BUILDING BL UILDING BLOCKS FOR A OCKS FOR A BETTER TRA BETTER TRAVEL VEL PR PROGRAM OGRAM
FESTIVE R FESTIVE ROAD AD • We help companies GROW through better ENGAGEMENT • We position ourselves at the centre of the travel management eco-system and pride ourselves on our Network, Knowledge & Credibility • We help BUYERS with our experience & knowledge and we help SUPPLIERS with our ‘Inside the Mind of a Buyer’ insights • #BeTheRoad
Wha hat t We W e Will Co ill Cover T er Today oday Why use a TMC Policy creation & compliance management Duty of care Reporting Communication Winning over company management to your project and getting your project off the ground
Wha hat t Is a Mana Is a Managed ged Travel Pr el Prog ogramme amme A managed travel programme is a set of individual pieces that you need to build from the foundations. Miss the foundations and the risk to the overall stability later on is high. Foundations: • Team – Not just your travel team but supporting members/groups. EG Finance, IT, Risk, HR & Procurement. • Policy or Guild lines – Dependent on the culture of your company will decide which you have. • Distribution/Service Platform – Appointed professional services providers. Servicing & Sourcing • Professional sourcing strategies and processes in place for all your core travel areas such as air, hotel and rail. Programme Enablers • Data - To help understand spend, travel patterns and traveller behaviours. • Duty of Care - Mitigates both risk to the business and traveller. • Engagement - Ensures communication, open feedback channels and two way dialogue to ensure people understand and know what they should be doing and why. Optimal Position - Customer Demand • Once you have all areas of your programme working well and are being managed correctly, its time to move onto demand by putting a process in place for a dialogue with stakeholders and travellers to truly understand what their business drivers and needs are. • Working proactively instead of reactively . • Gather feedback, take action and report on progress.
Why Use hy Use a TMC a TMC - The 3 C’s • The TMC relationship is arguably the lynch-pin of your entire programme. It is vitally important that you get it right! • The requirements of an excellent TMC relationship: • Culture • Capabilities • Commercials
Why Use hy Use a TMC? a TMC? Access to Access to Access to More time Business competitive/ latest back for you Travel negotiated technology and your expertise rates platforms travellers! Flexible Provide payment and Management 24-hour Duty of Care invoicing Information support for options employees
Wha hat t Mak Makes es a Good a Good Travel el Polic olicy? y? It’s vital to let your travellers know what they should and shouldn’t book. If you don’t have one, you’re giving employees permission to book whatever they want – which can increase costs. A good travel policy will: • Guide employees through the travel booking process • Help control your travel budget/spend • Help support duty of care
Wha hat t to Co to Consider? nsider? • Language & Level of compliance required? Which suppliers • Must - You must book via the selected supplier or TMC How do I complete How do I pay? should be used? • Expected – you are expected to book 21 days in advance my expenses? • Should – you should take health advice/precautions What type of ticket? How far in How should travel • Approval process Why do you need advance? be booked? my contact number? • Compliance reporting Can I mix business What class of What approval is with pleasure? travel? needed? Can I get room • Change log service? Compliance Can I buy hotel I have lost my bag • What to include….. reporting WiFi? how can I claim?
Steps Steps to Cr to Crea eating ting a T a Travel el Polic olicy • Plan and Draft Don’t rush drafting your policy, talk to existing stakeholders, supplier and your external network to help give you an idea of what your policy needs to include • Partnership and Buy in To ensure as much compliance as possible ensure you have the partnership and buy-in from your senior managers/board as well as supporting departments such as IT, Finance and HR. • Implement When implementing ensure you have the right communication channels in place. Think about all the different options available to you and what works well within your own company • Measure Once in place use your data to measure the effectiveness of your policy • Review Don’t just put your policy in your draw and forget about it! As your company changes your policy needs to mould and flex with it. Make sure you review on a regular basis with your stakeholders.
Mor More e to Du to Duty ty of of Ca Care e Than han Fir First st Meets Meets the the Ey Eye See Know Do • Where to find information • Read information • Profile • Who to contact Traveller • Access portal • Booking • Security • • Action • Policy Medical • Insurance • Process • TMC • Policy • Legal requirement Company • Traveller behaviour • Plans • How to communicate • Pro-active TMC/TRC • Provision • Process • Track (Management) TMC/Travel Risk Company(s) • 24/7/365 • Alert • Assessment • Knowledge • Information • Mitigation • Technology – Tracker/mobile • Plans • Protection •
Repor eporting ting • What are our top locations? Travel data reporting provides you with the • Which airline do we spend the most with? knowledge of what your company is spending, where it’s spending it and what your popular • Which hotel chain do we use the most? • Where can cost savings be made? destinations are. Reporting can also provide • Where should we invest additional budget to you with information on policy non-compliance. improve the traveller experience? • What is our overall spend on business travel? Reporting is critical for helping you manage your • Which traveller/department is spending the travel program, identifying opportunities for agreeing corporate rates and reducing spend. most? • Who is travelling business class and on which Without a TMC or a data warehouse, this routes? information is hard to create and not reliable.
BREAK BREAK – 5 Minutes 5 Minutes
Communica Communication tion
Getting Getting to the to the Point oint – Ar Articula ticulate! te! Think: • Use the right language for your audience and message • Use words that your audience can relate to and understand • Sticky words – simple words – the power of 3 • Stick to the point!
Making Making it stic it stick! k! Sticky words A great way to help memory: • Short & Sweet • Safe & Sound • Do or die The power of 3 Three words: Location, Location, Location SIMPLE WORDS IN PRACTISE Three phrases: The good, the bad and the ugly Corporate Speak “We need you to generate more volume at the customer interface Emotional shorthand “Would you like fries with that?”
Winning inning Ov Over Co er Company mpany Mana Management gement to to Your our Pr Project oject • 30 seconds to make an impact! • Remember your sticky words • Keep to the facts • Highlight Key points • Detail in the appendix
Impact Impact intr introduction oduction You get on average 30 seconds upon introduction to make an impact and you never know where you may be when you need to make it. You could be in the boardroom where you would be prepared, but you may also be in the coffee queue or even in the lift! Impact introduction tips: • Written to be said, not read • Short and clear • Sticky words • Simple language • Avoid management speak and jargon • Active not passive Example: Good morning. I’m Louise Kilgannon, your Global Travel Management Leader . I manage the programme that ensures we get the right balance between cost & employee experience . Today we will discuss 3 things: 1. Why we spend $500K on travel 2. How our employees feel about travelling 3. What support I need from you
THANK YOU www.festive-road.com hello@festive-road.com +44 (0) 208 123 5678
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