The need for a Travel Manager for an optimal business trip & Hunting for waste of money

All companies must manage business travel, but travel never comes alone, it concerns the suppliers you work with, the internal protocols you put in place to frame travel, the insurance you take out to protect yourself, the rules of compliance to be aligned with the regulations in force, and the budgetary management that goes with it to avoid any slippage. And the increase in business travel within companies has required special management; hence the birth of the profession of travel manager “TM”; also called travel manager; travel manager or mobility manager; the TM is required to manage everything related to business travel services; whether for business executives; customers ; suppliers or any other collaborators.

The bigger an organization gets, the more its employees are likely to travel. However, each trip takes time to organize: you have to manage the logistical details, organize the transport, validate the authorizations internally and make sure to book with the right suppliers. From the moment when travel management takes up more and more time, energy and resources, the integration of a TM takes on its full meaning.

The responsibilities of the TM are to manage the travel and business travel of the employees of his organization. To do this, he is in direct contact with suppliers for everything related to business travel, manages the budget, assists travelers in their need for travel services (travel agency, hotel, air and rail ticketing, vehicle rental , taxis, visas, etc.) and is often the first point of contact for all travel-related questions, whether on expense reports, traveler security or internal travel policy.

He is the key interlocutor internally as well as with suppliers for all matters relating to the business travel of the company's employees or its guests; He has a role of budget manager and user services in their need for travel services (travel agency, hotel, air and rail ticketing, vehicle rental, taxis, visas, travel management tools, traveler security. ..).

Why a Travel Manager

Development of travel rules:

The TM proposes internal travel rules (travel policy) to manage the company's travel budget, in accordance with the objectives set by general management in terms of cost and level of service. Proposes and drafts (or participates in drafting) internal procedures aimed at streamlining and controlling the travel order chain from travel request to payment. Propose and participate in the implementation of all the devices contributing to safety and health and covering the risks of the company's travelers during their travels (insurance, assistance, country risk training, traceability solution travelers...).

Purchasing of travel services and commercial negotiation

The TM regularly analyzes the market for travel management services and tools in order to offer the most appropriate solutions at the best price. Develop travel practices and consumption by setting up the appropriate contracts and systems (eg opening of a low-cost line, loyalty program, etc.). Drafts calls for tenders relating to travel services. Negotiates the conditions tariffs with the various travel operators. Analyze consumption figures by type of trip and type of traveler, and monitor the evolution of commercial conditions by integrating the concept of full cost. Controls the proper application of agreements (negotiated rates, contractually provided services). Prepares a report on business travel activity and distributes it internally.

Provision of travel management support solutions

The TM works in collaboration with the information systems department to identify the most suitable tools and solutions for travel management. Participates in studies of economic feasibility (cost control), organizational (advantages and disadvantages), planning and change management (impact on work habits). Participates in the initial configuration of the tools and their deployment: mission order, online reservation or self-booking tool, management of expense reports, etc., safety/security software package for employees on business trips. Intervene with users to facilitate and develop the use of deployed solutions.?

Internal dissemination of travel policy rules and procedures

The TM encourages travelers and their assistants to use the tools made available. Organizes and leads internal meetings to promote the implementation of good practices and compliance with established rules. Writes internal notes (intranet, emailing, posting, internal journal) to communicate practical information (referencing, new timetables, travel agency, changes in management tools, etc.)

Organization of business trips

The TM assists travelers so that their journeys take place in the best conditions of efficiency, quality and safety. Take charge of the management of disputes related to employee travel and implement measures to prevent their recurrence. Regularly monitors the correct application of internal rules in order to avoid any abuse or dissatisfaction. Establishes relevant and effective communication with the various service providers and suppliers involved throughout the travel chain in order to ensure a quality of service that meets the requirements of the company. Intervene in the event of crisis management to provide assistance and effectively support travelers.

Expatriate travel management

The TM contributes to facilitating the departure abroad of employees and their families for their transport and accommodation. Take out specific insurance, provide for the dissemination of useful information relating to the host country (security, habits and customs, good addresses) and ensure their security in collaboration with the other competent departments within the company (for example the resources human resources and safety).

Travel management adapted to company policy

The TM follows the company policy applied to business travel. Anticipates the effects and consequences of major corporate projects on the business travel activity.

Finally, to sum up, the TM must ensure that business trips take place in the best conditions; in terms of qualities; assistance and security.