Business travel can be an excellent way to experience new countries and cultures and connect with a larger network, and seal sales. It can be expensive and challenging to manage. With so many stakes to consider the balance between cost-effectiveness and employee comfort with regulations and compliance is a challenge for organizations of all sizes.
When it involves making travel arrangements there are different parties involved: travel management as well as travel agents and online booking tools and the employees working from home. Each of them has their specific role in the process and the responsibilities.
A travel manager typically oversees the entire corporate travel plan and relationships with travel suppliers, like airlines and hotels. They can negotiate contract rates and discounts that aren’t available to individuals. They can also utilize a global distribution system (GDS) to search for flight and hotel options for employees. This saves them time and stress by not having to contact each individual supplier.
For large meetings and events, the travel management team can scout venues to ensure they’re suitable for the the expected audience and meeting logistics. They can also reserve restaurants, hotels and convention centers to host the event.
Many companies have a dedicated software or technology team that develops and maintains the company’s travel booking system, in addition to other apps specifically designed for tracking expenses and navigation, as well as the conversion of currency. These apps can be helpful for employees on the move and help them keep track of their expense reports, as well as keeping employees informed of important workplace updates and changes.