Travel, by its very definition, should be about freedom. It's about taking off, leaving expectations behind, discovering somewhere new and embracing the unknown. However, when it comes to business travel freedom is not often the first word that jumps to mind. Travellers may feel restricted rather than free between best fare of the day policies, preferred hotels and rigid schedules.
Every business traveller knows the company must maintain control, but given that travel has become a key part in so many executives' lives there needs to be some balance when it comes to travelling for business. Companies ask much of their employees today and while backpacks and one-way tickets might be out of the equation, it doesn't mean business travellers must give a farewell wave to every freedom. By incorporating small yet meaningful and impactful changes into business travel plans, travellers can be on their way back to experiencing the freedom of travel once again.
Could you switch to best fare of the day?
Businesses are attempting to achieve maximum savings on air travel by using a best fare of the day policy as part of their travel programme and showing employees cheaper fares when they are available around the time of travel. Travellers are made aware of the savings that can be achieved if they make alterations to their travel plans. This is either through a "visual guilt" system online or the travel counsellor on the phone. Typically a best fare of the day policy provides alternative options within a defined time period, however it requires the business traveller to be at a certain place at a certain time, without fail.
Policies therefore have to reflect the best available fare at the specific time to be effective and travellers must choose the airline that flies to the right airport at the right time, at the right price. Best fare of the day does not usually allow for additional charges or time, such as ground transportation cost and time when flying into secondary airports. A best fare of the day approach therefore needs additional, experienced travel management company input in many cases, either online or offline. This enables travellers to achieve a certain level of freedom in their decision making to ensure they are where they need to be and when they need to be there at the best price.
Freedom is important to travellers. ©Izabela Habur/iStock
Dispel the 'value' in airline points
Given that many businesses like to give their travellers some flexibility when choosing airlines to fly with, it's natural that travellers make choices where they are rewarded. Most decisions made by travellers are based on what airline they prefer to travel with, not which airline provides the most competitive airfare. Travellers are able to use cheaper fares for business and deliver significant cost savings to the corporate travel budget.
But if points are the decision maker it's very possible considerable amounts of money are being compromised for a service that doesn't vary much on a short flight. Also, for reward programmes to be truly maximised, a traveller would fly with the same airline on every trip. The reality is that most fly with different carriers for different types of trips.
There have been significant changes to airline rewards that have seen points earned in some programmes reduced by 75% this year. Business travellers are starting to understand that points earned on short-haul European business trips are diminishing quickly and that they no longer deliver the value they may have in the past. The airline industry has changed. The legacy and low-cost carrier models are converging ever more as traditional carriers work hard to keep costs down.
Utilise your options
Within any given policy, there are typically some allowances for individual choice and preferences. Self-booking tools have opened up the opportunities by providing travellers with the ability to choose their preferred travel options (including flights and hotels) while still adhering to company policy. The company is providing a selection of options which empower business travellers to make their own choices within pre-defined parameters.
Within these tools travellers should have the ability to personalise a trip and provide their travel preferences. Whether as small as which airline seat they prefer or being able to select the hotel within walking distance of the convention centre, these are all freedoms that add up to a more personalised travel experience.
Consider a new policy
Certain progressive organisations are adopting a new approach to business travel. In these programmes, travellers are provided with an average cost per trip allowance so they have the freedom to select and book their preferred travel options. If and when they achieve savings, they are rewarded appropriately.
It's an interesting approach that takes steps away from the commonplace travel policy as it allows travellers to enjoy the freedom of self-selection, while leveraging the myriad of travel options available to them. Providing a facility that shows different carrier types or unique lodging providers like Airbnb means there are exciting opportunities to have freedom of choice. It also means a brilliant travel experience for the traveller and achieves a hefty company saving.
Clearly demonstrate the value
At the end of the day, freedom and flexibility comes from showing a solid return on travel investment. We all know that despite the technology we have access to nothing can replace meeting with someone face to face.
The resulting positive impacts on the business and the bottom line are indisputable. A recent study by Oxford Economics confirmed that every €1 invested in business travel produces added revenue of €10.
Thus, it's imperative that employees make choices that clearly demonstrate the value of their travel (cost, time and productivity) to their superiors and the company's travel procurement executives. The more an airline can save you, the more you can fly. And the more travellers can fly, the more they can do business — their way. Freedom and all.