This page contains a Flash digital edition of a book.
BUYER'S GUIDE


BY CATHERINE CHETWYND


ONE STEP AT A TIME Our travel buyer talks us through initiating a managed travel programme


AS MORE BUSINESSES with small numbers of frequent trav- ellers are looking into both the benefits and challenges of introducing a managed travel programme, we talk to someone with first-hand experience of the situation. Fran Brooke is PA to Stephen de Heinrich, the founder and CEO of luxury skincare company Omorovicza. Brooke has been with the company 18 months, and until recently was handling a large amount of the company’s travel requirements for up to ten regular travellers in the firm – plus de Heinrich, who travels worldwide around once a month. Brooke was booking through agents such as Flight Centre, but that provided little continuity, and if the agent booking


1 2


IT IS IMPORTANT TO EXPLAIN TO TRAVELLERS that you are taking on a travel manage- ment company [TMC], and


why, so they know that all travel should be booked through one channel and that it will be scrutinised. Often, knowing that is enough to prompt travellers to choose the lowest available fare.


GETTING MANAGEMENT INFOR- MATION IS CRUCIAL. Having a business travel agent allows us to have all our travel in-


formation in one place, so now we know what we are spending and where it is going. Having a TMC pays for itself, even for a small company like ours. We used to pay for travel on the company debit card, but now we have monthly invoices from BTD, which is more efficient and gives better MI [management informa- tion]. BTD keeps our expenses in check: we have spent some £90,000 on travel this year but have already saved around £48,500.


3


DUTY-OF-CARE IS ANOTHER IMPORTANT FACTOR. The dedicated booking platform has made it much easier for


32 BBT JANUARY/FEBRUARY 2016


an itinerary was away, no one else seemed to be able to pick up the work. “My boss wanted a single platform where our company could book travel and allow them to own their travel plans” she says. “Travellers were either coming to me or booking on an airline’s website and, that way, we were losing receipts and were not quite sure where people were. “And we had no grip of our travel expenses. I knew Concur


from a previous company I had worked for, so I approached them for advice and they recommended Business Travel Direct. We have been using BTD’s services for a year and they are helping us formulate a travel policy.”


our travellers to organise their trips and I can see who is where at any one time, which is invaluable. A TMC also brings a connected and consistent service – I can email my main contact at the TMC about something and, if they are not there, I can contact the team and someone responds almost immediately.


4


BTD ALSO PROVIDES a travel- ler tracking service for us, and if we’d had anyone in Paris during the terrorist


attacks, for example, they would have contacted them by text to ask them to confirm they were OK. We have given the mobile numbers of all our travellers to BTD, so that they can contact them in the event of an emergency. It is im- portant to communicate this to travellers, so that they understand why they should part with their contact details.


5


WRITE A TRAVEL POLICY and make sure your travellers know what it is and where they can see it. In consulta-


tion with our TMC, I have given guide- lines for capping hotel, air and rail tariffs on the booking platform. If someone pays more than the cap, we look into why that


was necessary. Anybody lower than management or director level travels economy or premium economy on flights over six hours. For hotel accommodation, it may be that rooms are not available at the level capped in certain areas. Bookings are made through Concur and there is a traffic light system that guides travellers, so they know if the light is amber or red, they should think again. This will eventually lead to a structured


travel policy. It is a work in progress at the moment, but it is important to have one. I do want people to stick to the guidelines, so although it is still too early to mandate, when we have an official policy I will consider it.


6


OUR TMC SUGGESTED that Omorovicza became a member of British Airways’ loyalty programme, On


Business, and I strongly recommend it. Stephen travels regularly in business class and we rack up a lot of points – so much so that he recently flew with BA in business class to New York entirely free of charge, because we were able to pay in points. That said, we do not steer travellers towards BA but go for the lowest fare on the day.


BUYINGBUSINESSTRAVEL.COM


Page 1  |  Page 2  |  Page 3  |  Page 4  |  Page 5  |  Page 6  |  Page 7  |  Page 8  |  Page 9  |  Page 10  |  Page 11  |  Page 12  |  Page 13  |  Page 14  |  Page 15  |  Page 16  |  Page 17  |  Page 18  |  Page 19  |  Page 20  |  Page 21  |  Page 22  |  Page 23  |  Page 24  |  Page 25  |  Page 26  |  Page 27  |  Page 28  |  Page 29  |  Page 30  |  Page 31  |  Page 32  |  Page 33  |  Page 34  |  Page 35  |  Page 36  |  Page 37  |  Page 38  |  Page 39  |  Page 40  |  Page 41  |  Page 42  |  Page 43  |  Page 44  |  Page 45  |  Page 46  |  Page 47  |  Page 48  |  Page 49  |  Page 50  |  Page 51  |  Page 52  |  Page 53  |  Page 54  |  Page 55  |  Page 56  |  Page 57  |  Page 58  |  Page 59  |  Page 60  |  Page 61  |  Page 62  |  Page 63  |  Page 64  |  Page 65  |  Page 66  |  Page 67  |  Page 68  |  Page 69  |  Page 70  |  Page 71  |  Page 72  |  Page 73  |  Page 74  |  Page 75  |  Page 76  |  Page 77  |  Page 78  |  Page 79  |  Page 80  |  Page 81  |  Page 82  |  Page 83  |  Page 84  |  Page 85  |  Page 86  |  Page 87  |  Page 88  |  Page 89  |  Page 90  |  Page 91  |  Page 92  |  Page 93  |  Page 94  |  Page 95  |  Page 96  |  Page 97  |  Page 98  |  Page 99  |  Page 100  |  Page 101  |  Page 102  |  Page 103  |  Page 104  |  Page 105  |  Page 106  |  Page 107  |  Page 108  |  Page 109  |  Page 110  |  Page 111  |  Page 112  |  Page 113  |  Page 114  |  Page 115  |  Page 116  |  Page 117  |  Page 118  |  Page 119  |  Page 120  |  Page 121  |  Page 122  |  Page 123  |  Page 124  |  Page 125  |  Page 126  |  Page 127  |  Page 128  |  Page 129  |  Page 130  |  Page 131  |  Page 132  |  Page 133  |  Page 134  |  Page 135  |  Page 136  |  Page 137  |  Page 138  |  Page 139  |  Page 140