How to launch a decentralised travel program in your business

1. Set clear guidelines

When travellers book their own trips, they need to know the rules. Define what’s allowed and what’s not—think preferred airlines, hotel budgets, and approval processes. A well-structured travel policy makes sure everyone stays on the same page and keeps costs under control.

Need help creating a solid travel policy? Check out our guide on nailing your travel policy for practical tips and expert advice.

2. Use the right tech

A good booking system is essential. Corporate Traveller’s tech solutions, like Savi our intuitive online booking platform, allow travellers to book their own trips while ensuring compliance with your company’s travel policies. Features such as policy controls, approval workflows, and real-time reporting help you maintain oversight without micromanaging, giving you the best of both worlds - efficiency and control.

3. Keep it simple

One of the biggest advantages of decentralisation is convenience. No more back-and-forth emails with a travel booker - travellers just log in and book. But if the process is too complicated, they’ll find ways around it. Make sure the booking system is easy to use, and that support is available if needed.

4. Have an easy approvals process

A decentralised approach doesn’t mean skipping approvals altogether. Setting up a simple and efficient approvals process ensures compliance without causing unnecessary delays. 

With Corporate Traveller’s platform, Savi, approval options offer flexibility, allowing businesses to choose from different levels of authorisation. Whether it’s requiring approval only for policy-breaking bookings, setting multi-tier authorisations, or using a master approver override, you can tailor the process to fit your needs. Plus, trip budget approvals ensure cost control without unnecessary admin. Keeping the process smooth means travellers can book efficiently while maintaining oversight.

5. Educate your travellers

Not everyone knows how to find the best fares or understand the fine print of travel policies. Offer short training sessions or quick guides to help employees make informed booking decisions. A little knowledge goes a long way in avoiding last-minute surprises.

6. Keep an eye on costs

Giving travellers more control doesn’t mean losing sight of spending. Regularly review travel data to spot trends, identify savings opportunities, and ensure compliance with policies. If needed, adjust guidelines to keep travel costs in check while maintaining flexibility.

7. Offer support

Just because travellers book their own trips doesn’t mean they should be left to figure things out alone. Partnering with a business travel agency (like Corporate Traveller) means they have expert support when things go wrong - flight cancellations, hotel mix-ups, or emergency changes.

8. Communicate the benefits

Change can be met with resistance, so make sure employees understand why you’re moving to a decentralised system. Highlight the benefits: more flexibility, quicker bookings, and less reliance on a middleman. When travellers see the perks, they’re more likely to embrace the change.

Shifting to a decentralised travel program can give your employees more freedom while still keeping things organised. With clear policies, the right tools, and ongoing support, your business can enjoy the best of both worlds - flexibility for travellers and peace of mind for the company. 

About Flight Centre Travel Group

The Flight Centre Travel Group is one of the world’s largest travel retailers and corporate travel managers. The company, which is headquartered in Brisbane, Australia, has company-owned leisure and corporate travel business in dozens of countries, spanning Australia, New Zealand, the Americas, Europe, the United Kingdom, South Africa, the United Arab Emirates, and Asia. ASX listed Flight Centre Travel Group (FLT) also operates the global FCM corporate travel management network, which extends to more than 100 countries through company-owned businesses and independent licensees, along with Corporate Traveller, the flagship business specific to the small-to-medium-sized enterprise sector. For more information, visit fctgl.com.