How to have an efficient Corporate Travel program for your company
Business travel management and Corporate Travel Programs in the US or any country can be a complex and time-consuming process, especially for those unfamiliar with the processes involved. However, corporate travel agents in America are equipped to handle business travel with an efficient combination of technology and a qualified skilled team and manage it smoothly and efficiently.
In this blog post, we’ll cover everything you need to know about how to make a business travel program in the USA and other countries where your company operates, a breeze with corporate travel agents. Read on to find out how you can make your next business trip a stress-free experience!
Ensure cost-benefit analysis for the business trip
The key to a successful business trip is planning. When planning your business travel, consider all aspects of the cost for this travel that your company will bear, which not only includes flights, hotels, ground transportation, visas, currency exchange, etc but also Insurance, Emergency evacuation, and medical aid that may be required in case of unforeseen circumstances or if your travel involves visiting countries that rate high on Risk Assessment by your organization. Please ensure that the travel is within the ambit of the corporate travel policy and you are not booking anything outside the defined travel system for the organization. Booking with a business travel agency in the US can, more often than not, save you a lot of money and hassle by taking care of all of these elements for you.
Plan Early as per your corporate travel policy
Most of the well-established corporates, SMEs, or large enterprises have a Corporate Travel policy in place that ensures that business travel is managed by the partner business travel agency in the US or other locations as per the given guidelines. Most of them mandate booking your business trip as early as possible, say 15 days prior to travel or less depending upon the organization structure, the management level of employees, function within the organization, and their job profile.
Traveling on your Business Trip
When traveling for business, it is important to be prepared. While generally business trips involve short stays but depending upon your profile, the project on which you are working, and various other variables – If you are flying nationally or internationally, it is wise to research the airline’s baggage rules and regulations or inquire with business travel services partner to ensure that your bags are within the weight limit and follow other safety regulations ahead of time.
When packing for business trips, remember to bring any needed documents and necessary items for meetings and presentations or have them available on the Cloud platform so that you can carry light and use them for your presentations as and when required. Make sure to have all necessary paperwork such as contracts and itineraries as well. Bring enough medication, toiletries, and other personal items that will last throughout the duration of your trip.
Ensure proper travel documentation
One of the steps to ensuring your business trip runs smoothly is ensuring your documents are in order. This includes not only having valid identification and the necessary visas for the country or countries you will be traveling to but please also investigating any additional documents you may need, such as work permits, and a re-entry permit if you are on a long stay with absence from your posting in the concerned country, Covid related travel restrictions, health restrictions or compliances by the destination country or even the transit country’s Covid & Health requirement may have an impact on your travel plans.
Many business travel agents in the US offer consulting and advisory services on travel. You can use Prime Air Global business travel services to make this process easier. Their team of experts can guide you on required legal documentation for any forthcoming trip, help you obtain the necessary visas, and offer inventory from various points of sale with 24×7 Customer Support so you won’t have to worry about it taking up too much of your time. They can also help ensure that your paperwork is up-to-date and compliant with applicable laws and regulations.
Trust your business Travel Agent partner
Using an efficient and proactive business travel agent is an excellent way to monitor and implement your corporate travel plan for your organization and employees thereby simplifying planning your business travel services. A well-networked and experienced business travel agent USA will have in-depth knowledge and can help you find the best practices and inventory on flights, hotels, and car rentals. They are also well-equipped to help you plan your itinerary, arrange transportation, process travel insurance, offer emergency support on weekends, and even make restaurant reservations.
Managing your business travel spend
When you’re traveling for business, companies would like you to make sure you’re on top of your budget. To avoid overspending, it’s important to have a clear plan for managing and keeping track of your expenses. Many large business entities, who are regionally, nationally, or globally present prefer to consolidate their travel spending to look at their overall spending, find the airline partner or hotel chain being used the most, and then leverage that data to negotiate better on their annual contracting.
One way to stay organized and on the budget is by taking advantage of business travel services. Prime Air Global can help you consolidate travel spending and keep you updated with various regular MIS reports, they have all their offices on the same ERP platform thus consolidation of data becomes easier. As they operate globally, access to better inventory and sharp pricing becomes easier. They can also assist you in forming tri-partite agreements with various players in the chain to maximize your travel spend savings.
After Office Hours Support
Business travel can often be chaotic, with last-minute changes in business travel plans but staying connected is essential. Hence one must ensure that their business travel management company has the After Office hours support available to you in your home country or globally.
A 24×7 Customer support is not integral to running an efficient corporate travel program and post covid the dependence on manual services has seen an increase. Self-booking tools are being used but with ever-changing Covid protocols and health requirements, clients prefer to talk to a qualified travel agent who can give them correct and accurate information. Hence 24×7 Customer support desk on travel is a must now.
Any Corporate Travel program can be a success if the Business Travel agency partner understands your desired objectives, and travel policy and helps you to implement, monitor, and control it. Business Travel is a great way to expand your business, create & sustain business relationships and explore new opportunities. Working with Business travel agents USA can make the process easier. Prime Air Global is one of the USA’s leading business travel services companies. With years of experience in the industry, global presence, and emphasis on a good combination of technology and human touch – make available shared services platform to manage local, national, regional, or global corporate clientele with efficient fulfillment and service levels.