Seven business travel tips for PAs

Transcription

1 Seven business travel tips for PAs For most PAs, organising travel will be a small part of your day-to-day role, but there are ways to make the process more seamless for you and your travellers E-Guide

2 2 Introduction For most PAs, organising travel will be a small part of your day-to-day role, but there are ways to make the process more seamless for you and your travellers. Whether you are making the decision yourself or letting others book travel, we hope that this guide will make your life easier so that you can focus on other business requirements. What s inside 1 Last minute no longer 2 The importance of an up-to-date brief 3 Multiple alterations with a single call 4 Maintain your travel partnerships 5 Why online isn t always enough 6 Understanding business customs 7 Passport and visas Remember: a travel management company (TMC) has the resources and expertise to save you time and money. So make the most of the opportunity and use the expertise of the consultants where needed.

3 3 1. Last minute no longer The days of last minute deals on air fares are long gone. Industry evidence and our own research show that, on average, air fares are cheaper if booked further in advance (your TMC should be able to provide data to support this). It s no longer a case of pitching up at the airport and buying a cheap standby ticket. Nowadays, airlines have a specified quota of better value seats on sale first - and prices do increase as the departure date gets nearer. For example Ask your TMC to provide a days advance purchase report which highlights your current buying patterns. This should then be investigated at transaction level to fully understand those types of journeys being booked last minute and whether early ticket purchase is suitable. We understand that it s not always practical to book meetings or business travel weeks in advance; often you will need flexibility. But when events are set in stone in the diary, tell your TMC as soon as possible- they ll get the best fares and save your company money.

4 4 2. The importance of an up-to-date brief Clear communication is key between PAs and TMCs. The more information you can give your TMC, the more effective they ll be. For example, when you re briefing your travel consultant about a particular trip, be sure to tell them exactly how flexible the traveller can be. Flexibility can often result in greater savings. It s also important to keep traveller profiles up to date. From seat and hotel preferences to dietary requirements, remember to provide a complete picture and keep on top of any changes. Remember to change the preferences on their frequent flyer cards too, as these can override any other updates.

5 5 3. Multiple alterations with a single call We know only too well that circumstances can change at the eleventh hour, and that travel arrangements need to be altered as a result. How often have you had to contact the airline, the hotel and the transfer provider separately to make changes to a booking? It can be extremely stressful, not to say time-consuming. However, it can also be avoided! If you book all elements of a business trip through your TMC, it means you only need to make one call when plans change. Your TMC will take care of each aspect of the change for you, making your life so much easier.

6 6 4. Maintain your travel partnerships You may be concerned that by making arrangements through a TMC, you will lose your relationship with an airline or a hotel; that s simply not true. We completely understand how valuable those partnerships are, and will actively encourage our clients to continue to develop their own network, even if we re doing the actual bookings. In fact, using a TMC can enhance any existing relationship as we may have other clients using their services. This means that we can discuss new industry initiatives through our strategic partner relations teams. Why is it better to book a hotel or air ticket through a TMC than to make a direct booking yourself? Simply put, because we re able to capture data. That data is then used for rate negotiation which saves your company money. It also helps us provide useful management information (MI) reports to your business on travel spend and trends, which in turn help your stakeholders determine the best travel strategy. We can also benchmark spend either by industry or peer client groups. This provides useful business information when planning spend and budgeting for new projects.

7 7 5. Why online isn t always enough If you need to book more than just a straightforward single or return journey, we recommend you let your travel consultant do the work. That s better than trying to book it yourself online (unless, of course, your travel policy dictates otherwise). Your TMC has access to complex business travel booking systems and preferential rates. This means that not only can they make the booking on your behalf, but more often than not, they can save more money on the ticket than you would on an online fee.

8 8 6. Understanding business customs If someone is travelling to a country for the first time, be sure to research the local business etiquette before they leave. Cross cultural understanding is really important in international business circles. That s because some cultures have very specific customs and being unaware of them can cause unintentional offence. For example In certain parts of Asia, it s a mark of respect to exchange business cards by holding the card in both hands when offering it. And, upon receiving someone else s card, it is considered correct etiquette to study the card and place it in a case, rather than in your wallet or a pocket.

9 9 7. Passport and visas Want to know more? Keep a check list of all the important data that isn t included in the standard traveller profile. You ll be surprised what other information is vital when it comes to booking travel. For example, you can be prepared by scanning any visas in travellers passports so that you have proof of validity and details of entries granted. For examples of case studies and more how-to guides, visit the ATPI Knowledge Hub. For example If you have an Israeli entry stamp in your passport, you cannot enter certain Arab countries. But there is a solution. On arrival in Israel you can request to get stamped on a detachable piece of paper instead of directly in your passport. And you can then detach and throw it away afterwards.

10 ATPI is among the world s leading travel management companies. Our dynamic and innovative approach to savings and service has earned us one of the highest client retention rates in the industry. With over 100 offices worldwide, the company has successful operations in corporate travel, corporate event management, online travel technology and specialist travel management for a number of key industries. Published: 02.14