Why hire a corporate travel agent? Benefits and tips for business travellers
According to the latest Business Travel Outlook Poll by the Global Business Travel Association (GBTA), top business travel concerns include the rising costs, company budgets not keeping pace, and travel disruptions.
As businesses grapple with these challenges, understanding the value of a 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 taking place 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 business travel company?
In today’s dynamic business landscape, efficient corporate 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 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.
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 travel management company can actually deliver.
Understanding corporate travel agents
Imagine having a sidekick who knows all the ins and outs of business travel. That's your 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 personalised services to their clients. They might manage bookings, find deals, and provide direct support. They bring a hands-on, customised 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 Traveller goes beyond individualised service by offering a broader range of services. A TMC combines the expertise of its internal travel agents and leverages intuitive 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 an agent? Because they’re the secret ingredient to a perfect business trip. Choosing a corporate travel agent 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 travel deals and discounts. These specially negotiated rates for UK businesses bring in bigger savings. These agents have industry contacts and resources that help you secure the best rates. Efficient itinerary planning also minimises expenses, making your travel programme cost-effective.
Time efficiency
Time is money, especially in business travel. Save time by letting an agent take care of it all for you, knowing the best options to pick. Or use a simple tool to book in just a few clicks no matter what time zone you're in. It's the perfect blend for a business travel programme - there's always someone to help!
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 not only make life easier, but also provide you with insider tips and recommendations.
Support and assistance
Travel disruptions can be a nightmare. But with a 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 business travel programme. 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 traveller safety and well-being.
Who needs a corporate travel agent?
They 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 expenses, a travel agent can transform your experience.
What type of company needs one?
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 travellers, 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 £37k 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 optimised.
- Travel destinations: Are your employees jetting off to exotic or remote locations? Certain destinations require expertise. An 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. Travel companies specialising in business travel 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 travel company 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.
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 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 personalised 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?
- Specialisation: 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?
- Customisation: 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?
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 travel management company can actually deliver.
Real stories, real success: Inside the Corporate Traveller experience
In choosing your corporate travel management partner, nothing speaks louder than real-world success stories and testimonials from satisfied clients.
Our teams are working their magic to support trips and strategy, while 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. £25k saved on air travel in one year
A global recruitment company specialising in crew for the oil and gas industry has always benefited from using a travel expert. When plans are changing quickly, you need someone to be able to take care of all the changes without your input.
Cost savings are a bonus on top of that. In one year, we saved the company £25k by helping them discover airline partnerships that meant they could get prices and options exclusive to the company. Those savings on flights meant the money could be put into other projects, including a training portal.
2. Feeling like an extension of the team
Bboxx is a pioneering solar-energy firm. As its mission to bring energy to remote locations grew, Corporate Traveller consultant, Archy, became an essential part of the team. She supported Bboxx’s travel to countries like Kenya, Rwanda, DRC, and Togo. Her personal connection to Africa drove her dedication, often going the extra mile so staff could make safe, informed travel decisions. With sustainability front of mind, that has also been baked into the processes to book.
"Our travel consultant knows our business needs very well. She is considered a part of our business in every way as she has regular queries directly from our MDs on some occasions," says Natasha Cooper, Chief of Staff @ Bboxx.
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 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.