How To Choose a Travel Management Company – Everything You Need To Know

Choosing a travel management company!

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Things to consider when choosing a travel management company

Are you a business owner, executive assistant or an office administrator? Then there is a strong likelihood that managing your company’s corporate travel is something that takes up an immense amount of time and effort.

Reduce your travel-related stress by outsourcing the responsibility to a specialist corporate travel agency. If your company has frequent traveling employees, consider partnering with a travel management company to handle all your business travel arrangements. A reliable travel management company can offer several benefits and streamline your entire travel process.

However, with so many travel management companies available today, how do you choose the right one for your business? In this article, we will share the most critical factors to keep in mind when selecting a travel management company to ensure a smooth and efficient business travel experience.

Your Business Travel Needs

When choosing a corporate travel management agency to work, with the first step is to understand your company’s travel needs. Create a list of questions like:

  1. What kind of trips do your employees take? Domestic, international, long-haul?

  2. How often do they travel? Is there a limit? Who needs to sign off?

  3. What is the budget for business trips? Business class flights for longer flights?

These answers will help you understand if you want to work a boutique specialist agency, an online booking service, or a blend of both.

Look for A Local Travel Management Agency

Once you understand your travel needs. Start looking for a local travel management agency first. You can simply search on Google for travel management companies that that fit your specific needs. 

It is highly recommended that you first look at Google My Business results. There you will find the top 3-5 travel management companies based on your location.

Take a look at other people’s reviews and feedback. Make a list of potential agencies to work with and check their websites, ratings, prices and get a sense of their services.

The main benefit of working with a local travel management company is that you will share the same geographical location and time zone. Communication will therefore become much easier and free from the stresses of differing office hours.

5 basic functions of a travel management agency

The next step to consider is to check the services that each travel management company provides. The 5 basic functions of a reliable travel management agency must include:

  1. Travel booking and reservations

  2. Itinerary planning and management

  3. Travel policy development and compliance

  4. Expense management reporting

  5. Out-of-hours emergency assistance

Make sure that the travel management agency you are considering choosing can provide these basic functions and any additional services that are relevant to your business. For example business class travel services, group travel management, or international travel management.

Check Pricing and Contract Terms

Last but not least, check the pricing and contract terms of the travel management agency you are considering. It’s crucial to look for transparent pricing and fee structures that include no hidden costs or fees. Compare contract terms, such as length, termination fees and service level agreements. Ensure that they align with your business goals and expectations.

What is the Difference Between a Travel Agency and a Travel Management Company?

One of the most common questions people ask is “what is the difference between a travel agency and a travel management company?” 

The answer is that a travel agency provides services for leisure or individual travel, such as booking flights, hotels and vacation packages. While a travel management company provides business travel management services like:

  • Travel policy development

  • Expense management

  • 24/7 travel assistance

  • Security and safety management

Conclusion

Choosing the right travel management company requires careful consideration of your business needs and goals. Follow the steps in this article and we guarantee the process will be easier. 

Check out our corporate travel management agency Inspired Travel Group or find a top corporate travel management agency in Canada.

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