Optimising a business travel programme isnโt merely about cutting costs; it involves creating a balance between cost control, traveller wellbeing and policy compliance while adapting to emerging demands like sustainability and flexibility. Whether refining an existing programme or launching a new one, data is the key to success.ย
Without a comprehensive understanding of travel data, informed decision-making becomes a challenge.
Here are seven essential steps recommended by Clarity Business Travel for optimising a business travel programme
1. Leverage data and technology
Clarity believes that data and technology are crucial for informed decision-making and operational efficiency. By partnering with Clarity, businesses gain access to real-time insights into spending patterns, traveller preferences and compliance rates.ย
Utilising Clarityโs corporate travel software, ClarityGo, offers a seamless booking experience while providing extensive reporting capabilities. This tool allows companies to access data on spend, compliance, emissions and more, enabling them to identify trends, take action, and enhance their travel programme. Whether a large multinational or a growing SME, Clarity delivers the necessary data to optimise travel programmes and improve the traveller experience.ย
2. Set clear objectives
Once youโve analysed your current programme, itโs time to set clear, measurable goals. Whether the aim is to improve booking compliance, reduce costs, or enhance duty of care, specific objectives will guide decisions. For example, if sustainability is a priority, Clarity advises adjusting policies to favour rail travel over domestic flights and road travel. Understanding the impact of various travel choices is essential for shaping these objectives; otherwise, businesses risk setting unattainable targets. Clarity suggests using data to craft campaigns that educate travellers about their options and to select booking technology that aligns with travel policies.ย
While carbon offsetting can play a role in sustainability strategies, Clarity advises using it as part of a broader approach rather than as the primary solution for achieving emissions targets.ย
3. Prioritise traveller wellbeing
Traveller wellbeing is more important than ever. A business travel programme that prioritises comfort, convenience and health will yield happier, more productive travellers. Offering flexibility in travel arrangements and partnering with a TMC that provides 24/7 support can significantly boost traveller satisfaction.ย
It is crucial to ensure that policies, such as meal allowances, reflect current market rates and align with traveller needs. Clarityโs โbite-sized insightsโ blog recently offered tips on tailoring allowances effectively.ย
4. Understand your current programme
Before implementing changes, Clarity recommends conducting a thorough review of the existing travel programme. Identifying areas of overspending and gathering traveller feedback can reveal pain points. Understanding booking habits, policy compliance, and total spend will help set realistic optimisation goals.ย
Understanding the nuances of travel is important: High compliance might arise from misaligned rate caps with the travel profile. Tailoring booking lead times to fit specific travel needs โ for example, considering the differences between international and domestic trips can also enhance programme efficiency. With the right TMC partner, businesses can analyse data to uncover meaningful opportunities for improvement.ย
5. Strengthen and update your travel policy
Creating or updating travel policies involves balancing various objectives, including wellbeing, sustainability and duty of care. Many companies are adopting more flexible policies that empower travellers to make informed decisions while encouraging responsible choices.ย
Flexibility should be paired with clear guidelines to prevent confusion. For instance, Clarity suggests allowing direct flight options to enhance health safety or expanding premium cabin choices to support traveller comfort. A well-balanced policy provides the necessary flexibility without sacrificing compliance.ย
6. Focus on duty of care
In recent years, the complexities of duty of care have intensified. Travel managers must consider factors like geopolitical issues and extreme weather when planning trips. Clarity emphasises that a robust duty of care policy is essential for safeguarding employees.ย
Utilising technology-driven solutions, such as the Track features in ClarityGo, enables real-time monitoring of safety data, allowing travel managers to make swift decisions during crises. With the right tools in place, businesses can ensure their employees are well-supported, no matter where they are.ย
7. Regularly review and refine
Optimisation is an ongoing process. As business and traveller needs evolve, so too must travel programmes and policies. Regular reviews of data, policies and traveller feedback are vital for continuous improvement. Clarity encourages companies to assess how their policy accommodates rail travel, particularly for non-essential journeys and to promote avoidance of expensive ticket types like Anytime Returns.ย
What next?
A well-optimised travel programme is one that saves money without sacrificing traveller wellbeing or policy compliance. By leveraging technology, strengthening your travel policy and keeping your duty of care in mind, youโll create a programme that supports your business goals and keeps your travellers happy.ย
For organisations seeking guidance in navigating the complexities of business travel, Clarityโs team is ready to help travellers make smarter choices.ย
Clarity Business Travel is a PA Life Recommended Supplier.
