literally the limit with Alienta due to its flexible framework.

Reporting

Reporting is one of the vital requirements we receive from all our corporate clients. Alienta makes reporting a breeze. It enables us to comprehensively report on travel searches and bookings. And to make life easier, Alienta can seamlessly integrate its data with various back office systems. This allows our clients to have all the information they need at their fingertips.

In recent trials, we’ve been able to transact over 98% of our corporate bookings through Alienta. It has revolutionised the way we manage travel, and the benefits are only going to increase. If you’re keen to know more about how we can streamline your corporate travel, contact us.