Tag: Travel

From virtual meetings to remote work, it’s no surprise that the business travel landscape has changed dramatically in recent years. The way we conduct business, across a range of sectors and industries has forever changed — and, unsurprisingly, so has the requirements for business travel.

In this guide, we’ll look at the new face of business travel — taking you through the data to examine what it means to be purposeful with your corporate trips, as well as how this can lead to cost-effective and sustainable business travel practices.

What is purposeful travel?

Being purposeful when it comes to business travel involves considering your strategic approach to corporate travel at every level of planning. By outlining specific business goals and objectives, it becomes easier to optimise your trip in a way that helps you to achieve them.

This goes beyond conventional travel arrangements and places an emphasis on value and outcome. In this way, purposeful travel optimises travel budgets to ensure that every trip contributes meaningfully to the organisation’s success.

This can look like staying on a trip longer in order to schedule more meetings, booking further in advance to get the best deals, and choosing more sustainable travel options. All of these can help you optimise your budget by achieving business goals that are likely to increase ROI, growing your business and offsetting higher fares in the process.

Here are just some of the ways that purposeful travel can benefit your business travel programme:

• Increased ROI: from meeting face-to-face with clients and training new hires to securing new contracts, having a clear goal for your business travel can yield clear and measurable growth for your business.
• Increased productivity: gone are the days of single-meeting business trips. Instead, by aligning trips with specific objectives, like conferences and site visits, you can help to maximise productivity and minimise unnecessary travel expenses.
• Talent development and networking: purposeful travel can also be used for employee development initiatives. Attending conferences, workshops and training programmes. These experiences benefit your talent pool, and help you to stay updated with industry trends.

Making business travel sustainable

What if we told you that purposeful and sustainable business travel go hand in hand? With 83% of business leaders saying that sustainability programme activities directly create both short and long-term value for their organisation, let’s explore how purposeful travel can help you add to this growth.

In recent years, sustainability has become a key priority for many businesses. But ensuring your business travel strategy meets your company-wide sustainability objectives is no easy task. This is where being purposeful about your business travel can help.

Purposeful business travel is all about considering your specific business goals. For many, this includes prioritising sustainable choices. By making purposeful choices then, you can also reach sustainability targets by being more mindful about your business travel.

This can involve choosing more sustainable transportation like opting for train travel for shorter journeys instead of relying on planes. Or, finding accommodation that has implemented sustainability initiatives. By booking in advance and taking longer trips, you can significantly decrease your carbon footprint and take your time in sourcing more eco-friendly options that align with your business goals.

Cost-effective business travel

Balancing cost-effective choices with more sustainable travel options can sometimes be difficult and contradictory. Train travel, for example, is a more sustainable option than taking a flight, however, train fares are often more expensive.

The good news is that this challenge can be mitigated with careful and purposeful planning. And this is where an experienced TMC can be called upon to support you in this planning.

But, first, what does cost-effective business travel look like?

Cost-effective business travel is all about optimising resources and maximising value, whilst minimising unnecessary expenses. In this way, being purposeful about your travel can help you do just that. By cutting out trips that lack a clear purpose, and looking into developing your business goals instead, you can create cost-effective trips that maximise ROI and minimise waste by being more purposeful when planning.

Whilst managing your corporate travel programme can become expensive if you don’t have the right tools and expertise at your fingertips — booking your transport and accommodation well in advance and choosing alternate travel like trains or coaches can help you to start seeing your budget spent more efficiently.

Ultimately, by being more purposeful in your travel overall, you can optimise your travel expenses. This helps to become more cost-effective by maximising ROI, and ensuring that resources are allocated strategically according to your goals. This, in turn, can help you to meet your sustainability goals as well as your goals for ROI and growth — all of which are essential for long-term success in today’s business landscape.

Travel with purpose today

Making your travel more purposeful, sustainable and cost-effective is essential to your business’ success both now and in the future. We hope that this guide has helped you to feel more confident in making more mindful travel decisions.

If you have further questions or want to learn more about how ACE Travel Management can support your business goals, get in touch with our team.

Corporate travel can be an essential part of doing business, but it can also become a significant expense if not managed carefully. As companies aim to maintain profitability, reducing travel costs has become a priority for many organisations.

Fortunately, there are several strategies you can employ to help lower expenses without sacrificing the quality of your corporate trips. Here are five effective ways to reduce costs on your next corporate trip.

1. Plan ahead and book early

One of the most effective ways to save money on corporate travel is to plan ahead and book your travel arrangements as early as possible. Airlines, hotels, and car rental companies often offer discounted rates for early bookings. By securing your flights and accommodation well in advance, you can take advantage of these savings.

Additionally, early planning allows you to compare prices across various platforms and choose the best options. Using travel management tools can help streamline this process, providing you with real-time data on fares and availability. Setting a travel policy that encourages early bookings can significantly impact your overall travel costs.

2. Leverage corporate travel discounts

Many hotels, airlines, and car rental companies offer corporate travel discounts to businesses that frequently travel for work. Ensure your company is signed up for any loyalty programs or corporate accounts that can provide exclusive rates or perks. These may include complimentary upgrades, free meals, or additional amenities that can enhance the travel experience without adding extra costs.

It’s also beneficial to negotiate with travel providers for better rates, especially if your company has a high volume of bookings. Building relationships with these vendors can lead to long-term savings and preferential treatment.

3. Use technology to your advantage

Technology has transformed the way we travel, and it can also help reduce costs. Consider using travel management software that allows you to track expenses, manage itineraries, and book travel from one platform. These tools often provide insights into spending patterns, helping identify areas where you can cut back.

Additionally, mobile apps can be invaluable for real-time updates on flight status, gate changes, and even last-minute accommodation deals. This can save both time and money, ensuring your travellers have the most efficient and cost-effective options available at their fingertips.

4. Consider alternative accommodation

While staying in a reputable hotel is often the standard for corporate travel, it’s worth exploring alternative accommodation options that can offer substantial savings. Short-term rentals, serviced apartments, or even co-living spaces can provide a more cost-effective solution, especially for longer stays.

These alternatives often come with additional benefits, such as kitchen facilities, allowing travellers to prepare their meals rather than dining out for every meal. This not only saves money but also provides a more comfortable and homely environment for employees during their trip.

Additionally, consider locations outside of the city centre, which can offer lower accommodation rates while still being accessible to business venues.

5. Encourage group travel

If multiple employees are travelling to the same destination, consider encouraging group travel. Booking flights and accommodation for a group can often lead to significant discounts, as airlines and hotels may offer special rates for bulk bookings.

Group travel can also foster teamwork and collaboration, as employees can share experiences and network during their time together. Organising transportation, such as shuttles or shared rides, can further reduce costs and enhance the overall travel experience.

Travel smart

Reducing costs on corporate trips doesn’t have to mean sacrificing quality or convenience. By implementing these five strategies—planning ahead, leveraging discounts, using technology, considering alternative accommodation, and encouraging group travel—your business can significantly lower its travel expenses.

By taking a proactive approach to corporate travel management, you can ensure that your trips remain both productive and cost-effective. With careful planning and smart decision-making, you can achieve a successful corporate trip without breaking the bank.

Learn more about corporate travel in our blog section.

Business travel is increasingly ubiquitous, therefore a well-structured travel policy is essential for companies aiming to optimise their travel operations. A solid travel policy not only helps manage expenses but also enhances employee satisfaction and safety during business trips.

For corporate travel agencies, understanding how to develop an effective travel policy can lead to smoother operations and improved client relationships. This blog outlines the key components of a successful business travel policy and how to implement it effectively.

Understanding the importance of a travel policy

A business travel policy is a set of guidelines that governs the travel arrangements for employees. It serves multiple purposes:

1. Cost control: a clear policy helps control travel expenses, ensuring that employees adhere to budget limits.
2. Consistency: a standardised approach allows for consistent treatment of travel requests and reimbursement processes.
3. Safety and compliance: a robust policy prioritises employee safety and ensures compliance with legal requirements, especially when travelling internationally.
4. Enhanced productivity: with clear guidelines in place, employees can focus on their core responsibilities rather than navigating travel uncertainties.

Steps to develop an effective travel policy

1. Assess your company’s needs

Begin by analysing your company’s specific travel requirements. Consider factors such as:

• Travel frequency: how often do employees travel for business?
• Destinations: which locations are frequently visited, and are there specific regulations to consider?
• Employee roles: different roles may require different travel arrangements; for example, executives may have different needs compared to support staff.

Gather input from various departments to ensure that the policy addresses diverse perspectives and needs.

2. Establish clear guidelines

Once you have assessed your company’s needs, it’s time to establish clear and comprehensive guidelines. Key areas to cover include:

• Booking procedures: specify how and when employees should book travel, including preferred travel agencies, booking tools, or platforms.
• Expense limits: outline allowable expenses for travel-related costs, such as accommodation, meals, and transportation. Provide examples of both acceptable and unacceptable expenses to eliminate ambiguity.
• Travel class guidelines: define travel class options for different employee levels and journey lengths. For instance, you might allow business class for long-haul flights for executives while standardising economy class for other staff.
• Advance booking requirements: encourage employees to book in advance to secure better rates and availability.

3. Consider employee safety

Prioritising employee safety is crucial in any travel policy. Include the following aspects:

• Emergency procedures: outline steps employees should take in case of emergencies while travelling, including contact numbers for the company and local authorities.
• Health and safety considerations: provide guidance on vaccinations, health risks, and insurance options for international travel.
• Travel risk assessment: encourage employees to assess potential risks at their destination and provide guidelines for mitigating those risks.

4. Encourage sustainability

As businesses increasingly focus on sustainability, it’s important to incorporate environmentally friendly practices into your travel policy. Consider:

• Green travel options: encourage the use of public transport or carpooling where possible.
• Offsetting carbon emissions: explore options for offsetting carbon emissions generated by business travel, such as investing in carbon offset programmes.

5. Implement a review process

Establishing a process for regularly reviewing and updating your travel policy is vital. Factors such as changing business needs, employee feedback, and shifts in the travel landscape may necessitate updates. Consider the following:

• Feedback mechanism: encourage employees to provide feedback on the travel policy and their experiences. This input can highlight areas for improvement and promote a culture of collaboration.
• Annual review: set a schedule for annual reviews of the policy to ensure it remains relevant and effective.

6. Communicate the policy

Once the travel policy is finalised, communicate it effectively to all employees. Ensure that everyone understands the policy and its implications. Consider the following methods:

• Training sessions: host workshops or training sessions to walk employees through the policy.
• Accessible documentation: make the policy easily accessible via the company intranet or employee handbook. Ensure that employees can refer back to it when needed.

Crafting a travel policy for success

Developing a successful business travel policy is a strategic investment that benefits both employees and the company as a whole. By understanding your company’s unique needs, establishing clear guidelines, prioritising safety, encouraging sustainability, and maintaining open communication, you can create a policy that enhances the business travel experience.

A well-executed travel policy not only streamlines operations but also fosters a culture of trust and accountability among employees. As a corporate travel agency, supporting your clients in implementing these policies can lead to improved client satisfaction and long-term relationships.

Learn more about the world of business travel management, and how to make the best of it.

Jet lag can be a significant hindrance during business trips, affecting productivity, focus, and overall well-being. As a business traveller, it is essential to manage jet lag effectively so that you can perform at your best upon arrival.

Whether travelling across several time zones or just one, preparing for jet lag and managing it effectively can greatly improve your travel experience. Let’s explore some practical ways to minimise jet lag and stay sharp while travelling for business.

Understanding jet lag

Jet lag occurs when your body’s internal clock, or circadian rhythm, is disrupted due to crossing multiple time zones in a short period. The result? A mismatch between your body’s natural sleep-wake cycle and the time zone of your destination.

Symptoms of jet lag can include:

• Difficulty falling asleep (insomnia).
• Drowsiness during the day.
• Headaches.
• Lack of concentration or focus.
• Extreme tiredness (fatigue).
• A general feeling of being “off” or not like yourself.
• Upset stomach.
• Mood changes, like irritability.

Prepare in advance

The first step in overcoming jet lag starts before you even set foot on the plane. If possible, try adjusting your sleep schedule gradually in the days leading up to your trip. For example, if you’re travelling east, go to bed earlier each night to align your internal clock with your destination’s time zone. In the same vein, if you’re travelling west, try staying up a little later.

By easing your body into the new schedule ahead of time, you can reduce the shock of the time zone difference when you arrive.

Another preparation strategy is to ensure you are well-rested before your departure. Avoid the temptation to stay up late packing or finishing work. A tired body will struggle even more with the effects of jet lag.

Stay hydrated

Dehydration can exacerbate the symptoms of jet lag, so it is vital to drink plenty of water before, during, and after your flight. Airplane cabins are notoriously dry environments, which can quickly deplete your hydration levels. Stick to water and avoid caffeine or alcohol, as both can dehydrate you and disrupt your sleep patterns.

By maintaining good hydration levels, your body will be better equipped to adjust to a new time zone and combat fatigue more effectively.

Align with the local time

One of the most effective ways to overcome jet lag is to immediately start living in the local time zone of your destination. Upon boarding the plane, adjust your watch to the destination time and try to match your eating and sleeping patterns accordingly. This shift helps signal to your body that it’s time to adjust.

If you land in the morning, resist the urge to nap even if you feel exhausted. Instead, stay awake and active, exposing yourself to natural light as much as possible. Daylight is a powerful tool for resetting your internal clock. Likewise, if you arrive at night, try to go to bed at a reasonable local hour to align your body with the new time zone.

Move around and stretch

Long flights and sitting for extended periods can make jet lag worse. To counteract this, make an effort to move around the cabin during your flight. Take short walks up and down the aisles, stretch your legs, and perform seated exercises to keep your blood flowing. Movement helps to reduce stiffness and fatigue while promoting circulation.

Upon arrival, light exercise can also help you adjust. A brisk walk in the sunlight or a short workout session at the hotel gym can reinvigorate your body and mind, aiding the adjustment to the new time zone.

Optimise your sleep environment

If you’re travelling across multiple time zones, adjusting your sleep environment is crucial to overcoming jet lag. A few simple changes can make a significant difference in the quality of your rest. First, ensure that your hotel room is conducive to sleep by making it as dark as possible. Use blackout curtains or an eye mask to block out light, which can interfere with your circadian rhythm.

Additionally, consider using earplugs or white noise machines to drown out any external noises that might disturb your sleep. If your body is struggling to adapt, you might also try melatonin supplements. Melatonin is a hormone that regulates sleep, and supplements can help signal to your body that it’s time to sleep according to the local time.

Pace yourself during the first few days

Even with the best strategies in place, jet lag can still affect your energy levels and concentration during the first few days of your business trip. To mitigate this, avoid scheduling back-to-back meetings or high-stakes presentations immediately after arrival.

Give yourself time to acclimatise by planning lighter tasks or allocating time for rest. This will allow you to build up energy and ensure peak performance when it’s most needed.

Maintain productivity and enjoy your trip!

Overcoming jet lag on business trips is key to maintaining productivity and ensuring a successful journey. By preparing in advance, staying hydrated, adjusting to the local time zone, and managing your sleep environment, you can reduce the effects of jet lag and focus on what matters most—your business.

Travelling for work can be demanding, but with the right strategies in place, you can stay sharp and energised no matter where your business takes you.

If you would like to read more tips and tricks for business travel, take a look at our range of helpful blogs.

Business travel can be challenging, with tight schedules, unfamiliar locations, and last-minute changes. Fortunately, the right apps can help smooth out the journey, making everything from booking flights to managing expenses more manageable. Below, we explore some of the best apps for business travellers to enhance productivity and reduce the stress of travel.

Travel booking and planning apps

Efficient travel planning is key for business travellers. Several apps simplify the booking process, ensuring seamless travel arrangements.

• TripIt: this app consolidates all your travel plans—flights, hotels, car rentals—into a single, easy-to-use itinerary. Simply forward confirmation emails to TripIt, and it will create a master schedule, complete with directions, weather updates, and maps.
• Hopper: for those looking to save on flight costs, Hopper predicts the best times to book flights. The app notifies you when prices are likely to drop, helping you secure the best deal.

Expense management apps

Managing expenses can be a hassle, especially when travelling for business. Expense management apps help streamline this process.

• Expensify: this popular app allows users to easily scan receipts, track mileage, and create expense reports. With features that automatically categorise expenses and integrate with major accounting software, Expensify is perfect for managing business travel expenses.
• Concur: often used by larger organisations, Concur simplifies expense reporting by integrating travel bookings with expense tracking. Its intuitive interface makes it easy for business travellers to submit expense reports directly from the app.

Communication and collaboration apps

Staying connected with colleagues and clients is crucial while on the road. The following apps facilitate communication and collaboration.

• Slack: this well-known communication tool helps you stay connected to your team, no matter where you are. Slack’s mobile app supports direct messaging, file sharing, and video calls, ensuring that business travellers can collaborate effectively.
• Zoom: video meetings have become a staple in the business world. Zoom’s mobile app allows users to join meetings from anywhere, making it ideal for business travellers who need to participate in calls while on the move.

Navigation and local information apps

Getting around in unfamiliar cities can be daunting, but these apps provide navigation assistance and local insights.

• Google Maps: as a must-have app for any traveller, Google Maps offers accurate navigation, real-time traffic updates, and public transport information. Its “Explore” feature also helps you find nearby restaurants, cafes, and other local points of interest.
• Citymapper: for business travellers visiting major cities, Citymapper provides detailed public transport information, including buses, trains, and even ride-sharing options. It’s particularly useful for navigating large urban areas with complex transit systems.

Language and currency apps

Language barriers and currency differences can add complications to business travel, but these apps can help overcome them.

• Google Translate: Google Translate offers real-time translation in over 100 languages, including offline capabilities for when internet access is limited. Its voice translation feature is particularly useful for quickly communicating with locals in different languages.
• XE Currency: keeping track of currency exchange rates is crucial for international business travel. XE Currency provides up-to-date exchange rates and allows you to quickly convert between currencies, even when offline.

Wellness and productivity apps

Business travel can be taxing on the body and mind. Wellness and productivity apps help travellers maintain balance.

• Calm: long flights, time zone changes, and busy schedules can make it hard to unwind. Calm offers guided meditation sessions, sleep stories, and breathing exercises to help you relax and stay focused.
• Evernote: for those who like to jot down ideas on the go, Evernote serves as a digital notebook that can sync across multiple devices. It’s ideal for organising notes, creating to-do lists, and saving important documents.

Let apps make your life easier

With the right apps, business travel doesn’t have to be stressful. From booking flights and managing expenses to staying connected and finding your way in new cities, these tools can help you navigate your journey more smoothly.

By making use of these apps, business travellers can improve productivity, reduce travel-related stress, and ensure a more enjoyable travel experience.

Get more useful travel tips by visiting our news section.

Business travel is often an essential part of maintaining relationships, closing deals, and expanding a company’s reach. However, it can also disrupt your usual workflow and hinder productivity. Fortunately, with a few strategic approaches, you can stay productive while on the go.

Explore all of our actionable tips to ensure you make the most of your business travel, enhancing your productivity and overall effectiveness.

The importance of planning ahead

One of the key factors in maintaining productivity during business travel is planning. By preparing in advance, you can mitigate potential disruptions and ensure you have the necessary tools to work effectively.

Create a travel itinerary

Before your trip, create a detailed itinerary outlining your travel plans, meetings, and deadlines. Having a structured plan not only helps you stay organised but also allows you to allocate time for work tasks between meetings and travel commitments.

An itinerary serves as a roadmap, guiding your activities and minimising any last-minute surprises.

Set clear objectives

Establishing clear objectives for your trip is crucial. What do you hope to accomplish during your time away? Whether it’s securing a contract, networking with industry leaders, or attending a conference, having specific goals can help you focus your efforts. Write down these objectives and keep them in mind as you navigate your travel schedule.

Maximise downtime effectively

Business travel often involves waiting times—whether at airports, train stations, or between meetings. Rather than viewing these moments as wasted time, consider them as opportunities to be productive.

Utilise travel time wisely

If you’re travelling by train or plane, take advantage of this time to catch up on emails, read reports, or work on presentations. With many airlines and trains now offering Wi-Fi, staying connected is easier than ever. Consider downloading any important documents or materials ahead of time, so you can work offline if needed.

Schedule breaks

While it’s essential to be productive, it’s equally important to schedule breaks to recharge your mind. Working continuously can lead to burnout and decreased efficiency.

Plan short breaks between tasks or meetings to refresh your focus and maintain your energy levels. Use these moments to stretch, hydrate, or take a brief walk to clear your mind.

Create a portable workspace

Having a dedicated workspace can significantly enhance your productivity. When travelling for business, it’s vital to create a portable workspace that allows you to work efficiently, regardless of your location.

Invest in travel-friendly technology

The right technology can make all the difference when it comes to working on the go. Consider investing in lightweight devices such as laptops, tablets, or smartphones that can easily fit into your travel bag.

Ensure that you have the necessary accessories, such as portable chargers, noise-cancelling headphones, and a reliable internet connection. These tools will enable you to work efficiently, even in less-than-ideal environments.

Organise your digital files

Before you embark on your trip, ensure that all your important files are organised and easily accessible. Use cloud-based storage solutions to store and share documents, allowing you to access them from any device. This will not only save time but also prevent you from fumbling through files while on the go.

Foster connections

Business travel provides a unique opportunity to strengthen professional relationships. Engaging with colleagues and clients can enhance your networking efforts and create valuable connections.

Schedule networking opportunities

Take the initiative to arrange meetings or casual catch-ups with clients, colleagues, or industry peers during your trip. These interactions can lead to fruitful discussions and opportunities that may not arise through virtual communication.

By proactively seeking out these connections, you can maximise the benefits of your travel.

Attend networking events

If your schedule permits, consider attending networking events, conferences, or trade shows in your travel destination. These occasions not only offer opportunities to learn and grow but also allow you to connect with others in your industry.

Engaging with fellow professionals can inspire new ideas and collaborations, ultimately benefiting your business.

Maintain a healthy work-life balance

Finally, while it’s essential to remain productive during business travel, it’s equally important to maintain a healthy work-life balance. Travelling can be demanding, and neglecting your well-being can hinder your overall productivity.

Prioritise self-care

Ensure you prioritise self-care, even when on the road. This may include eating healthy meals, staying hydrated, and getting enough rest. Taking care of your physical and mental health will enable you to perform at your best and maintain your productivity throughout your trip.

Embrace the local culture

Make time to explore the local culture and surroundings of your travel destination. Engaging in leisure activities can help you recharge and gain new perspectives, ultimately enhancing your creativity and problem-solving abilities. This balance between work and leisure can contribute to your overall satisfaction and productivity while travelling.

Optimise your business travel

Staying productive while travelling for business is achievable with the right strategies in place. By planning ahead, utilising downtime effectively, creating a portable workspace, fostering connections, and maintaining a healthy work-life balance, you can ensure that your travel experience is both efficient and rewarding.

Embrace these tips to make the most of your business trips, enhance your productivity, and drive your success.

If you would like more advice and insights into the do’s and don’t of business travel, make sure to check out our blog.

Managing corporate travel can be a complex and time-consuming task for businesses, especially when considering multiple bookings, managing expenses, and ensuring compliance with company policies.

Travel management software can streamline this process, automating tasks and providing valuable insights into travel spend, helping companies save time and money. Explore the best travel management software for businesses and why it’s crucial for efficient corporate travel management.

What is business travel management?

Business travel management refers to the planning, booking, and management of all aspects of corporate travel, including flights, accommodations, ground transportation, and expenses. A well-structured travel management programme ensures employees have seamless travel experiences, while also keeping costs under control and adhering to the company’s travel policies.

Companies of all sizes can benefit from a more structured and streamlined approach to business travel. With the right tools in place, such as travel management software, the process of booking, tracking, and reporting becomes more manageable.

Why use travel management software?

Travel management software offers much more than just booking platforms. They offer all-in-one solutions that simplify booking processes, help manage travel policies, track expenses, and provide detailed reports on travel behaviour and costs. Businesses can greatly benefit from implementing a travel management system, especially when managing multiple employees travelling to various destinations.

By using travel management software, businesses can ensure that their employees are travelling efficiently, economically, and safely. Software also provides visibility into travel spending patterns, helping companies identify areas where savings can be made.

Top travel management software for businesses

Airbnb for work

While many are familiar with Airbnb for leisure travel, Airbnb for work offers tailored solutions for corporate travellers. This platform allows businesses to book a wide range of accommodation types, from short-term rentals to meeting spaces. The major advantage of using Airbnb for Work is the centralisation of bookings—everything is linked to the company’s profile, making it easier for finance teams to manage invoices and track employee stays.

The platform also offers an innovative feature for team-building activities through Airbnb Experiences, allowing for more holistic travel planning. Additionally, its dashboard gives companies a clear view of travel expenses, making it an excellent option for businesses that want flexibility in their travel arrangements.

Google Travel

Previously known as Google Trips, Google Travel helps users plan their trips by consolidating all travel-related information in one place. For business travellers, this means a simplified process of booking flights, hotels, and car rentals, all while being able to view maps, weather conditions, and more.

Google Travel automatically saves information such as flight confirmations and hotel bookings directly to the user’s account. This is ideal for businesses looking to keep all travel details organised, reducing the risk of missing important travel updates or documents.

AirHelp

Though not exclusively designed for corporate travellers, AirHelp can be a valuable tool for businesses, especially when flight delays or cancellations occur. This software informs travellers of their rights and helps them claim compensation if their flights are significantly delayed or cancelled.

For businesses, AirHelp can save time by ensuring that employees are aware of what to do in case of travel disruptions. This added layer of support ensures that employees are well-prepared, even when things don’t go according to plan.

PackPoint

Forgetting to pack an essential item for a business trip can be disastrous. PackPoint helps travellers create customised packing lists based on the destination, weather, and trip duration. It’s a helpful tool that ensures employees are well-prepared for their trips, reducing stress and improving productivity.

For businesses, PackPoint can act as a simple but effective tool to ensure employees are adequately prepared for their travels, preventing any last-minute packing issues that could hinder the success of the trip.

The benefits of partnering with a business travel management company

While travel management software provides great advantages, working with a specialised business travel management company can take your corporate travel to the next level. Our expert team offers bespoke travel management solutions tailored to your company’s specific needs.

At ACE Travel Management ATG UK, we help you leave travel booking worries in the past. Our integrated travel booking system allows you to plan, approve, book, and manage travel arrangements from anywhere, whether at your desk or on the go. With real-time reporting, you can keep track of all company bookings and ensure compliance with your global and location-based travel policies.

From providing access to the latest travel management software to offering personalised service every step of the way, our goal is to streamline your corporate travel process and improve overall efficiency. With our support, your team can focus on their work, while we take care of the travel logistics.

Streamline your corporate travel processes

Selecting the right travel management software is crucial for businesses looking to streamline their corporate travel processes and enhance productivity. Whether you opt for helper tools, like Airbnb for Work, or find a business travel management expert to do everything for you, having software to manage travel can make a significant difference.

If you would like to partner with a specialised business travel management company and experience an added layer of convenience and expertise, get in touch with our team today. Our tailored solutions ensure that every aspect of your business travel is handled efficiently, allowing your team to focus on driving success.

Managing travel efficiently is crucial for companies looking to maintain a competitive edge. Business travel is not just about getting from point A to B; it encompasses a multitude of factors, from budgeting and planning to tracking expenses and analysing trends.

Understanding how to monitor business travel expenses and identify patterns can significantly impact a company’s bottom line and improve overall travel management.

This guide provides insights into effectively tracking business travel expenses and trends to optimise your travel programme.

The importance of tracking business travel expenses

Tracking business travel expenses is essential for several reasons:

1. Budget management: understanding travel expenses allows companies to create accurate budgets, avoiding overspending and ensuring resources are allocated effectively.
2. Cost control: regular monitoring helps identify areas where costs can be cut without compromising the quality of travel.
3. Financial reporting: accurate tracking provides essential data for financial reporting and forecasting, aiding in decision-making.
4. Policy compliance: by tracking expenses, organisations can ensure that travel policies are followed, leading to reduced risk and improved accountability.
5. Identifying trends: analysing travel expenses over time can reveal patterns that inform future travel policies and strategies.

Setting up a travel expense tracking system

Creating an efficient tracking system involves several key steps:

1. Choose the right tools

Selecting the appropriate tools for tracking expenses is vital. Consider the following options:

• Expense management software: tools like Concur or Expensify streamline the process of logging expenses, receipts, and approvals.
• Mobile apps: many expense management tools offer mobile applications, allowing employees to track expenses on the go.
• Spreadsheets: while not as efficient as dedicated software, spreadsheets can be customised for small businesses to track expenses manually.

2. Define expense categories

Clearly defining expense categories helps in accurate tracking. Common categories include:

• Travel costs: flights, trains, taxis, and car rentals.
• Accommodation: hotels and other lodging expenses.
• Meals: meals during travel, including per diem allowances.
• Miscellaneous expenses: any other expenses incurred during travel, such as conference fees or internet access.

3. Establish a policy for submitting expenses

Implementing a clear policy on how and when to submit expenses is crucial for maintaining consistency. Key elements include:

• Submission deadlines: specify timeframes for submitting expenses after travel.
• Required documentation: outline what receipts and documentation are necessary.
• Approval process: define who is responsible for approving expenses.

Best practices for tracking travel expenses

To ensure effective tracking of business travel expenses, consider the following best practices:

1. Encourage real-time expense reporting

Encourage employees to log expenses as they incur them. Real-time reporting reduces the chances of missing or forgetting expenses and helps maintain accurate records.

2. Automate expense tracking

Automating the expense tracking process can save time and reduce errors. Many software solutions can automatically import transactions from credit cards or bank accounts, streamlining the process.

3. Regularly review and analyse data

Conducting regular reviews of travel expenses enables companies to identify trends and anomalies. Analyse data to uncover insights such as:

• Average travel costs by employee or department.
• Frequently visited destinations and associated expenses.
• Patterns in travel booking, such as last-minute bookings leading to higher costs.

4. Provide training and resources

Ensure that employees understand how to use expense tracking tools and the importance of accurate reporting. Providing training sessions and resources can enhance compliance and reduce errors.

Identifying trends in business travel

Tracking expenses not only helps manage costs but also reveals valuable insights into travel trends. Here’s how to identify and leverage these trends:

1. Monitor travel frequency and patterns

Analyse how often employees travel and for what purposes. Identifying frequent travel routes or departments with higher travel needs can inform future decisions about booking preferences and budgeting.

2. Evaluate accommodation preferences

Understanding employees’ accommodation preferences can help negotiate better rates with hotels and improve satisfaction. Analyse data to identify frequently used hotels and assess if they align with company policies and budgets.

3. Assess transportation choices

Examine the modes of transport employees choose most frequently. This data can inform decisions about preferred vendors and contribute to cost-saving measures, such as carpooling or using public transport.

4. Track compliance with travel policies

Regularly review compliance with company travel policies. Identify any patterns of non-compliance and address them with employees. This ensures that travel remains within budget and meets organisational guidelines.

Track expenses for greater efficiency and effectiveness

Tracking business travel expenses and trends is essential for effective travel management. By implementing a robust tracking system, adopting best practices, and regularly analysing data, companies can gain valuable insights that drive informed decisions.

Understanding travel patterns allows organisations to optimise budgets, improve employee satisfaction, and ultimately enhance the efficiency of their travel programmes. As the business landscape continues to evolve, staying informed about expenses and trends will be a critical component of successful travel management.

If you want to offload your complex and time-consuming travel management responsibilities to a leader in the world of business travel management, speak to the ACE Travel team about your needs.

Corporate travel is essential for many modern businesses, but it comes with its own set of risks. From health concerns to geopolitical instability, ensuring the safety and well-being of your employees while they travel is a critical responsibility.

But, by being proactive and implementing risk management strategies, businesses can significantly mitigate travel risks and create a safer experience for their travellers.

Let’s explore five key ways you can improve your business travel risk management, providing peace of mind and maintaining productivity during trips.

1. Develop a comprehensive travel policy

Creating a well-defined corporate travel policy is the first step towards business travel risk management. A travel policy should cover everything from booking guidelines and preferred suppliers to safety protocols and emergency procedures.

Not only does this ensure consistency across your organisation, but it also equips employees with the knowledge they need to make safe and informed travel decisions.

To make your travel policy effective, consider including:

• Approved travel destinations and restrictions.
• Safety protocols for high-risk areas.
• Clear communication channels for emergencies.
• Requirements for booking through approved vendors and platforms.

A well-documented policy ensures that both employers and employees are on the same page regarding safety expectations and risk management procedures.

2. Provide traveller training and resources

Even the most experienced business travellers can benefit from refresher training on how to handle potential risks. Training sessions can cover everything from cultural information and communication protocols to dealing with emergencies like natural disasters or medical incidents.

Consider offering your employees:

• Pre-trip safety briefings, especially when travelling to unfamiliar or high-risk destinations.
• First aid and personal safety training.
• Crisis communication plans and contact lists.

Additionally, providing employees with travel safety apps and resources such as travel advisories, embassy contacts, and healthcare information ensures they are prepared for any situation that may arise.

3. Utilise traveller tracking and monitoring tools

One of the most effective ways to reduce travel risk is through real-time tracking and monitoring of employees. With modern technology, it’s easier than ever to keep track of where your employees are at any given moment. Traveller tracking tools allow businesses to monitor their staff in real-time and provide swift assistance in case of an emergency.

These tools can alert travel managers if an employee is in a region affected by a crisis, such as a natural disaster or civil unrest, and offer instant communication to ensure their safety. Having a centralised platform to monitor travellers also ensures that employees have access to immediate assistance when needed.

4. Ensure comprehensive travel insurance coverage

Comprehensive travel insurance is a non-negotiable element of any risk reduction strategy. The unpredictability of business travel means that companies need to be prepared for everything from medical emergencies to flight cancellations.

Standard corporate insurance may not always provide sufficient coverage for travel-specific incidents, so it’s crucial to invest in a tailored business travel insurance plan.

Look for insurance that covers:

• Medical emergencies and evacuation.
• Trip cancellations or interruptions.
• Lost or stolen belongings, including equipment and documents.

Additionally, businesses should ensure that employees are aware of what their travel insurance covers and how to make a claim if needed. This provides peace of mind to both travellers and their employers.

5. Stay informed of global risks and develop contingency plans

The global landscape is constantly changing, and what may be a safe destination today could become a risk tomorrow. Staying informed of geopolitical tensions, health risks, and environmental hazards is crucial for managing travel risks effectively. Partnering with a business travel management agency that provides regular updates on global risks can help your organisation stay ahead of potential threats.

Developing contingency plans for different scenarios — such as sudden border closures, strikes, or health outbreaks — ensures that your company is ready to react quickly and effectively. A proactive approach can prevent delays, additional costs, or potential harm to your travellers.

Stay ahead of travel risks

Reducing travel risk for your business travellers is not only about following best practices; it’s about being proactive, prepared, and informed. By developing a strong travel policy, providing the right resources, utilising tracking tools, ensuring comprehensive insurance, and staying updated on global risks, businesses can safeguard their employees while maintaining seamless business operations.

As travel continues to play an essential role in business growth, implementing these risk management strategies will help ensure that your travellers stay safe, productive, and confident while on the road.

Business travel doesn’t have to be a risky endeavour — with the right precautions and support, you can minimise risks and focus on achieving your business goals. If you want to learn more about traveller safety, get in touch with our team today.

Today’s companies rely on efficient travel programmes to connect with clients, explore new markets, and maintain operations. However, managing a travel programme effectively requires more than just booking flights and hotels.

Data plays a crucial role in optimising these programmes, improving cost-efficiency, and enhancing traveller satisfaction. In this blog, we will explore how leveraging data can help businesses optimise their travel programmes for better results.

Why data matters in business travel

Data-driven decisions are at the heart of modern business strategies, and travel management is no exception. The vast amount of information generated through travel bookings, expenses, and traveller preferences provides valuable insights that can help businesses streamline their travel programmes. From controlling costs to improving compliance, data offers the means to make informed, strategic choices.

The challenge for many businesses lies in understanding how to collect, analyse, and act upon this data effectively. By doing so, companies can not only save money but also improve the overall travel experience for employees.

Understanding travel patterns and trends

One of the first steps in leveraging data to optimise your business travel programme is identifying key travel patterns. This includes analysing frequent destinations, common travel times, and preferred airlines or hotels. Understanding these trends allows businesses to negotiate better deals with travel suppliers and streamline booking processes.

For example, if data reveals that most business trips occur during the same months each year, the company can negotiate bulk discounts with airlines or hotels. Similarly, identifying preferred suppliers can lead to partnerships that offer better rates and services tailored to your business’s needs.

Moreover, tracking travel patterns can help businesses assess the necessity of certain trips, reducing unnecessary travel and associated costs.

Reducing costs through data insights

Data offers unparalleled opportunities to identify cost-saving measures in business travel. By analysing spending data, companies can pinpoint areas where costs can be reduced, such as:

• Identifying overspend: Data can reveal where employees might be exceeding travel budgets, allowing companies to adjust policies or implement stricter approval processes.
• Supplier analysis: Detailed data on spending with airlines, hotels, and car hire companies enables businesses to assess where they can negotiate better rates or switch to more cost-effective providers.
• Expense management: Using data to analyse expense reports can highlight any discrepancies between policy and actual spending, ensuring compliance and reducing instances of overpayment.

With the right data tools in place, businesses can monitor travel expenses in real-time, quickly identifying and addressing any cost overruns.

Enhancing policy compliance

A well-defined travel policy is essential for managing a successful business travel programme. However, ensuring employees follow the set guidelines can be challenging. Data analytics can play a significant role in boosting compliance with travel policies.

By tracking bookings and expenses, businesses can quickly identify areas where policies are not being followed. Whether it’s booking outside of approved channels, selecting non-compliant suppliers, or exceeding budgetary limits, data can highlight these issues in real-time.

Moreover, presenting employees with personalised data on their travel habits, including areas where they may be exceeding limits or deviating from policy, can encourage better compliance. Informed travellers are more likely to make decisions that align with company policies.

Improving traveller experience

While cost control is a primary concern for many businesses, ensuring a positive experience for employees is equally important. Data can be a powerful tool in creating a more personalised, comfortable travel experience.

Through data analysis, businesses can identify traveller preferences, such as favoured airlines, seating arrangements, or hotels. By accommodating these preferences within policy limits, companies can improve employee satisfaction without incurring additional costs.

Furthermore, data can help companies predict and mitigate common travel issues, such as delays or cancellations, ensuring that employees face minimal disruption during their trips. The smoother the travel experience, the more productive employees will be during their business trips.

Sustainability and data

Sustainability is becoming a growing concern in corporate travel. With increasing awareness of carbon footprints, businesses are looking for ways to minimise their environmental impact. Data can support these efforts by helping companies track their carbon emissions from travel and identify opportunities for reduction.

By analysing travel data, businesses can see where they can reduce flights, encourage train travel, or implement video conferencing as an alternative to in-person meetings. Data can also assist in choosing more sustainable suppliers, such as airlines with lower emissions or eco-friendly hotels.

Using technology to leverage data

To effectively leverage data, businesses need the right tools and technology. Travel management software (TMS) and expense management platforms are essential for gathering, analysing, and acting on data. These tools provide businesses with real-time insights into travel spending, compliance, and traveller behaviour.

Integrating your travel programme with data analytics platforms allows for automated reporting, which can be tailored to highlight the key metrics that matter most to your business. Regular reports can help travel managers and decision-makers stay on top of trends and make proactive adjustments to the travel programme.

Optimise your business travel programme

Businesses cannot afford to overlook the importance of leveraging data in their travel programmes. From cost savings and improved compliance to enhanced traveller experiences and sustainability, the benefits of using data are vast. By adopting a data-focused approach, companies can ensure their business travel programmes are optimised for efficiency, cost-effectiveness, and employee satisfaction.

As awareness of the power of data in travel management grows, now is the perfect time for businesses to explore how they can better utilise the information at their disposal. In the long run, this will lead to a more streamlined, cost-effective, and sustainable travel programme, benefiting both the company and its employees.

Get in touch with our team today and discover how our data can help optimise your business travel programme.