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re-think your travel strategy
AGENDA
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Benefits Depending on size, outsourcing the TM function may allow the sharing of a single head across multiple corporate clients reducing the expense of a head count. Travel Industry expertise is shifted to an external subject matter expert. Outsourcing should assist in cost reduction of TM services. Services may utilised full time, part time or interim.
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Creation of the Company Travel Policy - Implement Travel Policy with client and suppliers.
Establish or Improve business Relationships with key Suppliers Air, Lodging, Car , TMC, Card.
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1960s
1970s
1980s
1990s
2000s
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CURRENT STRUCTURE
International Res.& or Domestic Res. 24 Hour ECC Management Reports
Considerations
TMC
Finance
Override commissions
Procurement Card
What is the level of control from a business and expense perspective? Is service optimal? Management Reports comprehensive? Information Distribution to various departments and divisions consistent? Are Travel Policies, Profiles up to date? New Technology offered to assist in cost containment eg. CBT? Are the preferred suppliers being adhered too and the relationships nurtured? Are Best practice and possible fare options being offered and utilised as the norm? Are you getting the best for your spend? Has a good relationship been established? Are departments informed of potential travel risks, news or promotions daily, weekly? Is Travel Spend Managed adequately? How often is information distributed?
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PROPOSED STRUCTURE
Air Lodging Car CBT Procurement
Potential Benefits Increased Control from a Business perspective Procurement will be updated and kept in the loop constantly. International Res. & / Domestic Res. if Procurement can join in when and if they required. deem necessary. Suppliers Understand they are monitored by someone in the know. Visas Reports can be analysed by someone in the know. Management Reports Information Distribution can be monitored. Travel Policies and Profiles will be kept updated. Travel Alerts Technological advancements will be offered to the business when and if required. 24 Hour ECC Supplier relationships nurtured Monitoring of Best practice best fare options? Improved service levels. Improved information distribution ie potential travel risks, news or promotions Reduced costs as a result of tighter controls. Happier Travelers
Finance
TMC Management Consultant Card IT Internal Processes Travel Policy KPIs / SLAs Traveler needs
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Procurement
The more travel is spoken about as a commodity, the more involvement from Procurement.
Technology
Technology is now playing a role embracing the Business Intelligence to assist procurement in identifying opportunities of cost containment
Finance
Finance is always interested in cost containment.
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Procurement often views Travel as a Commodity, an indirect expense that perhaps cannot be controlled. (Air, Car, Hotel)
The Result Shift within the company as Travel Management is now viewed as a critical expense to manage. Management Consultant works hand in hand with Procurement and Finance. Finance has direct input into Policy Creation Metrics to track performance of Suppliers are introduced - KPIs & SLAs. Working alongside Finance, allow distribution of compliance monitoring to individual divisions, therefore impacting on travel planning and booking behaviour.
Finance
Procurement
Travel Manager
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SERVICES
Services may utilised as needed, and either full time, part time or ad hoc depending on your company's unique requirements.
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Airlines
Spend Analysis Opportunity identification Benchmark accuracies Parnterships
CAR
Car Rate vs Quality Service Delivery
TMC
CAR
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Savings Management
Savings Management
Moderately More Than Last Year + Light Sourcing + Stronger Compliance
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1. Organisational Alignment
How clear is the ownership of the travel policy? How clear is the process for making significant changes to the travel policy? How effective are communications with key stakeholders? How well is Travel organised? How well does procurement interact with operations? To what degree are Travel Councils or Centers of Excellence used successfully?
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2. Financial Alignment
To what extent are the goals of the company tied to compensation? To what extent are travelers or their budgets charged for Travel services? How are commissions, overrides and incentives distributed? Are booking fees charged differently based on the form of booking? Is there any form of subsidisation made to reward the most desired behavior? How effective is the process for obtaining project funding, e.g. for new technology or third-party services?
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3. Supplier Alignment
How strong are your relationships with your main suppliers? What makes it so? How effective are your main suppliers at helping you achieve your goals? How well briefed are they on your goals? To what extent do you have practical goals for your key suppliers? How effective is the feedback and correction process? How successful are your suppliers at bringing you innovations that improve your travel program?
4. Operational Alignment
How well suited is your agencys configuration to your service needs? To what extent are your agency counselors trained to improve compliance to travel policy? How easy is it for your agency and self-booking tool to help shift share to the desired suppliers? How effective is pre-trip approval and self-booking for improving travel policy compliance? To what extent is your agency and card data being consolidated? How effective are your analytical tools at identifying saving opportunities?
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Consolidated Expense =
A common electronic expense reporting tool that can help standardise advances, re-imbursement & aggregate expense data.
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Corporate Booking Tools are becoming mainstream to automate process and enforce best practice. A CBT is a comprehensive travel management solution, that is able to serve every aspect of corporations travel needs through a single entry point!
The internet has changed the rules of doing business, and it has transformed the way we shop, communicate and travel.
Result Sophisticated travel technology solutions More choice More information More security More control in an increasingly mobile world.
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STRATEGIC ASSESMENT PROCESS Business Intelligence determines the Strategy and Tactical agenda to move forward .
ASSESMENT
ONGOING TRAVEL MANAGEMENT Monitor Supplier Monitor Supplier Performance by means Performance by means of Business Reviews. of Business Reviews.
Research & review current Research & review travel behaviour. current travel behaviour. Fact Finding. Fact Finding.
Asses ROI of ROI of Asses selected selected Strategies Strategies RFI from
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QUESTIONS
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QUESTIONS
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Strategy without tactics is the slowest route to victory. Tactics without Strategy is the noise before defeat.
Sun Tzu
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re-think your travel strategy