Corporate travel agents: why businesses use them
As businesses grapple with challenges* such as rising travel costs, limited travel budgets, and travel disruptions, understanding the value of partnering with a corporate travel agent could be your game-changer.
*Global Business Travel Association - GBTA, 31 Jan. 2024
This guide includes:
- What do travel agents do?
- Skills to look for in an agent
- Use a TMC or hire in-house?
- The benefits of travel agent help
- Which businesses need agents?
- Signs you could use an agent
- How Aletek improved its travel program with an agent
- Identifying the right agent
- Downloadable checklist
- Other success stories
Let’s say your team’s next big meeting is in another city, and you’re stuck figuring out flights, hotels, and transportation. The clock is ticking, stress levels are rising, and you’re wishing there was a better solution. Should you 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 - especially in SMEs.
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 cake without a recipe - it’s doable, but way more risky and stressful than necessary.
In this guide, we’ll explore why hiring a corporate travel agency is a game-changer, how they can simplify your travel woes, and the benefits you can expect when you partner with the right TMC.
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.
With the right skills, travel agents have the power to turn a confusing, frustrating travel program into a well-oiled machine. But what are the right skills?
Key skills of a good corporate travel agent
1 - Negotiation and industry expertise
The ability to negotiate exclusive deals for your bookers while accounting for industry-specific travel needs is essential to your travel flexibility and to protecting your budget.
2 - Crisis management
Disruptions are going to happen, no matter how hard you plan. Having an agent that can assist 24/7 is extremely important, so that travellers are always supported on the road - no matter where they are in the world.
3 - Compliance and policy knowledge
Staying within your travel policy is vital to staying within your budget. You need an agent who can help you customize your travel policy to meet all your business’s needs and close spending leaks.
4 - Client and customer satisfaction
No one wants to be treated like a number. Find an agency that knows you and your team, including your preferences, policies, and travel plans. Forget the call centres and chatbots, and get real human support.
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 less complicated travel needs.
On the other hand, a Travel Management Company (TMC) like Corporate Traveller 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 can feel like a superhero - ready to tackle any travel challenge with ease.
Benefits of partnering with a corporate travel agent
Alright, let's get to the good stuff! 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 better business trips.
Choosing a corporate travel agent within a robust agency or TMC network opens the door to an array of services, support, and expertise that outmatch what a lone agent can provide on their own.
This partnership can be your passport to effortless, worry-free business journeys. Enjoy benefits like:
Who needs a corporate travel agent?
Small businesses & startups
Construction companies, sales teams, consultants, and mining or marine-based industries are just a few examples of small businesses that need complex or frequent travel needs could benefit from an agent to manage itineraries and costs.
Mid-sized companies
Businesses offering professional services in technology industries, logistics companies, and regional construction require cost-effective travel solutions, which are flexible enough to manage emergency disruptions and last-minute bookings.
Large enterprises
Enterprise travel that can benefit from a travel agent is less industry-specific and more focused on whether you’re supporting large numbers of employees or high annual travel spend, and juggling several complex multi-part itineraries simultaneously at any given time.
Signs you may benefit from a corporate travel agent:
Why should you hire a travel agent? Ask yourself these 4 questions:
- Is your travel program consuming too much of your internal resources?
- Is your travel budget spiraling out of control, despite your best efforts?
- Is managing travel disruptions overwhelming for your team?
- Are you missing analytic visibility, because you don’t have the resources to manage and track everything effectively?
Here are a few other telltale signs you could use some travel agent help:
- Number of employees: If your company has 50+ employees, especially with 20 to 500 frequent travellers, it’s time to consider a business travel agent. Coordinating travel for a large team can be a logistical nightmare alone.
- Travel spend: Companies with a travel spend above $50k annually benefit immensely from a corporate travel agent. They can help you get the most bang for your buck, optimizing the impact of every dollar spent.
- Travel destinations: Are your employees jetting off to exotic or remote locations? Certain destinations require expertise. An experienced corporate travel agent has the knowledge and connections to navigate these tricky travel routes.
- 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 personalized travel solutions.
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. Using our booking tool Aletek was able to start securing the best deals and tracking travel spend like a hawk.
The result? A massive seven weeks of accounting time saved annually, putting $14,800 back in their pocket. By partnering with Corporate Traveller, Aletek now enjoys crystal-clear visibility and control, all through one seamless platform. It’s a perfect example of how you can 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, the purpose of a corporate travel agency is to simplify and enhance your business travel experience.
Finding the right corporate travel agent for your business
Alright, so you’ve decided 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, 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 have they been in the business? You want seasoned pros, who know the ins and outs of corporate travel management - not a rookie 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, tracking, reporting, and personalized service.
Questions to ask potential agents
You need to ask the right questions to see if they’re a good match. Before you sign on the dotted line, ask these questions:
- 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 can you customize 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?
Get the checklist
Grab our "Essential Questions to Ask Your TMC" worksheet now to make sure you're asking all the right questions.
From hidden fees to service quality, this checklist helps you dig deeper and make sure your corporate travel agency can actually deliver.
Real stories, real success: Inside the Corporate Traveller experience
1. Travel time-savings for Benevity
Benevity, one of Canada’s first B Corps, and a leader in corporate purpose software, was struggling with complex and time-sensitive trips managed by their internal teams. Too much time was spent trying to contact airlines and suppliers, and they needed a more centralized solution to simplify processes. Balancing complicated itineraries and tight timelines was becoming more and more of a challenge.
Enter Corporate Traveller. Since partnering with us, Benevity has benefited from increased flexibility and simpler self-booking with travel management software, Melon. From booking to reporting, Melon provided transparency and efficiency.
Kate Niven, Benevity’s Places Coordinator, praises the seamless integration and exceptional support from our team, highlighting how we make everything from hotel stays to complicated travel a breeze:
"The excellent support and service often make us feel like your only client! We feel well taken care of. The assistance is always there when we need it, and we can count on having the tools available when we need it to serve our teams best internally.”
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 Traveller recommended our services.
Partnering with Corporate Traveller 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, Corporate Traveller 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.
3. Streamlining global travel for Eliquent Life Sciences
Eliquent Life Sciences, a full-cycle consulting firm, faced significant challenges managing travel for its 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 Traveller.
Since partnering with us, Eliquent Life Sciences has consolidated its travel processes using our all-in-one travel management software, Melon. From booking to reporting, Melon has given them 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 Traveller 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.”
No one tells our story better than our clients
Learn how simple corporate travel can be with the right partner!
A corporate travel agent will upgrade your entire travel operation. From moneywise deals and 24/7 support to essential tech and complete travel tranquillity, 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 Traveller 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 Traveller can help you streamline your travel processes with confidence and ease.