A quick guide to switching corporate travel providers

Krizia Mojado
Krizia Mojado
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For many businesses, the thought of switching their travel provider can be daunting, even when clear indicators suggest a change is needed. While hesitation is understan-dable, it’s essential to recognize that inaction can come at a cost. 

In fact, a significant portion of travel managers are considering switching their company’s OBT within the next two to three years, according to Global Business Travel Association’s (GBTA) survey.

The process of transitioning to a new corporate Travel Management Company (TMC) might seem extensive and challenging, but it doesn’t have to be. Dive into our quick guide to understand how making the switch can be smoother than you think.

Quick Checklist: Is it time to switch your TMC?

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Switching your Travel Management Company (TMC) is a significant decision. To help you determine if it’s the right time, consider the following indicators:

Platform Issues:

Are you frequently encountering glitches, slow load times, or other technical problems with the platform? A reliable TMC should offer a seamless digital experience.

Lack of Customization:

If your TMC is rigid and unwilling to tailor their services to your specific needs, it might be a sign that they’re not the right fit for your business.

Delayed Support Responses:

Timely support is crucial, especially in the dynamic world of business travel. If you’re left waiting for resolutions, it’s a red flag.

Unmet Savings Expectations:

One of the primary reasons companies partner with TMCs is to achieve cost savings. If you’re not realizing the savings you were promised, it’s time to reconsider.

Why companies hesitate to switch TMCs

Switching to a new Travel Management Company (TMC) can seem like a daunting task, but understanding the common concerns and their solutions can make the decision clearer.

Fear of the Unknown:

Many companies are wary of venturing into unfamiliar territory with a new platform. However, at TruTrip, we’re dedicated to continuous innovation. Our platform is designed with businesses in mind, ensuring a user-friendly experience that addresses your company’s unique needs.

Contractual Concerns:

The perceived hassle of ending a contract and transitioning to a new provider can be a deterrent. In reality, the process is more straightforward than it seems. Most TMC contracts come with a predetermined end date. Companies can simply opt not to renew, making the switch to a new provider a hassle-free decision.

Employee Onboarding:

The thought of re-training employees on a new platform can be overwhelming. But with TruTrip, you’re not alone in this journey. Our team is committed to ensuring a smooth transition for everyone involved. With 24/7 support and comprehensive training modules, we ensure that your employees feel confident and comfortable using our platform from day one.

Indicators of a good travel management company

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If you’ve decided that a switch is in order, it’s essential to know what to look for in your next TMC. Here are some key indicators of a top-tier TMC:

Cost Efficiency:

A premier TMC should provide solutions that strike the right balance between cost and quality. They should be adept at optimizing travel budgets, ensuring you get the best value without sacrificing the quality of the travel experience.

Unwavering Support:

In the unpredictable realm of business travel, round-the-clock customer service is non-negotiable. Assess a TMC’s responsiveness, problem-solving capabilities, and the ease with which you can reach their support team, especially during emergencies.

Technological Edge:

A good TMC goes beyond just providing basic booking tools, it should have the needed travel integrations related and needed to make up a good travel management program. They should be at the forefront of travel technology, offering innovative solutions that adapt to the changing needs of businesses and travellers alike.

Deep Industry Expertise:

The world of business travel is intricate, filled with nuances and strategies that can make a significant difference. A top-notch TMC will have seasoned experts who can guide you through the maze. Whether it’s advising on cost-saving strategies, crafting effective travel policies, or sharing insights on traveller behaviour, their expertise should be a valuable resource for your company.

How to go about the switch? 

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Tidy up with your previous provider

Before you make the move, ensure all loose ends with your former TMC are tied up. This includes:

  • Closing accounts and settling any outstanding balances.
  • Removing or deleting sensitive information, especially bank details.
  • Downloading all necessary reports and data for future reference and evaluation.
  • Stakeholder Alignment:
Engage with key stakeholders

Transitioning to a new TMC is a collaborative effort, gathering the team to identify needs, expectations, and potential challenges. A good TMC will assist in bridging gaps and streamlining decision-making processes during this phase.

Choosing the right travel solution

This step involves formalizing your partnership with the new TMC. While some TMCs may have fixed contract durations, at TruTrip, we prioritize flexibility. Clients can choose contract lengths that align with their business needs and objectives.

Policy Integration

A seamless travel experience hinges on clear policies. Most TMC platforms allow you to integrate your company’s travel policy. However, the depth of implementation and personalization can vary. Ensure the TMC can adapt the platform to reflect your company’s unique travel guidelines.

Onboarding your team

A smooth transition for your travellers is crucial. TMCs typically offer orientation and onboarding sessions to familiarize employees with the new platform. Start with key personnel like travel managers and administrators, ensuring they’re well-equipped to guide the rest of the team.

Book your first corporate travel

With everything set up, it’s time to put the new system to the test. Book your first business trip through the new TMC and evaluate the experience. This initial booking can provide valuable insights and highlight areas for further optimization.

Discover the TruTrip Difference

Considering a new travel management solution? Experience the best of both worlds with TruTrip. We’ve combined the efficiency of cutting-edge technology with the personal touch of traditional travel agencies.

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Transparent & Cost-Effective: Dive into a solution that offers absolute price transparency, ensuring you get the best value without hidden fees.
Rapid Support: Our dedicated team boasts a median response time of just 2 minutes, ensuring you’re never left waiting.
All-in-One Platform: With TruTrip, say goodbye to scattered information. Our platform centralizes all your travel details while preserving the human touch that makes travel special.

Skeptical? We understand. Let’s let our platform do the talking. Schedule a demo with us and witness the TruTrip difference firsthand.