Business travel is a key part of everyday corporate life. Whether for an important meeting, a conference, or a client visit, business travel can be a relevant driver of results for companies of all sizes. But when corporate travel management is not managed in a smart way, expenses can spiral out of control, and what should be a straightforward process turns into a series of unexpected events. To ensure that corporate travel opens doors to new connections and has a positive impact - instead of becoming a burden for the team – it is necessary to plan and manage each trip with excellence.

Today, we will show you how to manage corporate travel and why investing in outsourced services can be an opportunity to improve your business processes. Shall we?

What is corporate travel management?

Corporate travel management involves the complete control and planning of employee travel for professional purposes. This includes:

- Selecting transportation and accommodation;
- Budgeting;
- Expense control;
- And the travel periods.

The main goal is to ensure that the trip is conducted as efficiently as possible, without financial surprises and with minimal impact on employee performance.

Management must align with the company's goals while providing a growth experience for employees. From planning, to expense control, to post-trip evaluation, it is important to consider delivering results for both travelers and those who stay.

After all, each trip is an opportunity for improvement for your team and a learning opportunity that can contribute to the organizational culture.

What does a corporate travel manager do?

The corporate travel manager is responsible for coordinating all logistical aspects of business travel. The travel manager's main responsibilities include:

- Aligning travel goals with company expectations, ensuring a growth journey;
- Managing expenses, anticipating issues, and adjusting everything in real time;
- Providing support throughout the trip, ensuring everything goes as expected;
- Evaluating what went well after the trip, listening to feedback and improving processes for future trips.

How to plan a corporate travel?

Planning a business trip efficiently requires more than just making a few reservations. You need to ensure that every detail is taken into account, focusing on the purpose of the trip and optimizing time and resources. Here are some key pillars for better corporate travel planning!

Understand the purpose of the trip

Primarily, understand the purpose of the trip, then ask yourself: What is the expected impact of this trip? What can it generate for the company's future? When the goal is clear, planning becomes much easier and more assertive. This will guide you in choosing transportation, accommodation, and other tools that will be part of the trip.

Choose the right services and partners

When planning, make smart choices to optimize your team's experience. Research, compare, and, of course, look for solutions that increase efficiency. Finding the best flight, hotel, and transportation options can be challenging, but it is essential to ensuring a comfortable and affordable trip. Using digital platforms that centralize and automate this process can save you a lot of time and ensure better prices.

Establish a realistic budget

Determine how much the company can spend on each trip and set limits for different types of expenses, such as food and transportation. With a well-planned budget, it is easier to avoid unnecessary expenses and track expenses.

Track expenses during the trip

Use tools that allow real-time control. This will ensure everything stays on schedule, but also allow for quick adjustments in case of unforeseen events, without interrupting the travel experience.

Use technology to your advantage

How about using technology to simplify the booking process, manage expenses, and track trips? Corporate travel management tools can automate many of these tasks, saving time and reducing errors.

Why rely on corporate travel and expense management services?

While many companies prefer to manage their travel in-house, there are several reasons why outsourcing corporate travel management can be a strategic decision. See why you should consider this option!

1. Frees up your team for other priorities

Travel management can be a time-consuming and detailed task that consumes a lot of your team’s time. By relying on a specialized partner, you can free your team from operational tasks, allowing them to focus on more strategic and productive activities for the company.

2. Gain efficiency and savings

Experts in the field know how to optimize costs and get the best rates for flights, accommodation, and other travel-related services. With the help of digital platforms that offer automation and real-time price comparison, your company can also achieve more cost-effective travel management.

3. Personalized support that takes care of everything

Rely on ongoing support from teams that plan and anticipate any unexpected events, ensuring your employees are safe and have the best experience during their travels.

4. With an expert, everything is under control

When you delegate travel management to a multidisciplinary management and facilitiesteam, everything becomes much easier to follow. A specialized team will ensure that all trips are conducted within the guidelines defined by your company.

Would you like to experience more efficiency and less headaches?

It is time to make corporate travel management more agile, simple, and hassle-free. Imagine a solution that combines a state-of-the-art technology, automation, and a team of experts to take care of everything for you?

At TOOLS, our expertise in Premises & Facilities Management will help your company improve the corporate travel experience, while also providing greater control over expenses and maximizing results. With over 2,000 offices managed across Brazil, our team is ready to handle your company’s travel and reimbursement management, while you focus on your core business.

Ready to optimize travel management at your company? Please contact us and find out how we can transform this process for you.

Please contact us by email to learn more: site@toolsds.com