How to Create a Successful Business Travel Policy

In today’s fast-paced business world, business travel has become an integral part of operations, especially for sectors like maritime and SMEs. However, many small and medium-sized enterprises mistakenly believe that travel policies are reserved for large multinational corporations.

This couldn’t be further from the truth. A well-structured corporate travel policy document can streamline operations, save on travel expenses, and ensure the safety and satisfaction of the business traveller.

In the dynamic landscape of the travel industry, a business travel policy stands out not just as a set of guidelines but as a strategic tool that ensures travel is purposeful.

While on the surface, a corporate travel policy might seem like a mere list of dos and don’ts, it’s much more profound. It serves as a roadmap, guiding business travellers on how to approach travel in a way that aligns with the company’s broader goals and vision. It’s a reflection of the company’s values, priorities, and its commitment to the well-being and productivity of its workforce.

Before drafting a corporate travel policy, it’s crucial to answer: Why are you travelling? and What do you expect to get in return? At Clyde Travel Management, we advocate for travelling with purpose, ensuring every business trip adds value to your organisation.

Define what constitutes permissible travel, set travel spend limits, and outline booking parameters.

Before any journey begins, it’s essential to understand its purpose. An effective corporate travel policy should clearly define what constitutes permissible travel. By understanding the ‘why’ behind each journey, businesses can ensure that every business trip aligns with their strategic goals.

Spend Limits:

Budgeting is crucial for any business activity, and business travel is no exception. By setting spend limits for various travel components like airfare, accommodation, and meals, businesses can manage company money better. These limits should be realistic, considering both traveler comfort and company budget constraints.

An effective business travel policy should also outline the booking process. This includes preferred airlines or hotel chains, the timeframe for making reservations, and guidelines for changes or cancellations.

Clearly state which travel expenses are covered and the process for employee reimbursements.

Not all expenses incurred during a business trip might be reimbursable. Your policy should provide a detailed list of covered expenses. This can range from transportation and accommodation to meals, conference fees, and even incidental expenses like Wi-Fi charges or tipping.

Employees should be aware of the expense claims process. Your policy should clearly outline the reimbursement process, including the necessary documentation (like receipts or invoices) and how to compile an expense report. It should also specify the timeframe for submitting these reports and claims, as well as the expected duration for processing and receiving reimbursements.

Especially crucial for sectors like maritime & oil and gas, ensure there are guidelines for employee safety, including duty of care during emergencies.

Importance in Specific Sectors:

While safety is paramount for all businesses, sectors like maritime have unique challenges. Given the nature of their work, maritime employees might travel to remote locations, face adverse weather conditions, or even deal with emergencies at sea. Hence, safety protocols need to be comprehensive and tailored.

Guidelines for Keeping Employees Safe:

Beyond the standard travel advisories, companies should provide guidelines on local customs, potential health risks, or areas to avoid, especially in unfamiliar destinations. This proactive approach ensures that business travellers are well-prepared for their trips.

Unlike many in the industry, Clyde doesn’t rely on travel partners. We believe in retaining direct control over your reservations. This approach ensures that there are no middlemen, reducing potential errors and ensuring quicker response times.

UIn today’s digital age, data security is paramount. By not outsourcing to travel partners, Clyde ensures GDPR compliance, safeguarding your personal and corporate data with the utmost integrity.

Our international IATA licenses and direct API connections with selected carriers, via NDC, ensure that we have a broad reach and can offer the best available fares directly.

Achieving the best value in airfare pricing demands a meticulous strategy. Explore our expert tips for optimising your travel budget with every booking.

Being aware of peak travel times, seasonal variations, and industry-specific events can help in booking flights at optimal times, ensuring significant savings.

Knowledge is power when it comes to securing the best airfares.

By staying attuned to peak travel times, you can avoid the price hikes that come with high demand. Seasonal variations, such as school holidays or festive seasons, can also influence flight prices.

Additionally, being mindful of industry-specific events, conferences, or trade shows can help you anticipate periods of increased demand. By booking flights outside of these peak times, you can capitalise on lower fares and ensure significant savings.

Using advanced booking systems and analytics can provide insights into travel patterns, helping in making informed decisions and optimising travel spend.

By harnessing analytics, companies can gain insights into frequently traveled routes, preferred travel times, and even traveler preferences. This information is invaluable in making informed decisions, allowing businesses to negotiate better deals with airlines, optimise travel spend, and even predict future travel trends.

At Clyde, technology is part of our process, although it’s not at the forefront.

While we utilise advanced booking technology to find the best airfare for your business trip, the true value of our services comes from having a personalised service. Our people offer the personal touch, complimented by smart software to simplify the travel buying process.

A static travel policy can quickly become outdated, leading to inefficiencies and missed savings opportunities. It’s essential to treat your travel policy as a living document, one that evolves in response to market trends, the specific needs of your company, and the rapid advancements in travel technology.

Regular reviews and updates ensure that the policy remains relevant, catering to both the company’s financial objectives and the comfort of its business travellers.

Navigating the complexities of business travel, especially for crew members, requires expertise, experience, and a deep understanding of the industry. With Clyde Travel Management, you’re not just getting a service provider; you’re partnering with a global expert dedicated to optimising your travel spend and ensuring a seamless experience.

Ready to enhance your business travel and increase your travel options? Contact Clyde today to learn more or request a custom quote. Your journey to personalised corporate travel begins with us.