Your business travel program can save you money in 2025

If you’re already reevaluating your travel needs or even considering a new travel management company (TMC), it’s easy to feel overwhelmed by options.

Here’s the thing, it’s important to think beyond dollars. Sure, saving money matters, but a strong travel program does much more than that. It’s about striking the balance between keeping your team safe, staying compliant, and taking the stress out of travel. That’s where a travel management company can swoop in, handle the heavy lifting, and make sure your travel strategy aligns with your big-picture goals.

Diving deep into what’s working (and what’s not) with your current setup positions you to fly through 2025 with ease, savings, and a bit of an extra edge.

Is your travel program in shape? Let’s find out

Ready to analyse your business travel program's health? Think of it as a wellness check for your entire setup that will keep everyone from your C-suite to your frequent flyers happy.

• Policy compliance: Be honest, are travellers sticking to the plan? An overly strict policy might prompt travellers to find ways around the rules, leading to non-compliance and potential risks. On the other hand, a policy that’s too lenient can result in unexpected corporate travel expenses and compromise duty of care.
• Cost control: Next, look at the dollars and cents. If corporate travel costs feel like a runaway train, it’s time to rein them in. Are you missing out on key vendor discounts or booking last minute? And when travel disruptions hit, how much does the scramble cost you? Identifying these bumps and areas for corporate travel cost control now can mean big savings down the line.
• Employee satisfaction: A happy traveller is a productive one! How does your program stack up in terms of ease, comfort, and support? Does your program feel like smooth sailing or rough waters for your team? If travel disruptions and support gaps are common, it’s time to reset. Look for gaps in accessibility, comfort, and support that might leave some travellers stressed rather than set for success.
• Reporting and visibility: Are you getting the business travel spending insights you need, or does everything feel like a puzzle piece short of complete? Strong reporting keeps budgets clear, compliance solid, and risks in check. Your travel technology should provide real-time insights that make optimising travel a breeze. If they’re not, it’s time to rethink the setup so you can easily track every dollar spent.

You need a just-right policy that protects everyone and works for all types of travellers every time. A TMC with robust policy compliance management can help your travellers stick to the rules without sacrificing flexibility.

Key metrics to evaluate in your business travel program

Let’s dig into the numbers. To optimise your travel program and save big, there are a few key metrics you’ll want to keep an eye on:

• Cost per trip: Where are your dollars going? Analyse costs by trip and your average trip cost for flights, hotels, car rentals, and meals. Identify opportunities for cost savings by choosing budget-friendly options and negotiating better rates for frequent business travel.
• Booking lead time: Encourage early bookings to avoid last-minute costs. Planning trips in advance with designated booking tools helps secure better deals and reduces unexpected price hikes.
• Traveller safety and duty of care: Ensure your travel program tracks traveller locations and provides emergency support. A strong duty of care plan lets you respond quickly and effectively during unexpected situations.
• Travel technology integration: Check if your travel systems connect seamlessly with HR and finance tools. Integrated technology simplifies approvals, expense tracking, and reimbursements, making the whole process smoother.

Keeping a close eye on these travel program key metrics sets your business up for efficiency, savings, and smoother travel experiences.

How to find the right TMC for your business

One size doesn't fit all when choosing the right TMC to manage your corporate travel program. Each TMC brings something different to the table, so it’s about finding the one that aligns with your goals, your team’s needs, and your growth plans for 2025. Here’s a quick roadmap to help:

1. Align TMC capabilities with your goals: Choose a TMC that goes beyond bookings, contributing to cost savings and seamless travel experiences. Ask critical questions, like how they’ve delivered results for companies like yours.
2. Global vs. local expertise: Ensure your TMC offers both global reach and local know-how. Navigating local regulations, travel patterns, and cultural nuances is essential for smooth, compliant international travel.
3. Technology and reporting: Data is gold. Your TMC’s travel technology integration should play nicely with your systems. A smart online booking tool, business travel analytics, real-time reporting, and seamless tools should make tracking spending, managing policies, and finding savings effortless.
4. Service Level Agreements (SLAs): Set clear SLAs for 24/7 support and performance expectations. This ensures your travelers receive immediate assistance, minimizing disruptions regardless of the time or location.

Conducting an RFP and selecting your TMC

Choosing the right TMC is about finding the right partner. How do you sift through all the options?

1. Set clear goals for your RFP: Know what success looks like before diving in. Are you focused on cutting business trip costs, enhancing traveller satisfaction and safety, or prepping for expansion? Laying out these goals upfront will help you zero in on the TMCs that match your priorities.
2. Bring in the team: Involve key HR, finance teams, and operations players. They all have a stake in your travel program’s success. Each team member’s insights will strengthen your RFP and help ensure no stone is left unturned.
3. Plan for long-term growth: Don’t just think about now; think about what you’ll need in two, five, or even ten years. Ask potential TMCs how they’d support your program as you scale and enter new markets.
4. Host discovery workshops: Set up a few informal workshops with the TMCs on your shortlist. These aren’t just about presentations but about getting to know your future partners. Do they understand your company culture and values? You want someone who’ll be a great fit, not just a good vendor.
5. Your TMC selection checklist: As you review proposals, keep an eye out for essentials.

• Cost savings strategies? Check.
• Duty of care protocols? Check.
• Scalability? Double check.
• Real-time reporting and data insights? Absolutely.
• 24/7 support for business travellers? Essential.
• Robust tech integration with your existing systems? A must.
• Flexibility in booking options and policies? Yes, please.
• Sustainability initiatives? A bonus for eco-conscious companies.
• Proactive travel risk management? Vital for today’s landscape.

With a checklist like this, you’re ready to choose a TMC that meets today’s needs and grows and adapts to your business.