Travel Management

 

Travel Management

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“Penny wise, pound foolish.”

 

If you haven’t heard this saying before, it essentially means that a decision which saves you money in the moment, might end up costing you more in the long run.

And in the world of travel management, this cost can have serious consequences.

 

The Reality of the Situation

In our present day, travelling comes with a certain amount of risk. This year alone saw numerous catastrophic attacks, such as: the shootings in Paris, the Manchester attack during Ariana Grande’s concert, and the Las Vegas shooting in October. It also saw unbelievable natural disasters, like hurricanes Irma and Harvey.

When it comes to business travel management, most companies look to cut costs and increase savings. This isn’t really a surprise.

However, while it might be enticing to save the service fee that a travel management company will charge, the consequence of having an unmanaged corporate travel program is quite high. And more importantly, it leaves any organization open to liability risk. Especially when it comes to traveller safety.

 

When it comes to business travel management, most companies look to cut costs and increase savings.

 

The Problem: Unmanaged Travel

Duty of care law specifies that organizations are responsible for the safety and well-being of their employees. And when business travel is involved, this responsibility becomes even greater.

Organizations that manage their own business travel programs often use outdated methods to track their travellers, like an Excel spreadsheet. Using this type of system means that details can slip through the cracks. And if a catastrophe occurs outside of business hours, locating the list of names will definitely prove to be difficult.

As well, in a recently released study, the GBTA Foundation found that organizations often rely on their travellers to manually forward their itinerary to another person in the organization, as a means of “tracking” them. The problem with relying on travellers is the simple fact that some will most like forget to send their itinerary. And worse, some will probably think it isn’t necessary.

 

Some organizations are dependent on their travellers’ expense reports to know where they are Click To Tweet

 

The GBTA Foundation also discovered that some organizations are dependent on their travellers’ expense reports to know where they are. The biggest problem with this is that expense reports are almost always submitted after the trip has taken place.1

 

The problem with relying on travellers is that some will forget to send their itinerary or don’t think it’s necessary

 

Overall, using any of these systems to track travellers comes with their own set of problems. And when it comes to duty of care law, saving a few pennies in the moment might prove to be costlier should a crisis ever occur, and you cannot locate your travellers.

 

 

The Solution: Travel Management Company

Using a travel management company (TMC) is a great way of meeting your duty of care law obligations.

When travellers book their trips through their designated TMC, their travel information is stored and easily accessible to the organization. Also, if a crisis occurs, the 24-hour emergency support line allows you to find travellers and return them home safely.

And at Encore Travel, we’ve taken it one step further. We’ve added a Travel Risk Management Program to our arsenal of available products. Our Travel Risk Management Program, also known as EncoreSecurity, allows an organization to actively monitor their travellers in real time, and gives them total access to the itinerary details of each of their travellers. And the best part? We review the program continuously to ensure that it remains current and up to date with the latest locating methods.

 

Your TMC is able to help your organization save money. Click To Tweet

 

As a bonus, your TMC is able to help your organization save money! They’re able to work with travel vendors and negotiate special rates for your organization. Also, their comprehensive knowledge of the industry enables them to work with you to create a travel policy geared towards traveller safety, as well as cost savings.

 

Sources

  1. GBTA Foundation: How Traveller Booking Behavior Impacts Safety

 

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