For small and emerging SMEs, travel is often an important part of the growth strategy. Face-to-face conversations are a great way to solidify relationships, secure clients, and help a business achieve its goals. But if you’re going it alone, travel management can quickly feel overwhelming.

Travel management companies (TMCs) are there for a reason and, happily, they don’t just look after the big guys. Corporate Traveller, for example, manages the travel programmes of over 15,000 SMEs across the globe.

If you are looking to travel, make sure to check Latest Deals for the best flight deals. On their website, you can find hundreds of deals to save money on your next flight.

Here are 9 very good reasons to bring a travel partner on board:

Support

If you’re feeling overworked and time poor, you’re not alone. According to a 2016 report, rather than delegating, 70% of small business owners in the UK prefer to do everything themselves. But while the responsibility for the success of your business – not to mention the financial risk – might fall squarely on your shoulders, outsourcing certain jobs just makes sense.

At the top of list? Travel admin. Say goodbye to call centres, costly mistakes and unnecessary stress by offloading your travel onto a patient, knowledgeable travel expert. They’ll look after every aspect of your travel programme, including after-hours travel support when needed.

Savings

It’s cheaper to book travel yourself, right? In fact, the opposite is almost always true, especially if you’re looking to deliver long-term savings.

Not only will a TMC use their buying power to secure the very best deals on your behalf, but they’ll look closely at your travel goals, book the best airfare types, negotiate favours and waivers, and keep an eye on your travel budget.

Travel policy

Having a formal travel policy in place is still the number one way a business can save money, after all it’s very difficult to keep a handle on costs if everyone in your team is able to book where, when and what they want.

A TMC will help you formulate a travel policy which lays out preferred airlines (for example, low-cost carriers), cabin class, and accommodation suppliers in order to eliminate leakage and keep rogue bookings at bay.

Teamwork

With any luck, a TMC will put a team of people in your corner. For example, Corporate Traveller has an array of experts sitting behind the scenes, from the onboarding experts that hold your hand through the process to the in-house emergency service team and the negotiators that work with airlines and hotels to secure the best possible rates. Choose a TMC that can scale with you, understands your business’s needs and challenges, and becomes an indispensable part of your team.

Technology

Today’s online booking tools are quick, easy-to-use, and a must for any travel programme. Even better? They can be customised to your travel policy, instantly presenting ideal options without bookers having to waste time wading through pages and pages of ‘not quite right’ selections.

In fact, Corporate Traveller’s intelligent booking platform, Melon, is so intuitive you can access the best rates worldwide; book travel in under 5 minutes; chat to your travel expert with one tap; analyse your spend; and handle all your travel admin (like approvals and reporting) in one place.

Sustainability

We know that most SMEs are focused on cost saving, and yet the sustainability conversation can no longer be ignored. Does your company have sustainability goals in place? How green is your travel? Are you keen to incorporate sustainability into your travel programme … but not quite sure where to begin? Even taking that first step can feel overwhelming.
A TMC can help you calculate your current travel footprint, look at ways to reduce your impact, green your supply chain (i.e., selecting green-certified hotels, flying with low-emission providers or choosing airlines with carbon-reduction projects), as well as track and report on your progress.

Safety

Duty of care is a massive responsibility. One better left to the experts. A reputable TMC will vet your travel suppliers, conduct pre-trip risk assessments, share real-time information and travel alerts – and step in to handle any changes should things go awry.

Look for a TMC who can offer traveller tracking and 24-hour support, because as the old saying goes, emergencies don’t keep banker’s hours!

Wellbeing

But it’s not just about getting home safely: health, balance and wellbeing is also important. And yet, for SMEs trying to make ends meet and grow their business, health and wellbeing often falls to the bottom of the list of priorities.

A TMC can help you create a ‘health-centric’ travel policy, in other words, one which supports a happy, well-rested and productive team. Ideas include accepting premium-class bookings for long-haul flights; opting for serviced apartments for longer stays; and negotiating free upgrades and perks (including lounge access). It’s amazing what a good night’s sleep (and even a shower) can achieve when you’re out on the road.

Content

One of the biggest misconceptions when it comes to DIY travel booking, is that there is much more choice on the Internet. In truth, TMCs have access to millions of rates and deals from anywhere in the world, including consumer-facing websites like Expedia.

The latest development in this space is called NDC (or New Distribution Capability), which ensures that all products an airline offers on its own website, such as upgrades, baggage allowances, or priority boarding, are now available in a clear and transparent way to TMCs. Put simply, a TMC will always have the widest range of travel content – and the best deals – at their fingertips.

The life of an entrepreneur is often challenging and rewarding in equal measure. It’s certainly busy. Travel booking shouldn’t add to the load. That’s why we created our free SME Corporate Travel Toolkit. It covers everything you need to build a robust and successful travel programme – one which can take your business to new heights.

Read more:
9 Reasons to have a travel partner

There’s only one direction for business travel costs in the coming year: up. That’s according to the Global Business Travel Forecast 2023, which predicts that airfares will continue to rise 8.5 per cent next year. Hotel prices are also expected to increase by 8.2 per cent in 2023.

There’s no two ways about it: travel can be an expensive business. Who can blame companies for wanting to cut costs wherever possible. That’s where a good TMC is worth its weight in gold. Why? Because they will give you access to exclusive rates and deals – or as they call it: content.

Content covers all the prices, seats, extras, and options a travel professional can see on their screen when they’re searching for flights, hotels, and cars. They quite literally have access to millions of rates and deals from anywhere in the world, including consumer-facing websites like Expedia.

Although airlines have tried in the past to bypass travel agents and TMCs by offering ‘better’ deals online, the latest development in this space (called NDC) has ensured that all products an airline offers on its own website, such as upgrades, extra baggage, or priority boarding, are now available in a clear and transparent way to TMCs.

NDC (or New Distribution Capability) puts the TMC in the driver’s seat when it comes to comparing all the available offers. They have an eagle’s view of everything that is available, which allows them to provide a better service with personalised offers and negotiated value ads, ensuring their client gets the very best deal every time.

Let’s have a look at how having access to ‘content’ gives TMCs the edge when it comes to offering you the very best deals:

Leverage loyalty

Loyalty perks are a great benefit when travelling for business. Free upgrades. Little spoils here and there. Or maybe even a free weekend away with the family. What’s not to love?

Unfortunately, many corporates are worried that they’ll lose their coveted loyalty benefits if they book through a TMC. Nothing could be further from the truth. In fact, TMCs see loyalty programmes as one of the best ways to keep travellers happy while keeping the budget down.

A TMC will capture your travellers’ loyalty membership information so they can make sure they elevate your membership status and allow you to earn the maximum number of points and benefits with every booking. They’ll make sure your travellers enjoy added benefits while your company wracks up free flights and more.

Save your preferences. And your money.

Are your travellers looking for a “seat and seatbelt” on the plane? Or would they like a more comprehensive experience that includes multiple amenities and services. And what about the hotel experience? What makes your travellers smile? Free breakfast? Wi-Fi? A room upgrade?

Those little extras can add up to considerable amounts for the company. When business travellers record their preferences with their TMC, they immediately reap the rewards. You see, TMCs have their dedicated hotel chain and airline besties. That relationship equals exclusive perks that make the travellers as well as the company CFO smile.

Your TMC’s technology and travel team will also be fine-tuned to recommend the right hotels at the right budget and location. If there’s a company policy for amenities or sustainability, that is factored in too.

Make sense of the information overload

Since the beginning of time (and by that I mean since the start of the Internet), everyone has been a travel expert. Or at least they think they are.

The problem is that it’s easy to be blinded by seemingly ‘cheap’ rates available online. What’s more, sourcing the best rates and exclusive deals online takes time. Lots of time. Did you know that the average business traveller visits around 38 websites before booking a trip?

Trust me when I say that a travel expert can do it faster, cheaper, and better. You see, travel experts have access to all the rates you see online and then some. And they have the expertise to find the right rates in the blink of an eye.

Every week, they conduct a comprehensive audit of the different rates with various inclusions at hotels around the world. They cross-reference their own negotiated room rates alongside the best available rates online.

Corporate Traveller crunched the numbers recently and found that across 1000 room nights, the average amount saved by booking a Corporate Traveller rate (vs highest rates available with an OTA or hotel direct) is £28.03 per night. This equates to a 13.9% average saving per room night. When adding the value-added benefits, we found that travellers get an additional 5.3% of added value.

Translate personal data into bespoke deals

Does your company have a favourite business destination? Do your largest clients all live in Paris? Or are you usually jetting off to Tokyo to sign deals. What do you spend, on average, on hotel accommodation? A TMC will take a deep dive into your travel data to identify patterns and habits. If they see lots of bookings for the same hotel in our system, they’ll negotiate a rate that’s exclusive to your company.

A TMC will be able to look at both your past and present travel spend – and identify real savings into the future. They will negotiate (and lock-in) preferential fares and rates on your behalf, and then load the rates into your online booking tool for easy access.

Content is crucial if you want to get the best deals. Thanks to NDC, TMCs now have limitless content at their fingertips, which means more comparison shopping, competitive pricing and great value-adds. Learn more with Corporate Traveller’s SME Corporate Travel Toolkit – with pointers and tips on how to use content to identify the best deals and so much more.

Read more:
4 ways a TMC can unlock exclusive travel deals

Life’s all about balance. Business is all about people. And yet it’s so easy for your balance and wellbeing routine to slip when travellers are out on the road, leaving your people tired, stressed, and resentful.

The best way to keep the wellness balance in check is to ensure a business trip goes according to plan – and even something as simple as a decent night’s sleep can make a huge difference. Of course, business travellers have a personal responsibility when it comes to looking after their health and wellbeing (like eating well, exercising and keeping hydrated), but if you are responsible for your company’s travel programme there are ways you can support their wellbeing.

Get the basics right

Maintaining your travellers’ wellbeing starts with 4 simple basics:

As a booker you need to think carefully about flight times, transit times, meeting times and everything in between. Rushing a meeting to catch a flight is no fun at all. My advice? When in doubt, build in time.

Arrival transport. When your team lands, how are they getting to their hotel or meeting? It might sound obvious, but arrival transport is often the last thing travellers think about.

Work trips can be exhausting.What is your policy around their first day back? Are you flexible – or are they rushing back to the office?

Is your team expected to manage their inbox and usual workload while on the road? Consider lounge access as well as connectivity at their accommodation. Budget-friendly hotels don’t always include a desk area or Wi-Fi.

Build wellbeing into your travel policy

Reminding employees to make time for self-care and sending out tips on stress management is great, but you need to walk the walk. Include a dedicated section in your travel policy covering things like flexible working hours while on the road; lounge access; travel perks; pre or post-holiday opportunities; and even post-trip duvet days.

A ‘health-centric’ travel policy might:

Accept premium class bookings for long-haul and red-eye flights. Budget is important, but consider premium economy fares (or better) for travellers who frequently face long journeys or red-eye flights. It’ll allow for a more comfortable trip and extra legroom – and minimise stress!

Take note of traveller preferences. Check where your travellers like to sit on the plane, what type of meals they enjoy, their special dietary requirements, and their preferred hotels. It’s amazing how the smallest details can make the biggest difference.

Relook accommodation options. It’s time to say goodbye to poky hotel rooms and takeaway meals. Today’s travellers are looking for comfortable spaces, reliable connectivity, and plenty of options to keep fit, eat well, or simply relax and unwind. Consider serviced apartments for longer stays – or select guesthouses where travellers feel at home.

Negotiate perks and upgrades. Many global TMCs will be able to use existing supplier relationships to negotiate special perks. These include free upgrades, priority boarding and lounge access as well as early check-in or late check-out – which is so important for weary travellers.

Keep an eye on traveller stress – and always ask for post-trip feedback

Check-in regularly with your travellers to get feedback on what’s working and what’s not. Measure your progress and make improvements where necessary.

Your TMC should be able to help you put pre- and post-trip surveys together and analyse the results. Corporate Traveller even offers ‘stress-watch’ reporting to help you pin-point travellers who are most at risk of stress (and therefore most in need of support).

Embrace technology

When it comes to stress-free travel, travellers want to feel ‘connected’ and in control. They like to have the right information at their fingertips; receive updates if plans change; and be able to reach out to a ‘real life’ person in an emergency.

According to a new study by Clickatell – How Conversational Chat is Fuelling the Travel Industry – 95% of travellers are looking for a more personalised experience in terms of mobile apps and chatbots– especially when it comes to flight delays and changes.

This is echoed by an April 2022 report by SAP Concur, which shows that business travellers would like their companies to leverage tech to streamline the traveller journey. In fact,

business travellers ranked their top five investment ‘asks’ as:

Apps with real-time travel updates and booking (46%).
Tools for quicker expense reimbursement (43%).
Tools for navigating the latest travel safety requirements (41%).
A travel management system (40%).
An integrated system for travel and expense reporting (39%).

The challenge is finding the right travel platform that works for your business. A good platform, like Corporate Traveller’s Melon, keeps you, your travellers, your bookers and your team in perfect sync.

Put bleisure on the agenda

You’ve heard them all: blended travel, bleisure, workations and even wolidays. All terms for mixing business and leisure, a trend which is only going to grow in popularity as employees (especially younger generations) chase work-life balance. And it’s a win-win for everyone. Business travellers get to add days onto the front or back end of their business trip to relax, recharge or explore new destinations. Businesses reap the benefits of happy, healthy, productive employees. But it does need to be managed carefully. Again, your TMC can help you address bleisure travel in your travel policy, including:

Who pays for what?
Do you have processes in place to ensure the safety of employees?
Who is responsible for travel insurance?
Are leisure days taken as formal leave days?
For SMEs trying to make ends meet, manage their staff and grow their business, health and wellbeing often falls to the bottom of the list of priorities.

Luckily, we’ve covered it in our free SME Corporate Travel Toolkit. This kit will give you pointers on how to craft the perfect travel policy, where to find savings without compromising on traveller safety and so much more. Sign up today!

Read more:
5 tips for maintaining traveller wellbeing

Business travel is, in its very nature, dynamic and changeable. And while COVID-19 was a dramatic demonstration of just how quickly things can go wrong, if you’ve ever had flights affected by strikes or bad weather, or had someone take ill while on the road, you’ll have a fair idea of what it’s like when a trip doesn’t go exactly as planned.

Often SMEs book travel on the fly, and without the support of a dedicated travel expert it can be stressful. Especially when things go wrong. Here are just five good reasons to relook your current approach to risk management and duty of care:

1. Your people are your greatest asset

You simply can’t put a value on a hardworking, productive and committed team, which makes protecting them a pretty big deal.

From managing any (and all) travel concerns with trustworthy advice, real-time information and smart recommendations, to health and safety dashboards and traveller tracking, Corporate Traveller takes a dynamic, decisive approach to duty of care. This includes pre-travel risk assessments, the vetting of suppliers, open communication, travel alerts, and 24-hour support.

Importantly, today’s booking platforms also allow you to take a closer look at your company’s travel data, travel behaviour, and your team’s health and wellbeing.

For example, is one traveller carrying the load when it comes to long-haul flights, early mornings or the dreaded ‘red-eye’? By analysing your travel data, you’ll be able to make certain that your travellers aren’t sleep-deprived or spending too much time away from home. It’s a pro-active approach to your team’s wellbeing – and one that could have a significant impact on attracting and retaining key staff.

2. It boosts traveller confidence

Traveller confidence is everything. The safer your employees feel, the more relaxed and productive they’ll be, which is great for morale, improving staff retention and ultimately the growth and success of your business.

Any TMC worth their salt will be able to assist with pre-trip planning (including visas, destination information, tips and advice), but did you know that tech can make a massive difference?

When travel tech company Amadeus asked 6,000 travellers what would boost their confidence as they returned to travel, a whopping 84% said technology. Interestingly, mobile apps offering on-trip notifications and alerts came in at the top of the list.

Corporate Traveller’s platform, Melon, includes a mobile app which is available across all devices, and uses a blend of artificial intelligence and integrated travel consultant support to keep travellers informed at all times.

This means that if boarding times change, strike action is announced or flights are cancelled, you – and your travellers – will be the first to know. Even better, Melon makes it really easy for travellers to get in touch, with instant support just a tap or call away. A handy chatbot sorts out straightforward queries, while travellers can also opt to be connected to a dedicated travel consultant whenever they need to.

Ultimately, travellers just want a safe and seamless journey. And the knowledge that someone else is in charge when things go wrong.

3. Traveller tracking is where it’s at

The most notable advancements in risk management tools are around traveller tracking. No longer a ‘nice to have’, today’s travel bookers want to know exactly where their travellers are at any given moment. This includes easy access to ‘real time’ data regarding a traveller’s whereabouts and on-the-ground risk conditions.

It’s not as creepy as it sounds, honestly. It’s more so that should anything happen, you can easily get in touch and bring them home.

4. It makes a difference when the chips are down

Although you can do everything in your power to keep your travellers safe, sometimes the unthinkable happens. Take one of our TV production clients, Blast! Films. Their TV crews are used to travelling to remote and far-flung destinations, including the Himalayas, the jungles of Papua and the Canadian wilderness. But it was while on location in Siberia that everything turned upside down.

The Blast! team witnessed a helicopter crash. Thankfully they were safe, but understandably traumatised and shaken up. They were also stranded in Siberia with no supplies – and wanted to come home as soon as possible. Our production, sports and creative division was able to spring into action, organising ground transport and the first available flights out.

5. COVID could still scupper your plans

It’s safe to say that the global pandemic has made even the steeliest travel experts a little wary. And while we’re a million miles from 2020, the situation around the world still looks a little different depending on where you are … or where you’re headed.

A true travel partner will have destination information at their fingertips and know the most up-to-date entry and testing requirements. Although COVID feels like a distant memory, it taught us to ‘never say never’. Arm yourself with the latest information for complete peace of mind.

As a business owner or travel manager, keeping your travellers safe is your top priority. And I’ve barely scratched the surface when it comes to risk management and duty of care.

Luckily, we’ve included it as a chapter in our free SME Corporate Travel Toolkit. This kit will give you pointers on how to craft the perfect travel policy, where to find savings without compromising on traveller safety or sustainability, the pitfalls of unmanaged travel and so much more. Sign up today!

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Safety check: 5 reasons to focus on duty of care