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Business travel is a valuable opportunity to explore new cultures and destinations and to connect with a broader network, and even seal sales. However, it can be expensive and difficult to manage. Companies of all sizes can be faced with the challenge of balancing cost-effectiveness, employee satisfaction and policies with compliance.
When it is time to plan travel arrangements there are several different parties involved: travel managers, travel agents, online booking tools, and employees traveling for work. Each has their own role in the process and the responsibilities.
A travel manager is accountable for the management of corporate travel as well as relations with suppliers such as hotels and airlines. They can negotiate discounted rates and contract rates that are not available to individual travelers. They can also make use of the global distribution system (GDS) to search for flight and hotel options for employees, thereby saving them time and frustration by not having to call every supplier individually.
For large events and meetings the travel management team can search for locations to ensure they’re appropriate for the size of the anticipated audience and the logistics for the meeting. They can also book restaurants, hotels and convention centers to host the event.
Many companies have an entire team of software developers or technology experts who develop and maintain the company’s travel booking system along with other applications that track expenses, convert currency or provide navigation. These are useful for employees who are constantly on the go and assist them in staying on track with their expense reporting, and keep them informed of important updates and changes in the workplace.
