BETTER TRA BETTER TRAVEL VEL PR PROGRAM OGRAM FESTIVE R FESTIVE - - PowerPoint PPT Presentation

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
• ur ‘Inside the Mind of a Buyer’ insights
• #BeTheRoad

Wha hat t We W e Will Co ill Cover T er Today

• day

 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

• gramme

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 competitive/ negotiated rates Management Information Access to latest technology platforms Duty of Care Flexible payment and invoicing

• ptions

Provide 24-hour support for employees More time back for you and your travellers! Access to Business Travel expertise

Wha hat t Mak Makes es a Good a Good Travel el Polic

• licy?

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

• Language & Level of compliance required?
• Must - You must book via the selected supplier or TMC
• Expected – you are expected to book 21 days in advance
• Should – you should take health advice/precautions
• Approval process
• Compliance reporting
• Change log
• What to include…..

Wha hat t to Co to Consider? nsider?

How far in advance? What class of travel? Which suppliers should be used? How should travel be booked? What type of ticket? What approval is needed? How do I pay? How do I complete my expenses? Can I mix business with pleasure? Compliance reporting Can I get room service? Can I buy hotel WiFi? Why do you need my contact number? I have lost my bag how can I claim?

Steps Steps to Cr to Crea eating ting a T a Travel el Polic

• licy
• 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

• f Ca

Care e Than han Fir First st Meets Meets the the Ey Eye

Traveller Company

(Management)

• 24/7/365
• Knowledge
• Technology – Tracker/mobile

TMC/Travel Risk Company(s)

• Alert
• Information
• Plans
• Assessment
• Mitigation
• Protection
• Where to find information
• Who to contact
• Security
• Medical
• Insurance
• TMC
• Read information
• Access portal
• Action

Know See

• Legal requirement
• How to communicate
• Process
• Traveller behaviour
• Pro-active TMC/TRC
• Profile
• Booking
• Policy
• Process
• Policy
• Plans
• Provision
• Track

Do

Repor eporting ting

Travel data reporting provides you with the knowledge of what your company is spending, where it’s spending it and what your popular destinations are. Reporting can also provide you with information on policy non-compliance. Reporting is critical for helping you manage your travel program, identifying opportunities for agreeing corporate rates and reducing spend. Without a TMC or a data warehouse, this information is hard to create and not reliable.

• What are our top locations?
• Which airline do we spend the most with?
• Which hotel chain do we use the most?
• Where can cost savings be made?
• Where should we invest additional budget to

improve the traveller experience?

• What is our overall spend on business travel?
• Which traveller/department is spending the

most?

• Who is travelling business class and on which

routes?

BREAK BREAK – 5 Minutes 5 Minutes

Communica Communication tion

Getting Getting to the to the Point

• int – 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!

SIMPLE WORDS IN PRACTISE Corporate Speak “We need you to generate more volume at the customer interface Emotional shorthand “Would you like fries with that?” Sticky words A great way to help memory:

• Short & Sweet
• Safe & Sound
• Do or die

The power of 3 Three words: Location, Location, Location Three phrases: The good, the bad and the ugly

Winning inning Ov Over Co er Company mpany Mana Management gement to to Your

• ur Pr

Project

• ject
• 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

• duction

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

hello@festive-road.com +44 (0) 208 123 5678 www.festive-road.com

THANK YOU