Tips To Choose A Corporate Travel Agency

Travel costs,employee satisfaction and security may be significantly impacted by the corporate travel firm you choose to work with. The 9 recommendations below will help you select a corporate travel agency that will best serve the needs of your company.

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  Do Your Research

Investigating all of your options thoroughly is the first and most important step in selecting a corporate travel agency. It is advisable to study online reviews and ratings of clients on both the companies’ as well as other websites. This provides details on their reputation, level of customer satisfaction, and service quality. Additionally, you should find out whether they have any past experience working with companies in your specific industry. Since big companies might have more resources and smaller ones may offer more customized care, it is crucial to consider the agency’s size. By narrowing down your selection based on assessments as well as considerations of business size as well as competence, you may choose your top three prospects to contact for further information.

• Assess Technology and Booking Tools

It is critical to experiment with the digital technology solutions provided by business travel companies, such as traveler applications as well as online booking tools. Employees will utilize these websites as well as the applications to arrange trips and get travel-related information. Examine how simple it is to use and personalize the agency’s apps and booking website. Make certain that they include essential components such as passenger self-booking as well as approval processes. The technology must be compatible with your company’s existing HR and expenditure reporting systems. When compared to an agency that works more manually, the level of technical complexity of the agency will help decide how much the booking and other travel processes can be sped up and lowered, potentially saving time as well as money.

• Check Payment and Billing Options

Discuss payment methods such direct billing, and T&E cards, as well as pre-paid accounts. Direct billing is convenient; however, it may incur more expenditures. Inquire about additional expenses like as booking and convenience fees as well as the invoice structure. It is essential to have transparent invoices with itemized costs for spending reporting along with approvals.

• Evaluation of Customer Support and Service

Excellent customer service should be any business travel partner’s first priority. Obtain information about the usual call wait times, and office hours, as well as email/message response times. Discover the company’s response to critical issues including postponed flights, lost luggage, and medical problems associated with travel. A bilingual staff and round-the-clock emergency assistance are ideal. Take service level agreements into account for significant issues.

• Request References from Similar Companies

Request for three to five references from companies of similar size and industry. Contact the references to get first-hand accounts of their interactions with the agency, paying special attention to customer service, technological proficiency, and value obtained. References may provide informative, insider perspectives that may be utilized to evaluate a candidate’s performance as well as fit.

• Negotiate fees and rates

You have the negotiating leverage to get low-cost flights, and accommodation, as well as additional services thanks to corporate travel volume. Talk about any customary markups or charges that are added on to travel costs. In light of the commitments of  yearly spending, inquire about additional expenses as well as how they may be mitigated. By bargaining in advance, you may enhance your savings.

• Evaluate Reporting and Analytics

Data analytics and accurate reporting are essential for managing a corporate travel program. Inquire about the agency’s standard reports, such as the cost center, or a supplier, or passenger-by-passenger expenditure analysis. Inquire about the ability to link reporting to your finance or human resources programs, as well as customization options. Insightful data on spending patterns as well as prospective cost-saving options can be provided via advanced analytics. 

• Verify the size and stability of the agency 

Smaller agencies could offer more specialized service, but be sure the agency is large along with stable enough to meet your company’s needs in the long term. Consider factors including the total annual travel budget that is under monitoring, the number of full-time workers, the length of time the company has been in business, as well as the company’s financial health. An agency ought to have the resources and expertise required to grow with your travel plan.

• Assess Commitment to Duty of Care 

Duty of care refers to the organization’s responsibility to uphold travelers’ security, and safety, as well as wellness. Talk about traveler resources, and emergency response protocols, as well as destination rules for high-risk travel, along with security training. Through approved programs as well as ongoing support, an organization should demonstrate a strong sense of duty of care. This is especially important for multinational businesses with global operations.

Conclusion

You may assess agencies based on these crucial qualities and select a corporate travel agent who is ready to deliver excellent service, and control costs, as well as fulfill the objectives of your business both now and when your travel program develops over time. It is simpler to create the conditions for a long-lasting, successful cooperation if due diligence is carried out beforehand.