Global travel management specialist Carlson Wagonlit Travel (CWT) provides solutions for organisations in more than 150 countries. PA Life Editor Colette Doyle picks its brain to find out how management assistants can make travel planning that much easier. First, she asked: “CWT recently launched the Travel Stress Index, which measures the financial impact of lost productivity incurred through trip-related stress. What simple steps can PAs take to reduce the tension levels of their executives travelling abroad on business?”
Vincent Lebunetel, Head of CWT Solutions Group for EMEA: At CWT, we see that business travel stress can often be grouped into three categories: time lost, surprises and routine breakers. Looking at the first of these, PAs can ask their travel management company to negotiate elite status for the frequent flyer programme with their preferred carrier in order to clear Customs and security checks faster. They can also arrange for their executives to access the lounge even when they are travelling in economy.
In terms of avoiding any nasty surprises, PAs should ensure their travellers are equipped with mobile devices and have smartphone travel apps to remain informed while on the go. These apps are really handy for travellers and can provide currency convertors, flight notifications, gate changes, destination information and lots more.
Also, if possible, they should advise their boss to travel light. Not having to check in luggage for a short trip not only removes the risk of lost baggage, but also reduces check-in time and waiting for your case on arrival. In order to minimise any break to the normal routine, PAs should avoid booking business travel during weekends, especially for those executives with young children.
PA Life: With so many companies cutting back on their travel budgets, how can office professionals contain costs when booking business travel?
CWT: Book as early as possible to save on fares, which tend to be more expensive the closer you get to departure. Consider ’lowest logical’ airfares – this means looking past the face value of the ticket and weighing up other factors, such as traveller productivity. For instance, even if the cheapest carrier can get your travellers to their destination for the lowest price, bad flight times may mean they arrive tired and less productive. In this case, it might worth booking a slightly more expensive flight, where better travelling times maintain traveller productivity, which in turn benefits the company’s bottom line more than the original ticket savings. It’s all about weighing up the costs.
Take advantage of your TMC’s preferred supplier rates for airlines, hotels and ground transportation services. Be sure to talk to your agency regularly to keep up to date on the best deals.
PA Life: In a recent survey that PA Life conducted, only half of the companies that PAs work for currently use a TMC; what would you say to encourage the other half to retain one?
CWT: TMCs have a great network of suppliers and can negotiate deals, specifically tailored to your company’s needs. If your company has pre-negotiated rates, the TMC can consolidate them with its existing rates. As well as saving money, TMCs offer total security for travellers. All passengers are monitored throughout their time away, and travel disruptions can be predicted and alternative solutions found without the executive or the EA having to do a thing. TMCs have access to a huge pool of data. Previous trips are all recorded and the information is used to anticipate and improve future itineraries.
PA Life: In the same survey, respondents replied that the most difficult part of booking business travel was arranging airline flights – how can a good TMC help make this task easier?
CWT: TMCs have access to the full landscape of supplier offerings and have the knowledge to pinpoint the best deals. Agents are travel experts, and can tell a great deal from a good one. They can also help predict and eliminate any hidden costs. Plus, TMCs have detailed knowledge of flight routes and can find ways to avoid connecting flights and know which days offer the best flight times.
The CWT Solutions Group is the global consulting arm of CWT, which aims to bring about innovation by pushing the boundaries of traditional travel management into new areas. The group is currently exploring emerging solutions such as adaptive travel policies and the use of gaming and scorecards to drive traveller compliance. For more information on CWT Solutions Group, visit the website at cwt-solutions-group.com
