Why You Should Use a Travel Management Company to Book Corporate Travel

For many businesses, corporate travel is essential to their operations. However, managing it effectively can be a time-consuming and complex task, especially for travel managers and executive assistants juggling multiple responsibilities. That’s where a Travel Management Company (TMC) can step in to simplify the process and offer valuable benefits.

Whether you're looking to cut costs, ensure employee safety, or streamline the travel booking experience, partnering with a TMC can be a game changer for your business. Below are five key reasons why using a TMC is a smart move for any organisation with regular travel needs.

1. Cost Savings: Unlock Corporate Rates and Discounts

One of the most compelling reasons to use a Travel Management Company is the potential for significant cost savings. TMCs have established partnerships with airlines, hotels, and car rental agencies, enabling them to secure discounted rates that may not be available to the public. This means that businesses can access corporate pricing on flights, accommodation, and ground transport, reducing overall travel spend.

Additionally, TMCs can provide detailed travel expenditure reports, helping travel managers and executive assistants identify areas where costs can be reduced. For example, they may recommend more cost-effective travel routes, alternate airlines, or partner hotels that offer better corporate rates, ensuring your travel budget stretches further.

2. Time Efficiency: Focus on What Really Matters

Booking and managing travel can be a time-consuming task, especially when it comes to arranging last-minute changes or dealing with disruptions such as flight cancellations. For busy travel managers and executive assistants, time is a precious resource. A TMC can help streamline the entire process, from booking flights and accommodation to handling travel itineraries and changes in real-time.

By outsourcing these tasks to a TMC, businesses can free up internal resources to focus on other strategic priorities. Additionally, TMCs typically offer 24/7 support, meaning your travellers can get help at any time, no matter where they are in the world. This not only saves time but also reduces stress for both the traveller and the administrative team.

3. Policy Compliance: Ensure All Bookings Stay Within Company Guidelines

Corporate travel policies are essential for controlling costs and ensuring consistency across travel bookings. However, it can be challenging to enforce these policies when employees book their own travel. A TMC helps by integrating your company’s travel policy into the booking process, ensuring that all bookings adhere to the guidelines you’ve set.

For example, a TMC can set up alerts for when an employee tries to book travel that’s out of policy – such as opting for a more expensive flight or hotel – or when an approval is required for an exception. This ensures full visibility and accountability, helping businesses manage costs effectively while allowing for flexibility where necessary.

4. Duty of Care: Prioritising Traveller Safety and Wellbeing

Ensuring the safety of employees while they travel for business is a top priority for companies, especially in today’s unpredictable global landscape. TMCs play a critical role in supporting a company’s duty of care by providing real-time tracking of travellers and offering immediate assistance in case of emergencies.

In the event of a crisis – whether it’s a natural disaster, political unrest, or a health emergency – a TMC can quickly locate employees and provide the necessary support. They can rebook flights, find alternative accommodation, and provide on-the-ground assistance. This peace of mind is invaluable for travel managers and executive assistants who are responsible for the welfare of employees on the move.

5. Data and Reporting: Gain Insights to Optimise Your Travel Programme

A Travel Management Company doesn’t just help with the logistics of booking; they also provide valuable insights through comprehensive reporting and data analysis. With access to detailed reports on travel spend, booking patterns, and traveller behaviour, travel managers and executive assistants can make informed decisions to further optimise their corporate travel programme.

TMCs can highlight trends such as frequently travelled routes, preferred suppliers, and booking habits, helping you negotiate better deals and identify cost-saving opportunities. Additionally, this data can be used to improve forecasting, budgeting, and policy development, making your travel programme more efficient and effective in the long run.

Conclusion

For travel managers and executive assistants tasked with managing corporate travel, partnering with a Travel Management Company offers numerous benefits that extend far beyond simply booking flights and hotels. From cost savings and time efficiency to improved policy compliance and enhanced traveller safety, TMCs provide a comprehensive solution that can significantly improve the way your company manages its travel needs.

By leveraging the expertise and resources of a TMC, businesses can streamline their travel operations, ensure the well-being of their employees, and ultimately, optimise their travel programme for better efficiency and cost control. If your company has regular travel needs, it may be time to consider the benefits of working with a TMC and reaping the rewards of a well-managed corporate travel programme.

Incorporating a Travel Management Company into your travel strategy can make a huge difference for your organisation, ensuring both operational efficiency and a seamless travel experience for your team.