All routes to significant business travel savings start at a business’ travel policy – that’s the good news.
The bad news is that creating and implementing an effective travel policy is one of the most common challenges faced by businesses who are looking to reduce their travel spend. Without the right tools it’s a stumbling block that can appear insurmountable and often leaves travel managers and procurement teams searching for a dark corner and a cold compress.
But times are changing. With travel.cloud, your policy can now be inbuilt to your account with minimal fuss or expense. So once you have your policy written up and ready to go, it’s simply a case of inputting it into your travel.cloud account, and your travellers will be complying in no time.
So how do you create and introduce an effective travel policy that works for both your budget and your travellers? Easy.
Step 1: Get your policy in check
It can be tempting to try and impose a very strict travel policy in an attempt to see quick, dramatic savings. However, this is rarely the most effective plan of action – in fact, the nature of your travel policy should take its cue from your business’ unique culture.
Trying to enforce a policy that is at odds with how your team works is unlikely to produce results; instead, take your cue from other policies and approaches around your organisation and honestly evaluate what’s achievable right now and what could be achieved in the future.
Step 2: Be dynamic
Dynamic travel policies are a new breed of policy that are allowing businesses to break away from more restrictive concepts of cost saving and instead affording travellers more flexibility and choice whilst still exercising control.
Unlike a traditional business travel policy, which gives static guidelines, a dynamic policy’s controls will adapt depending on the options available at the time of booking. For example, instead of saying a rail ticket must be in standard class, you say that it must be within X% of the cheapest option. This gives the traveller choice but concurrently controls costs, delivering best value and a great user experience.
Step 3: Communication is key
Ensuring bookers and travellers are aware of your new policy is vital to its success. Effective and ongoing internal communications will ease your employees into the idea of a more structured booking process.
As with any change management, this need to be tailored to your company’s specific communication rituals, and keeping the communication a two way affair will ensure happier and more compliant bookers.
Step 4: Review & adapt
Not all travel policies last forever – in fact, policies can quickly become outdated and ill-fitting over time, meaning they become ineffective and unsuited to changing requirements.
Consider your team’s feedback to understand how the policy is working in practice. By reviewing regularly, you can ensure your policy continues to work for your business and your employees.
travel.cloud allows you to easily introduce a travel policy that works for your business, making it simple to gain more control over your travel spend. It’s free, so give it a try today!