How to successfully implement a new travel management company
Partnering with a travel management company (TMC) can transform the way your company handles travel, lifting the heavy burden of planning, booking, and administration off your internal teams' shoulders. More time to focus on what really matters? Yes, please!
The key to a thriving relationship with a TMC lies in finding a provider that perfectly matches your company’s size, culture, budget, and needs. Whether you're new to business travel, managing the program in-house, or switching from a previous TMC, a strategic approach will help you find the perfect fit.
Here are our top tips to make the transition smooth and seamless.
How do you know if it’s time to change to a new TMC?
Wondering if it's time to upgrade your corporate travel game? Start by taking a hard look at your current system and pinpointing the benefits and pain points.
Is your current setup aligning with your travel policy? Does it cater to both employee needs and business objectives? Are your travelers getting the on-site support they crave? If you're grappling with service issues, cost inefficiencies, or technology gaps, it might be time to shake things up.
Just like searching for any new supplier, keep a few crucial points in mind. Dive into the 8 critical questions businesses should ask to weigh the pros and cons of a new TMC.
Selecting the right TMC
Where to start? First, outline what you want your travel management to look like in the future. Do your business goals include global expansion, setting up a national sales network, or booking executives? All of these plans need a different approach for business travel. Take time to answer these questions and start with a thorough understanding of your needs.
Choosing a new TMC that is aligned with your company culture, travel needs, and technology requirements is also important. What's the new TMC's attitude on account managers? Do you feel comfortable talking to them?
Look for a travel management company that's a similar size to your business, since there are more likely to be common synergies in communication and service levels.
Corporate Traveler is the only TMC specializing in SMEs and businesses with travel spending under $10 million. A close look at your business needs and future plans and a solid procurement process will give you the answer. We created a guide on procurement best practices for SMEs to help in your decision-making process.
Communicating the change
Okay, you’ve made a decision to work with a new TMC. Now what? A crucial step is notifying stakeholders of the change. There may be questions and feedback, but after going through the initial process of assessing, evaluating and selecting a new travel partner, you'll be well-prepared for clear communication.
Employees will want to know about the reasons for the change and the expected benefits. Was it to save costs or reduce errors? Improve frustrating booking or approval processes? It's critical for businesses to communicate proactively for stakeholder buy-in.
As you engage with different people and explain the implementation process, you might find other challenges. Getting this feedback at an early stage allows you to consider possible solutions and know whether there will be any resistance to manage during TMC implementation.
After communicating a brief and clear statement on why the travel program will change, focus on when and how the transition will happen:
- Highlight what’s new: Explain what the new travel program brings to the table. What improvements and exciting features can employees look forward to?
- Implementation process overview: Provide a concise overview of the implementation process. Break it down into manageable steps so everyone knows what to expect.
- Acknowledge it’s a work in progress: Be transparent about the fact that this is a work in progress. Let your team know when they can expect the next update.
- Open channels for feedback: Make it easy for employees to express their questions and feedback. This could be through a dedicated email address, an online form, or regular feedback sessions.
Planning the TMC transition
What does it take to have a successful TMC implementation? The best way to move the project forward in a travel management transition is to use the information you've already gathered. After talking about the change, there are probably stakeholders from areas like the finance department, IT department, and HR who want to be involved or give input on the transition.
To create a robust implementation plan, take these insights and set up goals, timelines, and strategies for risk mitigation. Try to communicate with each group from their point of view. Will the changes be intuitive for them, or will they need a detailed training guide?
Data and technology integration
Businesses need to manage several aspects of a travel technology integration, including data transfer, system integration, and the training required for new tools and software. These are all crucial technical aspects of implementing a new TMC.
You need a plan! Create a strategy for data transfer and system integration together, since they affect each other. Integrity, security, and accessibility play a big role in data transfer. Well-planned systems integration means that data from customer records, operations, and travel providers can all be connected.
Training and onboarding a new TMC
How does training for the new travel tools work? Is there a demo or FAQ that employees can start with? Employees learn and absorb information differently, so a variety of training tools like videos, infographics, and step-by-step lists can make travel training an efficient process.
The plan for TMC implementation should include training for staff. It could be an interactive train-the-trainer program, workshops, or more self-serve options, depending on your culture and business needs. For example, if you have many contractors or clients traveling, a video demo might work best.
Training programs need to include long-term planning to ensure the travel program's success. It's paramount and can be part of employee onboarding or included in yearly training sessions.
Managing compliance and policy updates
When the change to a new TMC is given the go-ahead, it’s necessary to review and update business travel policies to reflect the changes. Have a clear understanding of the contact details for emergencies or after-hours support teams. This ensures that policies and procedures are in agreement before a conflict happens during a business trip.
The new travel policy can be included in travel training for employees. Letting travelers know about the new system ahead of time means there are no surprises. The only surprises you want are delighted travelers, right?
Launch and post-implementation support
It's here, the project is launching! First, breathe a sigh of relief that you've got this far. The ongoing communication and guidance you've provided have led up to the launch and the end of implementation. Now's the time to let employees know who to contact for day-to-day questions and who will provide ongoing support, as well as collecting feedback for improvements.
Follow-up support and communication are essential to keep a travel program zooming along. Any issues can be raised quickly and addressed.
What to expect
A well-executed implementation process minimizes road bumps by setting expectations and keeping an eye out for unforeseen challenges. Planning, accessible training options, and open communication with employees are all good ways to ensure a smooth transition.
Change in organizations can be a struggle, but in the long term, more benefits usually follow. Corporate Traveler is known for our high level of service and communication during a transition, and when you need it most. It's one of the key ways we build partnerships and work as a team with our clients.
Ready for a new TMC? Get in touch for more detailed solutions, consultations, or services related to implementing a new TMC.
