According to Bonnie Smith, GM of FCM, deciding who handles your travel arrangements isn’t just admin work but a critical business decision.
“The person booking your travel can make or break your business trip – and maybe even your deal. Get it wrong, and you’re looking at missed opportunities, wasted time, and a lot of frustration,” she said.
She said that there are common pitfalls across various travel booking methods, from in-house arrangements to DIY traveller bookings and traditional travel agents and each approach carries potential risks that could lead to missed opportunities, from booking the wrong locations to failing to adhere to travel policies, ultimately impacting the bottom line and employee satisfaction.
In order to create a hassle free business travel booking system for your company, Smith shared some common business travel booking options, their risks and solutions for seamless business travel.
The in-house approach
“Imagine someone from finance or admin squeezing in travel bookings between their regular tasks. Sounds efficient, right? Well, not exactly,” highlighted Smith.
She said that from booking non-refundable flights on the wrong day to choosing less-than-ideal hotels, the potential for hiccups is real.
“Oversights happen when the company’s travel needs aren’t someone’s primary focus. These aren’t just inconveniences – they can impact business outcomes and eat into your profits, too,” she added.
To help prevent this, she said that if you’re sticking with in-house booking, then consider investing in some training. “Your team needs to understand travel industry best practices, or you’ll keep missing out on savings and efficiencies,” Smith said.
The DIY traveller
Smith noted that letting employees book their own travel seems like a great idea, however, in reality, it can get complicated fast.
She added that from unintentional overspending to accidentally booking outside policy, this approach can lead to some tricky situations.
“Without proper guidelines, self-booking can quickly become a challenge for both travellers and the finance team,” she cautioned.
The business travel expert said that if this is your preferred method, implement a user-friendly booking tool that incorporates your travel policy and make sure everyone actually understands the rules.
The traditional travel agent
Smith also said that using a regular travel agent for business trips is like using a map app that doesn’t update in real time.
“They might not be fully equipped for the complexities of corporate travel. While great for planning holidays, they often lack the specialised tools and knowledge required for effectively managing business travel.
“Think limited reporting capabilities and potential struggles with implementing corporate travel policies,” she said.
The travel management pros
The business travel expert highlighted that travel management companies (TMCs) like FCM specialise in corporate travel, and are armed with industry connections, advanced tech, and the ability to handle everything from simple bookings to travel emergencies.
However, even experts need to be in sync with your company’s needs.
“A good TMC acts as a strategic partner in your business growth. They should understand your company culture, align with your goals, and make your travellers’ lives easier,” she said.
The AI approach
Lastly, the business travel expert noted that Artificial Intelligence is making its mark in travel management, promising streamlined bookings and personalised recommendations but it’s not without its challenges as there’s potential for errors and the risk of losing that human touch when unexpected issues arise.
“AI is a powerful tool, but it works best when combined with human expertise and oversight.”
In conclusion, she said that each approach has its pros and cons and the key is understanding the risks, preparing for potential issues, and having a clear, well-communicated travel policy.
“Regardless of your chosen method, success comes down to clear communication, regular programme reviews, and balancing cost-efficiency with traveller satisfaction,” said Smith.