As an SME, it can often feel like prices are rising around you while the workload intensifies, particularly when business travel is on the cards.
We all know this feeling too well, but that doesn’t have to be the case. Where business travel is concerned, you’re often at the mercy of demand pricing or last-minute requirements which push up the prices on airlines or accommodation.
When this happens, the budget is forced to go up and you still have to carry out all the admin-heavy activities pre-trip, during, and in the aftermath. That’s not to mention the time taken to try and source and then connect with suppliers, with the aim being to build a relationship for greater discounts or benefits.
All of these aspects are time-consuming and can often sit at the bottom of someone’s to-do list while they have to carry out their main role beforehand. However, this can be avoided with a travel management company (TMC) partner and we’ve listed just a few of the many reasons why.
How business travel can add extra pressure on SMEs
We all know the frustrations of booking any kind of travel nowadays, with more options than ever before and mistakes easily made at the click of a button (or even the swipe of a page.)
Things only get more complicated when you add in multiple travellers, all who may have different requirements relating to visas or preferred airports. While the difficulties of a one-off booking can quickly become a distant memory, the extra pressure can reveal itself in business travel that occurs on a more regular basis.
The booking of the trip is only the first hurdle, as there’s also the need to be on the ball with any changes and disruptions that may occur. Incidents like flight cancellations, train strikes, or weather disruptions could require people to work out-of-hours to find a solution as they urgently try to fix the problem.
Beyond this, there’s the matter of travel policies and ensuring these are being adhered to by all involved while managing duty of care obligations too.
Filling the role of a dedicated travel manager: How a TMC partner can offer support
At the SME level, it can be rare to have a dedicated travel manager based in-house, with the department often falling under finance teams, HR, executive assistants, or office managers.
Rather than hiring someone for this position, which would mean another salary, benefits, and training, opt for working with a travel management company who are already experts in working with companies like yours.
Able to offer expert guidance
When you choose a TMC, there’s no learning curve as it’s what they specialise in meaning they can hit the ground running from the very first day.
They will also be able to offer guidance on any burning questions and assist with the more difficult scenarios, like route planning, enforcing a travel policy, helping employees when they’re on the trip, and more. Not only does this result in less time being wasted, but it avoids potentially costly mistakes.
Has a centralised travel management system
Regardless of which department you’re in, there’s nothing more annoying than having multiple processes across a range of systems.
The best way to approach travel management is by having a one singular system that everything can feed into, especially when a booking is more complex than usual. A good TMC will already have this in place or will be able to assist with making this more streamlined.
Think travel policies, visas, booking details, expenses, price comparisons, route planning, traveller management, real-time tracking, and more. When these are combined into one easy-to-find area, it means less errors with booking confusion, less time spent on admin-related tasks and flicking between each one and minimised stress.
Can help with adhering to budgets through supplier relationships
One of the major benefits of working with a TMC is the years of built-up relationships they have created with suppliers.
Whether your employees are used to staying in Hilton hotels in cities across the UK or are frequently travelling with British Airways, a travel management company can utilise their network to provide better deals than what you may find when looking at yourself.
Along with discounted rates, these companies also aim to provide added extras like having breakfast included, early or late check-in, or upgrades where possible.
Having a TMC in your back pocket means you don’t have to spend hours on the phone or researching to see what the best deal for the business is, as they’ll already have this in hand and be able to give you a quote as and when needed.
Able to provide ongoing support, including ‘out of hours’ and emergencies
Instead of a team member in a non-travel-related department being woken up in the middle of the night with a request for a flight to be changed on-the-spot, a TMC will always be there to assist you.
At Good Travel Management, we’re here for you 24/7, around the clock. This means that our team is able to support whenever you need, regardless of times.
As for being able to handle unplanned disruptions (like delayed flights or cancellations), we utilise various technological systems that provide us with real-time alerts. Our expert team can spring into action immediately to help you find alternative arrangements, ensuring your trip remains smooth and stress-free.
We’re well-versed in managing sudden changes in travel plans too, so we’re on hand to quickly adjust your itinerary and make necessary bookings, while guiding you through the changes.
A smarter way to manage business travel
To avoid the hassle and potential pitfalls of trying to manage business travel between different people, instead work alongside a corporate travel management company.
At Good Travel Management, we’re experts at what we do and fully understand the changing needs of SMEs.
With us, you can jump right into business travel without feeling overwhelmed as we’re here to help support you every step of the way. We follow a proactive philosophy that looks after your people from the moment they leave their door, to the moment they return.
We also have smart technology which is tailored to fit you, not the other way around. If you’re ready to embark on business travel without any added pressure, book a free consultation with us here.