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 Soho House streamlined travel coordination 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 carry on struggling on your own, hire an individual agent, or get a longer term partner with a travel management company (TMC)?
Travel planning starts off easy, but in today’s dynamic business landscape, efficient travel management is much more effective. Whether it’s sealing deals or attending crucial meetings, seamless travel can make all the difference - especially for UK 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 organising complex travel arrangements with 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 programme 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 customise your travel policy to meet all your business’s needs and close spending leaks.
4. Stakeholder and traveller 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 might manage bookings, find deals, and provide direct support. They bring a hands-on, customised approach to travel planning, but let's face it, there's often not the budget for this role, and it gets landed on someone else.
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 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 & start-ups
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. Corporate Traveller specialises in travel services and tech for these companies!
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. Corporate Traveller's services are perfect for companies of this size.
Large enterprises
Enterprise travel supports companies spending millions of pounds in travel every year, often with a large number of travelling employees and complex, global requirements.
Signs you may benefit from a corporate travel agent:
Why should you hire a travel agent? Ask yourself these four questions:
- Is your travel programme consuming too much of your internal resources?
- Is your travel budget spiralling 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 £100k annually benefit immensely from a corporate travel agent. They can help you get the most bang for your buck, optimising the impact of every dollar spent.
- Travel destinations: Are your employees jetting off to 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 personalised travel solutions.
How Soho House streamlined travel coordination
For Morgan Jones, travel management wasn't in the original job description. But when the Head of Support Office Services at Soho House received a travel request form on day one, that changed quickly. Now it's 90% of her role.
Managing global travel for one of the world's most iconic members' club brands means coordinating between 20 to 60 flights weekly, plus 20 to 150 UK trains, and countless hotel bookings. All whilst keeping costs down and communication crystal clear.
Here's how a nearly eight-year partnership with the Corporate Traveller brand: Stage and Screen transformed daily travel madness into a smooth, stress-free operation.
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 personalised 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?
- 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 can you customise 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
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.
Natasha Cooper, Chief of Staff @ Bboxx said:
"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."
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 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.