How to Develop a Business Travel Policy 

How to Develop a Business Travel Policy 

How to Develop a Business Travel Policy 
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Written by Emma Marais

Developing a business travel policy is essential for any company embarking on travel for business purposes. However, trying to figure out where to start or what to include in a travel policy can feel like an overwhelming and impossible task. Many businesses are turning to travel management companies to help them develop their business travel policies due to their expertise. 

Developing a travel policy is extremely important and comes with many questions. That’s why we have put together the most common questions asked about travel policies along with the answers. Below we will cover what is a travel policy, why you need one, how to develop one and what to include in it. 

Let’s start with the basics.

A travel policy is extremely important and beneficial for both the employee and the business. Developing a comprehensive travel policy allows all business trips to be cost-effective and successful.

What is a business travel policy?

A travel policy is a guideline for business travellers to follow on their business journeys. A travel policy covers various aspects of business travel from booking accommodation to emergency procedures. It also reflects the culture and values of the company and should show a business’s support for their travellers and their needs. A travel policy isn’t only about booking your business trip, it also controls the before, during and after of a business journey. 

 

Why do you need to have a business travel policy?

Having a travel policy can be highly beneficial for both the business and its employees. 

Here are some of the benefits of having a travel policy:

1.) Traveller Safety: Your traveller’s safety should be a business’s number one priority. A travel policy ensures your traveller’s safety while on a business trip. It includes various details and stipulations to keep travellers safe, including the type of transport to use late at night as well as information about travel insurance. A travel policy allows businesses to manage their traveller’s safety and experience. 

2.) Saves businesses money: Travel policies help businesses manage their travel costs and provide them with insight into their travel expenses. Travel policies give travellers the expected costs for accommodation, transport, flights and meals. These guidelines ensure there is no unnecessary spending of the business’s money while on a business trip. Travel policies can also help businesses create better budgets through their valuable insights into travel expenses. 

3.) Allows a more streamlined process: Travel policies allow for a more simplified approval process. With a travel policy in place including all the necessary guidelines travellers don’t need to check with the management for approval every step of the booking process. This saves businesses, management and travellers valuable time when planning a business trip. Travel policies also list all the businesses’ preferred vendors allowing travellers to easily and quickly make the necessary booking from the already approved and trusted vendors. 

Business Travel Policy

How do you develop a business travel policy?

Planning a business trip requires a lot of different arrangements which is why it’s important to have a comprehensive travel policy. Developing a travel policy with clear guidelines and procedures will ensure your traveller’s safety as well as help your employees not overspend.

So where do you start? The following are important aspects to consider when developing a travel policy:

1. Objectives and Goals – Decide what your objectives and goals are for your business travel and clearly define them in your travel policy. These objectives can include ensuring traveller safety, keeping costs down etcWhen you have clearly defined these objectives and goals it makes it easier to develop a travel policy that addresses these specific needs. 

2. Travellers’ needs – Ensure your travel policy always puts your traveller’s safety and their needs first. Your travel policy should provide travellers with emergency plans and procedures as well as the contact information for whom they need to contact in times of an emergency. It’s recommended to get your travellers, managers etc involved in creating this section so you can discuss and find out what your employees’ specific needs are, and what challenges they face during a business trip. 

3. Options- Having a good experience while on a business trip is beneficial for travellers and the business. Allowing your employees to have a choice in where they stay or what airline they use will facilitate this. You can ensure your employees don’t overspend with their choices by putting a cap on the star ratings of hotels or creating a food budget for dining out.

4. Clear Guidelines- Your travel policy needs to have detailed and clear guidelines for all aspects of business travel. There should be no room for confusion or doubt in a travel policy. Develop clear rules and guidelines for everything from accommodation to additional expenses. Make sure your travellers understand what is expected and what the procedures are.

5. Travel Policy Communication- It’s essential that your travel policy is easily available to all employees. Make sure travellers have access to it at all times through a platform that they can access with or without the internet. It’s also important that you communicate the travel policy to ensure it is stuck to and enforced. 

 

What should be included in a business travel policy?

Your travel policy should include the needs of your specific business and travellers. However, most businesses share key areas and should include the following in their travel policies:

-Guidelines for booking Airlines, railways, hotels and rental cars.

– Guidelines for using other modes of transportation like Uber or taxis.

-Guidelines for on-site spending. This includes meals, entertainment, WIFI and phone calls.

-Guidelines on safety and security for both work materials and equipment and personal safety. 

-Guidelines on the approvals process travellers need to adhere to.

-Guidelines on receiving or buying gifts during a business trip.

-Guidelines for the payment of expenses during a business trip

-Guidelines on reimbursements.

 

For a business to have effective business trips that ensure travellers’ safety and keep travel costs low it’s essential to develop a comprehensive travel policy. Make sure your travel policy is clear and well communicated to management and travellers. 

The Travel Group is a travel management company that offers many business travel services including helping you develop a travel policy. Their industry experts know exactly what is needed for your travel policy to be effective and are ready to help answer any questions you have. Their comprehensive business travel services mean they can help you plan and organise every aspect of your business trips. Take a free travel assessment to see what they can do for you. 

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Business Travel Agency – What can they do for you?

Business Travel Agency – What can they do for you?

Business Travel Agency – What can they do for you?
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F8D0C7Bf96701D8E9A8Fbf9F1Cf899E4?S=96&D=Mm&R=G

Written by Emma Marais

If you have ever been part of the process of planning, booking, and making sure a business trip runs smoothly then you know how much time and admin it takes. Using a business travel agency is highly beneficial for businesses and can save you precious time and money. Thanks to their industry knowledge, business travel agencies can elevate your business trips and make them more effective and successful.

Below we will look at what a business travel agency is and all the benefits that come with their services.

Business trips can be extremely stressful and overwhelming.  Having a business travel agency handle the ins and outs for you ensures your business trips run smoothly and effectively. 

What is a business travel agency?

A business travel agency or a travel management company (TMC) are industry experts who create customised business trips according to your specific needs and objectives. They help plan every detail of your business trip from booking flights to dinner reservationsA business travel agency not only manages your travel needs they provide valuable insights and advice. 

Why should you use a business travel agency?

Using a business travel agency to manage your business trips provides you with many benefits.  The various services they offer mean your business trips are cost-effective, well-planned and effective. 

 

The benefits of using a business travel agency:

Great deals and savings- Business travel agencies have access to deals that the general public doesn’t have through their extensive network of travel providers and vendorsThis means when you use their services you have access to their network and exclusive deals and rates. 

Professional itineraries- Business travel agents have the expertise to create itineraries for any business trip no matter how complicated. Their knowledge will ensure your itinerary is well-planned and effective allowing you to have a great business travel experience. 

Assist with duty of care- It’s extremely important to have a system in place for locating and assisting your employees while on a business tripDuty of care ensures your employees are safe and supported at all times while on their journey. A business Travel agency can assist by giving you advice and tools for travel safety to ensure you meet the duty of care requirements. 

Offer sound advice- Their extensive knowledge allows them to give you advice about hotels, transport and much more.  During emergencies or disruptions on your journey, a business travel agency can advise you in real time on the best solutions. This makes the travelling experience less stressful as you know someone is there for you and can assist when you need help. 

Arrange travel visas- Applying for the necessary visas well in advance is important for business travellers. Business travel agencies can assist you with organising and getting all needed visas and documents in good time. Their services can include assisting you with the application, providing advice and summiting it on your behalf. 

Make bookings- Business travel agencies handle all the booking processes for flights, accommodation, transport etc for youThis saves businesses valuable time. They ensure that they book according to your specific needs and always stay in line with your travel policy. 

Help develop a travel policy- Businesses need to have a well-put-together travel policy for all business trips. This policy should cover accommodation guidelines, travel and entertainment guidelines, flight guidelines etc. A business travel agency can help you develop a travel policy for your specific business.

Business Travel Agency

What can The Travel Group do for you?

The Travel Group is a business travel agency that has been around for many years. Their travel solutions are built around their client’s specific needs for the business trip. The Travel Group’s consultants are industry experts who provide their clients with sound advice and reliable information in real time. They provide you with a dedicated travel expert who is available to assist you 24/7This gives you peace of mind knowing they are ready to help you whenever you need it

The Travel Group offer a complete travel solution from booking accommodation to organising VIP services. As they are a fully comprehensive business travel solution for any size company they know how to save you money and make the most out of your business travel budget. Their business travel solutions include comprehensive booking services, competitive price negotiations, itinerary planning and optimisation, travel budget planning and optimisation, support during travels and more. 

 

Booking business travel isn’t as straightforward as it seemsBusiness travel requires extensive planning and research and is a time-consuming process with many factors to consider. Using a business travel agency to handle your business travel can save your business valuable time and money as well as alleviate the stress around booking business trips. 

Book a free travel assessment with The Travel Group and see what they can do for you and your business travel needs. 

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Finding the Right Transport for Business Travellers 

Finding the Right Transport for Business Travellers 

Finding the Right Transport for Business Travellers 
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F8D0C7Bf96701D8E9A8Fbf9F1Cf899E4?S=96&D=Mm&R=G

Written by Emma Marais

Securing efficient and reliable transport for business travellers is essential for a productive and successful trip. Business trips are normally fast-paced with travellers juggling meetings, and tight itineraries. This means finding the best transport to get your travellers to their destination and back is extremely important. As each trip is unique it’s important to look at various transport options so you can find the transportation that fits your specific needs.

This blog will cover types of business travel and transport options and how to find the best transport for your business trip.

The type of transport you choose for your business travellers can play a significant role in the productivity and success of a business trip .

Types of business travel:

Any trip taken for the purpose of work is considered business travel. Below is a list of the main types of business travel :

Client Meetings: Meeting clients face-to-face is an important part of keeping a strong client relationship. Employees might need to travel to see clients for various business reasons. Client meetings can take place in the office or at venues like a restaurant. This requires having transport that will get you to your destination on time and easily.

Events and conferences: Conferences and events are a great way for businesses to network and find new prospects. Employees may attend seminars, workshops, networking sessions and even organised social get-togethers. This will require that reliable and efficient transport is organised for employees to get from venue to venue quickly and without hassle.

Visiting other offices: Many businesses have multiple offices either nationally or even internationally. Employees might have to travel to various offices for discussions about projects or specific strategies. Leadership might travel to the various offices to ensure the culture of the business is integrated into all offices.

Company retreats: Company retreats are a great way of building the company’s culture and growing the relationships between employees. These team-building getaways are important to increase morale and can result in a more productive team of employees. Finding the right transport to get all travellers to the same place at the same time safely is important.

Blesiure: This is a popular type of business travel as any business trip could be turned into blesuire. This type of business travel means travellers extend their business trip to add personal time for sightseeing or relaxation. This can have many benefits for the employer as well as the employees. This requires businesses to have the right corporate travel policies.

Types of ground transport for business travellers: 

Various transport is required to get from point A to point B. There are many transport options meaning business travellers can find the right transport for their specific needs. These transport options include :

Company cars: This can be a highly convenient option for businesses however the costs that come with owning a fleet can have a serious financial impact on businesses.

Public transport: This transportation is a more environmentally friendly option and cost-effective. This includes transportation via buses and trains. This option isn’t the most reliable as there are many factors like rush hour, maintenance, and delays that can affect your time of travel.

Taxis: This option allows travellers to prepare or work while travelling. Using taxis for transportation also normally comes with high travel costs.

Rental car: Hiring a car to drive yourself to a destination allows more simplicity for business travellers. This transportation can be expensive and takes preparation time away from a business traveller.

Managing Travel Visas And Work Permits

How to find the best transport for business trips:

Different types of business travel require different types of transport. Choosing transportation that will be best for your business traveller’s specific needs is important. Here are a few things to consider when choosing transport for business travellers.

Cost- Is the transport in line with the budget and cost-effective? Keeping your travel costs low and in line with your travel policy is essential.

Distance- How far is the destination? Choose transport that will provide travellers with a comfortable and safe journey to their destination as quickly as possible. For business travel, it’s a good idea to choose transport that will give travellers the most direct route to their destination.

Sustainability- Which transportation will be better in line with your sustainability policies? Choose transportation that will lower your carbon footprint where possible.

Accessibility- Do your travellers have accessibility needs? Look at transport options that will be best for your specific traveller and their needs.

Number of travellers- Do you need Group bookings? If a number of travellers need to go to a specific location finding group booking options that will lower your costs is beneficial.

Seniority- Are leadership or executives in need of transport? Look for transport that offers upgrades or other travel perks for travellers of seniority.

 

In conclusion, choosing the right transport for business travellers is essential. Choosing transport that provides efficiency, and reliability while staying in line with travel policies is important for business trips. It’s important that business travellers have a good travel experience and transportation plays a significant role in their experience.

Using a TMC like The Travel Group for your business travel needs will ensure your business travellers always receive the best transportation for their business trips. The Travel Group provides many travel solutions that will make your business trips efficient and less stressful. Book a free travel assessment to see what they can do for you and your business travels.

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Group Travel for Businesses

Group Travel for Businesses

Group Travel for Businesses
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Written by Emma Marais

Booking Group travel for businesses can be a messy, frustrating and overwhelming process. Making sure everything is thoroughly planned out and organised is essential for any group travel. As there are so many different moving parts with group travel it’s important to stay organised and plan well in advance.

In this guide, we will give you some tips for booking group travel for business as well as why you should have a TMC handle it for you.

Group travel is a great way for businesses to boost morale and productivity.

What is Group Travel for Businesses?

Group Travel for Businesses is a trip for multiple employees or members of a business or organisation travelling together. These trips can be for various reasons, like conferences, conventions, team-building, retreats or any other business-related event. These trips can be local or international and vary in activities.

What does a Group Travel Manager do?

A Group travel manager is responsible for coordinating and planning the entire group travel. They are responsible for planning the itinerary, booking flights and accommodation, organising transportation, communicating with service providers and ensuring traveller safety. They also advise on logistics and risk management. Group travel Managers are responsible for ensuring every aspect of the trip is planned and organised.

Tips for booking Group travel for Businesses?

Secure booking in advance– This will ensure that everyone is on the same flight or in the same accommodation. This also gives the travellers time to prepare and give everyone peace of mind.

Look out for the best deals– Make sure to research group discounts or rates to stay in line with the budget.

Pay attention to logistics – especially if you have arrivals from various destinations. Make sure that the various flights or arrivals will all arrive at the destination at similar times. Think carefully about accommodation and transport logistics for groups.

Ensure bookings allow flexibility and changes– Group travel can mean times, dates or number of travellers can change. Make sure your booking allows flexibility for these types of situations.

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Benefits of Using a TMC to Book Your Group Travel

Cost Saving: Using a TMC means you have access to exclusive deals or savings that you might not be able to access on your own. TMCs can provide you with better fares for flights, hotels, and car rentals.

Efficiency: Using a TMC will ensure that your planning process is quicker and smoother for everyone. They can assist with making arrangements with various vendors, to ensure all the necessary bookings and reservations are made. This one port of call for all your travel arrangements allows the process to be more efficient. Their services also include managing invoices, VAT and much more.

Duty of Care: TMCs offer services that help you plan for any problems or delays while on your journey. A TMC can help you with risk management as well as keeping up with your travellers in real time.

24/7 assistance: A TMC provides you with quality assistance when you need it the most. Using a TMC means you don’t have to go through various vendors and call centres to get the help you need. They have dedicated experts ready 24/7 to assist you with whatever is needed for your journey.

Industry experts: TMCs have a great knowledge of the industry and can provide you with quality advice and assistance. Their extensive experience and knowledge can save your business a lot of money and time.

Travel Policy: A TMC can help businesses create an effective travel policy as well as maintain this policy. Using a TMC also ensures there is travel policy compliance on all business trips.

 

Why Choose The Travel Group to Book Your Group Travel?

The Travel Group are specialist in group travel and prides itself on providing customers with the best travel experience. They offer businesses comprehensive services that cover everything needed to plan and coordinate a successful business trip. The Travel Group are industry experts and have access to various special reduced rates, from airlines to cruises. These rates ensure your group travel is within budget while getting the most out of your money.

They offer customers fully personalized travel solutions. This means they can personalise your trip for your specific needs so that you can fulfil your goals and objectives without any difficulty.

They provide you and your travellers with support around the clock before, during, and after your journey. Allowing you peace of mind knowing you are being cared for no matter when or where. Their experts are always ready to assist with any emergency or complication that arises.

Their industry knowledge means you will receive the best advice and assistance when it comes to planning and organising your business trip.

 

In conclusion, planning group travel for business can be stressful and overwhelming with many things to juggle. Make sure that you plan well in advance and look out for the best deals. Using a TMC to handle and plan your group travel is highly beneficial for businesses and will save you precious time and money.

 

 

 

Book a free travel assessment to see what The Travel Group can do for you and your business travel

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Travel Management Companies Near London

Travel Management Companies Near London

Travel Management Companies Near London
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F8D0C7Bf96701D8E9A8Fbf9F1Cf899E4?S=96&D=Mm&R=G

Written by Emma Marais

Looking for a travel management company near London? Well, you have come to the right place. Finding a good travel management company can be a time-consuming and stressful task. With so many travel management companies out there finding one that’s the best fit for you or your business can be difficult.

In this article, we will look at the top 7 travel management companies near London. We will cover all you need to know about each company so you can choose the best one for you and your business travels.

Let us first cover some of the basics for you.

Finding the right Travel Management Company to handle your business travels is essential. The right TMC can elevate your business trips while reducing your travel costs. 

What is a Travel Management Company?

 

A Travel Management Company(TMC) are travel experts that specialise in handling all your corporate travel arrangements for you. They offer many services that make booking your business travel so much easier and more organised. A TMC handles all aspects of your business trip from booking flights to duty of care.

Businesses can also benefit from expert advice on business travel to ensure that their trips are productive and successful. TMCs offer businesses personalised business trips that fulfil your specific needs and requirements.

Why use a Travel Management Company?

 

1. Streamlined Booking Process

Using a TMC allows the booking process to be more efficient and effective and saves you valuable time. Instead of contacting various travel agents and trying to find the best rates, a TMC does it all for you. This ensures you don’t waste time or money trying to make bookings yourself.

2. Real-time Data gathering and Analysis

A TMc can easily collect your travel data, analyze your travel patterns, manage budgets, and assess risk management. This helps businesses reduce their travel spend and stay informed about their various business trips.

3. Reduced Travel Costs

A TMC has access to the best negotiated rates allowing you to save money on various areas of travel. They also ensure you get your points for loyalty and travel programmes. Although TMCs come with their costs, the benefits you receive through using them will lower your overall travel expenses. Their speciality is finding the best rates for your business trip without compromising on quality or premium options.

4. Travel Policy Compliance

Using a TMC guarantees that your business trips will always be compliant with your travel policy. Any bookings made will be in line with what is expected according to the policy.

A TMC can assist you in developing a travel policy that follows industry standards and meets your specific objectives. If you do not already have a travel policy in place, a TMC can help you create one. This policy will be tailored to your business’s needs and goals.

5. Travel Assistance 24/7

A huge benefit of using a TMC is that they offer travel assistance around the clock. Meaning they can assist with delayed or cancelled flights, unsatisfactory lodging, and even last-minute changes to bookings.

Using a TMC means that instead of dealing with several different companies to make changes to your trip you have one port of call for it all. This 24/7 assistance gives you and your employees peace of mind knowing they will be able to get assistance no matter when or where.

6. Concierge Service

A TMC can enhance a traveller’s experience by taking care of every travel need and requirement they might have. They can organise extras like airport lounge assess, seat preferences, special dinner reservations and even parking for business travellers. Allowing your business trip to be more enjoyable and productive.

7. Travellers Safety Assistance

TMCs keep business travellers up to date with unexpected safety concerns, travel regulations or any other important last-minute information travellers need to know. They can provide real-time information to ensure traveller safety.

Managing Travel Visas And Work Permits

What to Consider when Choosing a Travel Management Company

 

When choosing a TMC is important to look for one that will be right for you and your specific business goals and needs.

When looking at various travel management companies it’s important to consider the following:

  • Their experience and expertise
  • Their customer service and responsiveness
  • Their customisation and flexibility
  • Their Global Network
  • Their customer’s reviews

As there are many TMCs out there we have put together a list of the top 7 travel management companies near London to make your search a little easier.

 

7 Best Travel Management Companies near London

 

1. The Travel Group

The Travel Group is a comprehensive business travel solution for any size company. They offer their clients a contract-free business travel relationship with a dedicated travel expert always ready to assist. They tailor your business trips to your specific needs and goals while providing you with competitive rates.

The Travel Group has dedicated travel experts who are available 24/7 to assist you with anything from last-minute changes to lost passports. They value honesty, hard work and creating long-lasting business travel relationships and offer high-quality travel management services.

2. Your Travel

Your Travel is an experienced travel management company that has planned thousands of corporate travel itineraries over the years. They offer their clients stress-free full circle services and care about what’s best for the specific individual. Your Travel has access to exclusive business travel deals, providing you with attractive rates. Their dedicated travel concierge prides themselves in providing clients with peace of mind while travelling.

3. Matrix Travel Management

Matrix Travel Management offers its clients a high standard of customer service as well as an extensive range of services. They provide professional expertise and put their focus on exceeding your requirements in independent travel management solutions. Matrix Travel Management promises to provide 24/7 emergency assistance, access to private fares, Matrix service guarantees, substantial cost savings, excellent customer service and consular services

4. Global Travel Management

Global Travel Management is an experienced travel management company that has been around for many years. Their many awards have earned them a respected reputation in the industry. They offer their clients many services to enhance their corporate travel.

5. Skytrak Travel

Skytrak Travel provides a comprehensive range of services tailored specifically to the traveller’s needs. They go the extra mile for their clients and offer industry-leading SLAs, a dedicated offline travel team, dynamic reporting and traveller tracking.

6. Lupus Travel Management

Lupus Travel Management’s personal service, commitment to technology and transparency has led them to success. Their mission is to reduce the cost and complexity of travel management through transparency and innovation. Their corporate travel partnerships and affiliations allow them to streamline services and get the best rates and fares.

7. Inntel

Inntel has been around for many years and has much experience in travel management. They take time to understand their clients’ organisational challenges and shape their service to solve them. Inntel strives to exceed its client’s expectations and listens to their needs so they can find solutions. They value collaboration, transparency, innovation and their independence.

 

Finding a travel management company that’s the right fit for your business is essential. The right travel management company can help business trips become more productive and successful while decreasing the stress around organising business trips. A TMC is extremely beneficial for businesses and can help elevate their business trips while saving them money.

The Travel Group is a highly experienced travel management company near London. Their travel experts are ready to assist you with all your business trip needs. Take a free travel assessment to see what they can do for you and your business trips.

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