Travel Manager: 7 Tips for Managing Corporate Travel

I know about your work and everything that goes with it. For this reason, I am writing you a series of tips to facilitate the daily management of your company's trips, so that you can be more efficient in your field.

A professional expert in managing corporate travel must use all their weapons to optimize such trips, saving more time, optimizing budgets and the number of travelers, carrying out more beneficial negotiations, clearer travel policies and, of course, providing one of the best travel experiences, among other functions that encompass the special work of a Travel Manager.

That's why we want to show you a series of tips that can make your work more optimal and especially all the time you spend on it.

Every traveling employee has a mission to fulfill when traveling for business, it is important that we focus on achieving the objective pursued in the business trip and on doing so in the most efficient way and for them we cannot divert our attention.

1. Time savings for a Travel Manager: employees can make their reservations for you.

The entire travel booking process must be well managed, in the best way for the traveler, so that they feel comfortable and confident in their trip and thus fulfill their purpose in the most successful way. And what better way than a travel manager can save time on this task by delegating it to the same employees.

Yes, traveling employees can make the relevant reservations for their trip themselves with the greatest flexibility and complying with the travel policies created by the company automatically. In addition, Vyootrip on its platform manages a traveler profile to make any type of reservation in a matter of seconds. The traveler will not feel alone in this task since they have 360º assistance for any problem.

It is appropriate to optimize tasks and in the profession of a travel manager to dedicate time to other aspects that require it more.

2. You can implement customized travel policies with immediate monitoring.

Running a business involves having expenses from the start, and business trips were not going to be less expensive. Since its inception and management, a series of expenses must already be incurred that must be controlled,

For companies that have a large number of travelers, it is necessary to establish a travel policy, where the maximum prices set and the criteria that are allowed are established. Travelers who undertake their trips must do so under a series of measures and regulations that the company previously imposes. Within these measures, there can be no lack of regulations necessary to guarantee the safety and peace of mind of workers.

When making the rules, you can choose to offer flexibility to workers, listing the possible expenses, indicating the expected budget and the solutions that can be provided (means of transport, place of accommodation, etc.) in this way the worker will make the best decisions about their expenses. The rules must be adapted to the situation, that is, to the frequency with which one travels, the most common destinations and the most efficient means of transport, so that the previously set objectives can be met.

Thanks to new technologies, we can have tools adapted to centralize and automate tasks during business trips. When it comes to implementing our travel policy, everything is much easier to organize through a digital platform where it is clearly defined who is traveling, when, under what conditions and at what price, building a valuable source of information and control for a travel manager.

Personalized travel policies can be made, automating booking processes to provide travelers with autonomy without exceeding expenses. These travelers will be able to make their reservations in compliance with company policies automatically, without having to review them or wait for answers, only if you decide so, since you can decide if travelers can make their reservations or if they require approval, thanks to a flow of approvals.

3. Manage your team.

Success in business travel is also determined by the management of the work team. A travel manager will have to manage his team so that each of the members are clear about their roles and missions within the trip and with them to achieve improve efficiency. Traveling workers must be coordinated with each other and with the company, and good communication between them will bring about an appropriate work environment.

Managing a work team is easier with the help of a web portal containing all the information necessary to control the team, and this is not all, but you can achieve greater organization by creating groups or departments with your company's travelers and thus accessing each of their actions in real time.

With this you will have all the information very organized, without loss of data and supervised, which will save you time searching for data and be more efficient.

4. Control expenses in a simplified and organized way in one place.

We know that taking business trips involves an endless number of invoices for all the contracts in reservations, and all the expenses that occur during the trip and that the company will have to bear. All expenses incurred by the company must be documented in invoices, so that the company does not lose money. In the end, we ended up with a significant amount of paperwork, disorganized and without supervised control.

To make your work easier, wouldn't it be easier to have a single bill at the end of each month? You can forget about having to search through different files for the trips that have been made. It's much easier to have a single Word or PDF that includes all the trips taken, and with a digital platform this is possible. When you have digitized tools such as Travel Relationship Management, you obtain real information about your company's trips and in a simple way to make the best decisions, these reports can also be customized by travelers, departments or any criteria. Finally, time and control are gained by accessing travellers' expenses with a single click.

Nowadays, if you have digitized information, you won't waste time working with a multitude of papers and unnecessary errors will be avoided.

5. Provide instant advice to your company's travelers.

Each of the employees who move from one destination to another is to achieve survival and success for the company, this traveler must take certain actions that will condition the success of their negotiations.

Before, during and after each trip, many doubts arise in the traveler's mind and even more so if the destination is not known for this one, does the hotel where I'm staying have all the services I require? How much should I spend on my meals? How can I change my train ticket for a later one? What bus/car line do I have to take to get around?

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Most of the questions that travelers have during their trip must be resolved as quickly as possible or immediately, so it is appropriate to have special 24/7 assistance for each traveler, so that their concerns and doubts do not constitute a failure in their business objectives.

And it's not enough to have service available for as many hours as possible, but that this care provided is of quality, convenient, efficient and easy for customers. Assistance must be provided through several channels such as chat, WhatsApp, email and telephone. In this way, the traveler can have a wide range and choose the option that is most comfortable and fastest for him.

It's about being with our traveler, every time they need it and in the way they need it, and with the help of Vyootrip you can do it, providing a comfortable solution for you and not just another problem and waste of time.

6. Keep track of travel trends to bring benefits to your company.

When it comes to business travel, we must be aware of everything that happens in the destination we are going to and to the new trends in business travel, to arrive at an advantage.

You should know the trends that are determining the present of business trips such as Bleisure trips (trips that combine elements of business and leisure), the need for personalization of business travelers, the sharing economy for business trips, etc. When you know the new trends and develop them, you can get ahead of the competition and make your company prosper.

With the information portal Localsfy From Vyootrip you can learn about all the global events affecting travel. This help and information portal is aimed at frequent travelers, travel agencies and companies. Real-time information is provided from institutional sources, guides, resources and advice, to travel with the greatest security. In addition, this portal also offers personalized assistance, answering all questions that may arise during current or future trips.

7. Start with travel management software.

To conclude, the best advice we can give you is to have a travel management software for companies.

Nowadays, thanks to advanced technology, we have at our disposal numerous software that facilitate our work. In managing business travel, it would help us manage and automate planning, reservations obtaining better rates, expenses that encompass the entire business travel process, help manage travel budgets and with exhaustive control and monitoring of employee expenses.

In business travel management, we can have different software for each performance or software that contains everything we have mentioned in this article, that is, online booking, compliance with travel policies, tracking travel expenses and analysis and receipt of invoices, all in one.

Como Software for managing reservations Can we mention you Vyootrip, a solution with which you can manage business trips through intelligent technology.

It provides a solution for the entire team, simplifying the booking of trips, providing travelers with the autonomy to book everything in one place and with 360º assistance with the participation of a personal assistant available 24 hours a day and with all the information for your destination with Localsfy for greater confidence and comfort when traveling. For managers, time savings are reduced by reducing reservation management tasks and for financial managers, total control of travel expenses, obtaining all kinds of hotel and transport booking data, optimizing these expenses.

An all-in-one software helps to free you from a lack of control of papers, expenses and time. You can optimize your tasks and not lose sight of everything that a business trip involves.

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