Why Travel Managers Should Consolidate Business Travel

The consolidation of business travel has become quite popular over the last few years due to increased corporate trips. When you consolidate, you reduce the number of service providers a company uses when planning a business trip. This reduction of service providers offers travel managers and business employees the ability to develop a great understanding of expectations, procedures, and more. 

Keep reading to learn more reasons why travel managers should consider consolidating business travel. 

1) It Saves Money

Consolidating business travel options can help travel managers save a ton of money. 

Consolidating by purchasing many tickets or placing many reservations at once, you often receive bulk order discounts. Making purchases in this way also allows a travel manager the opportunity to accumulate rewards points at an outstanding rate and earn better deals in the future.

2) Stronger Partnerships are Built

Working with fewer travel-related companies allows travel managers the ability to work closely in an individualized manner.

When you have a strong relationship with companies such as ticket brokers, hotels, transportation services, and restaurants, negotiations are easier because you understand each other’s values and preferences.

Additionally, the travel companies being worked with will consider your business concerns a top priority.

3) Tracking Employees is Easier

As a travel manager, one of your responsibilities is to keep track of each employee on every trip.

Tracking employees is important because it ensures their safety and productivity. The tracking becomes easier when business travel is consolidated because you have fewer establishments and services to look in to. 

For example, if an employee has gone unheard of for a long period, you may need to start looking for them. If you are working with numerous companies, it can be difficult to specify their last known locations. This is because when you have multiple transportation services, restaurants, etc., on your approved list of service providers, there will be many more places to contact in a time-sensitive situation.

Additionally, no research or guesswork is required when tracking an employee, which frees your time for other work duties. 

4) Record-Keeping is Easier

Travel managers are responsible for the record-keeping of all business travel records. Some records include hotel accommodations, expense reports, safety procedures, discounts, and contact information. 

When you work with many other businesses and service providers, the number of records and documents being organized can get out of hand. By consolidating your business travel to one or a few partners, you have far fewer records in your file system.

Having fewer records to sort through helps with productivity and clarity, leaving more time for other tasks. Additionally, when tax time rolls around, having fewer records makes tax filing simple especially if employees travel per-diem. If interested in learning more about per diem travel and tax filing, here is a simplified explanation provided by Hotel Engine

5) Travel Policies are Easier to Create and Understand

Corporate travel policies are necessary documents used to outline specific rules, regulations, and procedures to follow during a business trip. 

These policies are provided to each employee before their departure. When travel options are consolidated, fewer alterations are needed each time a trip is planned. Naturally, this is another time saver for the travel manager. 

Additionally, the consistency provided by consolidated travel options makes understanding them easier to understand.

6) Employees Become More Comfortable Traveling

Consolidated business travel helps employees partake in their journeys more comfortably. 

Employees find the reliable travel policy reliable and easy to become accustomed to. They know they don’t have to worry about ticket and reservation issues, lack of customer service help, or confusion regarding their accommodations. 

Employees following these consolidated travel plans quickly become familiar with the companies their business is partnering with, which decreases any anxiety they may have about their trips.

7) You Develop a Better Understanding of Each Service

When travel managers have fewer partnerships to work with, they develop a great understanding of each partner’s needs and what they can offer. Additionally, travel managers have a great idea of the fine print details regarding each deal made with their partners. 

Having a better understanding of each service is helpful for many other reasons as well, such as:

  • Miscommunications are rare.
  • Errors can be corrected swiftly. 
  • Expectations are well understood.
  • Procedures are well understood

When you partner with fewer companies, you can develop a deep understanding of the services offered because no other provider details are clouding your memory or gripping your focus. Travel managers and employees quickly become familiar with the inner workings of each partnership. 

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