Op-Ed: How To Begin Assessing Best Travel Management Practices
<B> Op-Ed: How To Begin Assessing Best Travel Management Practices</B>
By Carol Ann Salcito
<hr><i>Carol Ann Salcito is president of Management Alternatives, the travel management consultancy based in Stamford, Conn.</i><hr>
It is human nature to desire confirmation that what you are doing is right. Significant reengineering initiatives throughout Corporate America have made it essential to seek validation of best practices in all business related initiatives. Travel managers worldwide are re-examining their travel programs, benchmarking their findings with peer organizations and exploring creative best practices utilized by those considered successful innovators in the world of travel management processes. Although many a travel manager is involved in a travel program validation, the biggest concern they typically face is how and where to begin the process in order to achieve optimum results.
The how and the where to begin a validation process is more intimidating than difficult:
Gather information on all the components of your existing travel management program, including: travel policy, primary travel supplier agreements, agency agreements, corporate card agreements, travel technology-related agreements as well as all supporting data connected with each agreement. Best practices include: written and signed documents that specify deliverables and expectations, data that can be audited, and optimization of preferred suppliers and agreements.
Focus on travel policy. This is an initiative that provides the greatest opportunity for improvement. Best practices include: clarity, simplicity, up-to-date and easily accessible senior management support and associated compliance measurements.
Choose a peer group for benchmarking purposes. This group should be selected very carefully. Best practices include: establishing a basic set of similar criteria keeping in mind that more than likely you will be the same in only one area, i.e. industry, similar volume, primary travel destinations, etc.
Look closely at each primary (airline, car rental, hotel) supplier agreement. Compare your agreement to your historical data. Best practices include: verifying whether or not you have met your commitment to the supplier.
When comparing your agreements with others, keep in mind your travel policy compliance level and idiosyncrasies that most likely makes you slightly different than your peer group.
Evaluate your achievements regarding travel technology applications. What automated systems have you successfully implemented? Determine the current usage rate by your travelers and travel arrangers, and look for ways to increase usage. Best practices include: automated corporate self-booking systems and electronic expense reporting systems.
If you are still in the deciding stage regarding automated systems, you are missing significant cost avoidance opportunities as well as greater travel management efficiencies.
Conduct focus sessions and/or distribute surveys amongst your travelers and travel arrangers that will elicit their concerns about the current travel program. Best practices include: encouraging input and acting upon suggestions for improvement.
Implementing the ideas of others within your organization creates instant buy-in and support.
A validation study should not be entered into lightly. The above information provides the basic steps for conducting a validation study of current travel practices within an organization. The findings and recommendations that result from such a process and how these are presented to senior management will determine the lifespan of a travel management program.