Why hire a corporate travel agent? Benefits and tips for business travelers
According to the latest Business Travel Outlook Poll conducted by the Global Business Travel Association (GBTA), some of the top 2024 business travel concerns include the rising cost of travel, company budgets not keeping pace, and travel disruptions.
As businesses grapple with these challenges, understanding the value of a corporate travel agent could be your game-changer. Let’s unpack why working with a corporate travel agent is a smart move and how it can transform your business travel experience from chaotic to seamless.
Let’s say your team’s next big meeting is set in another city, and you’re stuck figuring out flights, hotels, and transportation. The clock is ticking, stress levels are rising, and you’re wondering if there’s a better way. Should you go DIY, hire an individual agent, or partner with a Travel Management Company (TMC)?
In today’s dynamic business landscape, efficient travel management is crucial. Whether it’s sealing deals or attending crucial meetings, seamless travel can make all the difference. Managing travel in-house might seem cost-effective, but this DIY approach is often exhausting. It means juggling multiple bookings, dealing with disruptions on your own, and often missing out on exclusive deals that a corporate travel agent can secure. It’s like trying to bake a soufflé without a recipe—doable, but risky and stressful.
In this article, we’ll walk you through why hiring a corporate travel agency is a game-changer, how they can simplify your travel woes, and what benefits you can expect.
Understanding corporate travel agents
Imagine having a sidekick who knows all the ins and outs of business travel. That's your corporate travel agent. They handle everything from booking flights and hotels to managing travel disruptions, all while tailoring the experience to your company’s unique needs. But there's more to the story.
In-house agent vs. travel management company (TMC)
An in-house corporate travel agent works independently, offering personalized services to their clients. They might manage bookings, find deals, and provide direct support. They bring a hands-on, customized approach to travel planning, perfect for smaller companies or those with simpler travel needs.
On the other hand, a Travel Management Company (TMC) like Corporate Traveler goes beyond individualized service by offering a broader range of services. A TMC combines the expertise of its internal travel agents and leverages advanced technology to manage complex business travel needs efficiently. TMCs provide comprehensive travel solutions, including 24/7 support, detailed reporting, and travel policy compliance. For businesses with extensive travel requirements, a TMC is like a well-oiled machine, ready to tackle any travel challenge.
Benefits of Partnering with a Corporate travel agent
Alright, let's dish out the juicy bits! Why should you consider partnering with a corporate travel agent, particularly one from an established agency or TMC? Because they’re the secret ingredient to a perfect business trip. Choosing a corporate travel agent within a robust agency or TMC network opens the gate to an array of services, support, and expertise that outmatches what a lone agent can provide. This partnership is your passport to effortless, worry-free business journeys. Let’s break it down:
Cost savings
One of the biggest perks of a corporate travel agent is access to exclusive deals and discounts. These agents have industry contacts and resources that can help you secure the best rates. Efficient itinerary planning also minimizes expenses, making your travel program cost-effective.
Time efficiency
Time is money, especially in business travel. A corporate travel agent streamlines the booking process and handles all travel logistics, freeing you up to focus on your core business activities.
Expertise and experience
Corporate travel agents are experts in the field. They have extensive knowledge of best travel practices and destinations, ensuring that your business trips are smooth and hassle-free. With access to industry contacts and resources, they can provide you with insider tips and recommendations.
Support and assistance
Travel disruptions can be a nightmare. But with a corporate travel agency, you have 24/7 travel support at your fingertips. Whether it’s a flight delay or a last-minute change, they are there to assist you, ensuring that your travel plans stay on track.
Technology
Modern corporate travel management leverages advanced technology to give you visibility into your travel program. From metrics and KPIs to spend analysis and reporting capabilities, a business travel agency ensures that you stay informed. They also help with travel policy compliance, sustainability, and traveler safety and well-being.
Who needs a corporate travel agent?
Corporate travel agents aren't just for the big players–they're for everyone. Whether you’re a small startup with big dreams or a well-established company looking to streamline your travel, a corporate travel agent can transform your travel experience.
What type of company needs a corporate travel agent?
If frequent business trips, complex itineraries, or managing travel expenses are occupying too much time and resources, it might be the perfect moment to partner with a corporate travel agent. But how do you know if it's truly time to enlist their services? Here are a few telltale signs:
- Number of employees: If your company has 50+ employees, especially with 20 to 500 frequent travelers, it’s time to consider a business travel agent. Coordinating travel for a large team can be a logistical nightmare without professional help.
- Travel spend: Companies with a travel spend above $50k annually benefit immensely from travel management services. Business travel agents can help you get the most bang for your buck, ensuring that every dollar spent is optimized.
- Travel destinations: Are your employees jetting off to exotic or remote locations? Certain destinations require expertise. A corporate travel agent has the knowledge and connections to navigate these tricky travel routes seamlessly.
- Industry: Some industries have specific needs when it comes to business travel. For example, sports teams, marine workers, oil & gas engineers, and entertainment professionals often have unique travel requirements. Corporate travel agents understand these nuances and can provide tailored travel management solutions.
How do you know you’re ready to outsource your business travel?
So, how do you know it’s time to bring in the pros? Here are some signs:
- Travel headaches: If managing travel is consuming too much of your time and resources, that's your cue.
- Cost overruns: If your travel budget regularly spirals out of control, a travel management company can help tighten the reins and ensure your travel spend delivers maximum value.
- Travel disruptions: Frequent travel disruptions without a proper support system can be frustrating, but a corporate travel agent can provide 24/7 support and proactively turn potential travel crises into minor hiccups.
- Lack of visibility: If it's tough to keep track of what you're spending on travel, you're not sure whether travel policies are being followed, or keeping up with rules and regulations is getting complicated, it might be time to get some help from a corporate travel agency.
Consider how partnering with Corporate Traveler transformed Aletek’s travel program.
As a key player in mechanical engineering known for its robust exhaust systems and thermal solutions, Aletek frequently visits industries from mining to rail. Their scattered travel bookings were missing savings and dragging out account reconciliations. We kitted them out with a slick booking tool that snags the best deals and tracks travel spend like a hawk.
The result? A massive seven weeks of accounting time saved annually, putting $14,800 back in their pocket. Talk about a win! With our solution, Aletek now enjoys crystal-clear visibility and control, all through one seamless platform. That's how you turn travel chaos into cost-saving mastery.
Whether you're a small company with growing travel needs or a large organization with complex travel demands, a corporate travel agency can simplify and enhance your business travel experience.
Finding the right corporate travel agent for your business
Alright, so you’re convinced—you need a corporate travel agent. But how do you choose the right one? Stepping into a corporate travel partnership is like starting a new journey. You’ll want a co-pilot with the right experience, a proven track record, and a suite of services tailored to your destination.
Key factors to consider
First things first, you need to evaluate your options. Here are the key factors to consider:
- Experience: Look for an agency with a proven track record. How long has the agency been in the business? You want seasoned pros who know the ins and outs of corporate travel management, not a newbie trying to find their footing.
- Reputation: Check out reviews, testimonials, and case studies. What do other clients say about them? A stellar reputation is like a Michelin star, earned through consistent excellence.
- Services offered: What can they do for you? Make sure they offer a full suite of services that meet your business travel needs. You need more than just bookings—think support, reporting, and personalized service.
Questions to ask potential agents
You need to ask the right questions to see if you’re a good match. Before you sign on the dotted line, ask these questions to ensure they’re the right fit:
- Experience: How long have you been managing corporate travel?
- Specialization: What experience do you have with companies in our industry?
- Support: What kind of support do you offer? Is it 24/7? How do you handle travel disruptions and emergencies?
- Technology: What travel management technology do you use?
- Customization: How do you tailor your services to meet our specific needs?
- Cost Savings: How can you help us save on travel costs? Can you provide examples of cost savings you’ve achieved for other clients?
Grab our ‘Essential Questions to Ask Your TMC’ worksheet now to make sure you're asking all the right questions.
Real stories, real success: Inside the Corporate Traveler experience
In choosing your travel management partner, nothing speaks louder than real-world success stories and testimonials from satisfied clients.
Our corporate travel management platform is transforming the business experience, delivering significant cost savings and unparalleled support. Let’s show you two stellar examples that highlight our dedication to simplifying travel management and ensure smooth journeys for our clients.
1. Streamlining global travel for Eliquent Life Sciences
Eliquent Life Sciences, a full-cycle consulting firm, faced significant challenges managing travel for their globally dispersed teams. With five separate companies under their umbrella, each with its own travel policies, the complexity was overwhelming. Initially, no one was dedicated to managing travel, leading to logistical nightmares, especially for contractors who had to pay for hotels and get reimbursed—a system that wasn't practical in the EU. Enter Corporate Traveler. Since partnering with us, Eliquent Life Sciences has consolidated their travel processes using our all-in-one travel management software, Melon. From booking to reporting, Melon provided transparency and efficiency.
Patrice Mistretta, Eliquent’s Business Operations Manager, praises the seamless integration and exceptional support from our team, highlighting how we make everything from hotel stays to international travel a breeze and continuously keep her in the loop, even during off-hours. "The transparency and the communication from the Corporate Traveler side really are key. That's what gets us over hurdles,” she says. “I truly do not have to worry about managing travel. I'm confident in that team assisting. The biggest benefit is that if it's a Saturday, if someone says, ‘Hey, my flight's delayed, and I missed my connection,’ I know exactly where they need to go.”
2. Beyond Energy: From DIY to managed travel
For Beyond Energy, relationships are the core of their business. As a leader in Managed Pressure Drilling (MPD) products and services, their internal team’s efficiency is paramount. Until 2017, they managed their own business travel, but as they grew, the logistics of moving teams to remote locations became unsustainable. An employee who had previously worked with Corporate Traveler recommended our services.
Partnering with Corporate Traveler transformed their business travel management. We tackled the complexities of international travel logistics, ensuring smooth border transits and setting up airlines and hotels. By adding a Customer Success Manager, Lili, we took their travel program to the next level, providing customized quarterly reviews and reports that drove significant improvements. Today, Beyond Energy’s travel program operates at peak performance, with streamlined processes and nearly $18k in annual savings.
No one tells our story better than our clients
Your business journey, reimagined
A corporate travel agent will upgrade your entire travel operation. From money-wise deals and 24/7 support to essential tech and complete travel tranquility, it’s the smart move for businesses seeking new horizons. Think of us as your control tower, guiding you safely through the complexities of modern travel. Corporate Traveler is equipped with the team, the tools, and the tech to ensure your next business trip is a breeze.
Ready for takeoff?
Your next business trip could be a first-class experience. Chat with us today and find out how Corporate Traveler can help you streamline your travel processes with confidence and ease.