The New Era of Business Travel

Business travel managers and procurement leaders face numerous challenges as they look to reshape their business travel programs. The chain of custody in travel approval used to be simple, but things have become more complex.

Senior leadership is directly involved in the decision-making progress. Essential travel and non-essential travel are more difficult to designate. Duty of care, health and wellness, sustainability, and safety have become top priorities.

Here, we'll explore what you need to consider when evaluating and reshaping your future business travel programs based on safety, sustainability, and the traveler experience.

Renegotiating Existing Agreements with Travel Suppliers

Renegotiating existing agreements with travel suppliers can be a lengthy process, but it's often necessary to obtain cost savings. More importantly, it is a key step in ensuring suppliers align with your new requirements regarding issues like safety and sustainability. 

There are a few ways to start this process. The first is to issue an RFP (request for proposal) to all of your suppliers with whom you have expiring contracts. Depending on the number of suppliers you work with, this could be a long process. However, it will ensure that you get the best rates and services from your suppliers.

Another option is to work with a travel management company (TMC). A TMC can help you renegotiate rates and services with your existing suppliers. This can save you time and money, as the TMC will have pre-existing relationships with these suppliers and serve as a liaison for your organization.

You should also consider issuing new and consistent requirements to your preferred business travel suppliers, even if they aren't up for contract renewal. For example, if you are requiring more safety precautions for your travelers, it would be reasonable for you to set safety requirements with your suppliers. Likewise, if you're looking to increase your use of video conferencing to reduce travel, you should issue a requirement to your non-travel suppliers, ensuring that they provide this service. 

Aligning with Company Sustainability Goals

How can you create greater value in your business travel program by aligning with the company's sustainability goals?

A comprehensive approach to business travel programs should consider all aspects of the traveler's journey, from planning and booking to ground transportation and accommodations. However, the new era of business travel also requires an additional consideration: sustainability.

There are many ways to make your business travel program more sustainable, both internally and among your suppliers. One way is to encourage travelers to use video conferencing for meetings that don't require in-person attendance. You can also work with your TMC or preferred suppliers to book travel that uses less carbon-intensive transportation, such as trains or electric cars.

Look for opportunities to offset the carbon emissions of your business travel program. For example, you can purchase carbon offsets for air travel or ground transportation. You can also support sustainable projects, like planting trees, that help offset the emissions of your business travel program.

Technology Solutions for Duty of Care

Several technology solutions can help you manage your duty of care for your business travelers. If you rely on a TMC, find out if they offer duty of care services. This is an effective way of solving duty of care challenges if you're struggling to do so internally.

You can also use tracking devices, such as GPS-enabled watches or phone apps, to help you keep tabs on your travelers. These devices can provide information like location history and speed tracking.

Another option is to use a travel safety app. These apps offer features like emergency assistance, real-time alerts, and offline maps. They can be a valuable tool for business travelers who often find themselves in unfamiliar territory.

When it comes to business travel, the safety of your travelers should always be your top priority. By using technology to track traveler location and send alerts in case of an emergency, you can help ensure that your travelers stay safe while on the road.

Get Ready for the New Era of Business Travel

The new era of business travel brings with it new challenges for travel managers and procurement professionals. From increased complexity in the decision-making process to a greater focus on sustainability, there are many factors to consider when shaping your business travel program. However, by taking the time to understand your options and choosing the right technology and suppliers, you can create a business travel program that is both efficient and sustainable.

To learn more about the new era of business travel, don't miss ProcureCon Travel 2022, happening from June 13th to 14th at the Omni Rancho Las Palmas, Rancho Mirage, California.

Download the agenda today.