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Many business leaders don’t realise early on that managing corporate travel is a complicated operation. Many smaller-scale companies have no formally designated person to manage the process, which can lead to inefficiencies and a lack of consistency. Others may have multiple people fulfilling travel management roles, creating confusion around who has what responsibilities. In some cases, employees might even have to manage their business trips personally. 

When it comes to corporate travel, you must make sure that you have the basics covered. This includes ensuring that your company has a good travel policy in place. As corporate travel makes a rebound this year following several months of slow growth, you should understand the impacts of numerous factors such as inflation, sustainability, and employee willingness on corporate travel management. 

It’s also important to make sure that your organisation’s guidelines on travel responsibilities and management are clear to all, and that it aligns with the company’s mission. 

What is corporate travel management?

Corporate travel management is an integral part of a company’s operation that contributes to getting the most out of their business trips. It involves the process of planning, organizing, and coordinating all the details involved in business travel. It can be a complex process, especially when you are dealing with international travel. This covers booking flights and hotels, arranging car rental or transportation from the airport, providing any necessary visas and permits, negotiating with local vendors to provide meals and other necessities at an affordable rate, and more. Needless to say, corporate travel management is a crucial part of a company’s operations, and when executed well it can lead to a vital component of employee satisfaction and retention. 

What is the role of a corporate travel manager?

The role of a corporate travel manager is to supervise all aspects of the company’s travel program, including researching travel risks, ensuring travel policy adherence, and travel expense management. They will work with employees to ensure that their travel needs and safety are conveniently secured. They are also in charge of constantly evaluating if the company’s travel management program and process are in their optimal state. It comes as a surprise to some, but travel managers also need to keep track of their employees during business travel as part of the organisation’s duty of care. Aside from that, they also work closely with HR and finance teams to make sure employees are getting reimbursed correctly for travel expenses pulled out of their own pocket, and that they’re aware of any changes in policy or procedure that might affect their company’s travel expenses. In Singapore and other APAC countries, most companies task their travel managers with specific goals, particularly to identify cost savings opportunities. 

What are the qualities of a good business travel manager?

A good business travel manager is someone who can keep track of all the essential information related to your company’s travel needs. They should be able to have insights about travel expenses, travel risk management, itineraries, and more. A good business travel manager understands that corporate travel can be stressful for employees, and they take care of them by making sure they have everything they need before, during, and after their trip — ensuring that their travel plans are as seamless as possible. As far as personality goes, they must be accommodating, organized and detail-oriented. Business travellers would need a strong hand to guide them to ease the anxiety induced by these trips, hence, travel managers need to be able to multitask and work under pressure while still being able to always maintain a professional demeanour.

What is travel risk management?

Travel risk management is a process that helps businesses mitigate the risks associated with business travel. It’s important to manage travel risk because it can affect the success of your business. It can also affect your employees’ safety and well-being. This includes things like ensuring that all employees have appropriate insurance and are taking necessary precautions to make sure they don’t experience loss or injury while travelling. In addition, it requires constant communication between all stakeholders to ensure that appropriate measures are always taken.

What does a travel management company do?

The role of a travel management company (TMC) is to provide services that help you manage your business travel. These services include automating your travel policy, keeping track of your travel expense, as well as booking flights, hotels, and car rentals. They handle any last-minute changes or issues that arise during a trip, such as downgrades, which have become so common recently. A travel management company can also help you make sure that your employees are using the most cost-effective methods when travelling for business. For this, a good travel management company will have access to a global network of suppliers and partners, ensuring that you have access to the best rates and deals on flights, hotels, and car rental. 

What is travel management software?

Travel management software is a system that allows you to manage your travel and expenses, from start to finish, with one central platform. The use of technology in corporate travel management is expanding globally. It’s a great tool for both business owners and business travellers because it can help you save money on travel costs, keep track of spending and compliance requirements, and streamline the entire process. It can be used by small and large organizations, and it can track everything from who is travelling when and how, to how much money is being spent on travel. It’s designed to be easy to use, so you can cut down on the number of steps involved in making travel arrangements and get back to running your business.

What is corporate travel management policy?

A corporate travel management policy is the set of guidelines that govern how an organisation handles business and personal travel. It can include information about how to book flights, approval of business travels, where to stay, expense integration and more. The purpose of a corporate travel management policy is to ensure that both the company and its employee are well protected and informed of the times that business travel is necessary. A well-written corporate travel management policy should be clear and concise so that employees can quickly find what they need when they’re planning their next trip.

Want a better business travel management program?

With TruTrip, you are guaranteed an efficient system for managing your company’s travel management demands. Our software helps you integrate expenses, automate your travel policy, and generate actionable reports. Sign up for a free trial to experience what your business stands to gain with TruTrip.

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