How to Compare Corporate Travel Service Providers

When choosing a corporate travel service provider, don't be afraid to ask questions.

Choosing a corporate travel service provider is an important decision for any company. The right provider will meet your needs and save you money; the wrong one will hurt your bottom line and may negatively affect your workers' productivity. It is important to research several companies that may meet your firm's needs, perform a cost-benefit analysis and compare their offerings.

Instructions

1. Determine what your company's travel needs are before you start your comparison. Analyze your workers' travel patterns; to get the most complete picture, look at several years' worth of travel, because travel patterns may vary seasonally. Look at how many trips employees took, where they went and the reasons for their trips. Determine how much your company spends on travel in an average year. In addition to the volume of travel, decide what you're willing to pay for when it comes to quality. Do certain employees travel in first or business class, especially on long-haul trips? Do you need refundable airline tickets for flexibility, or can you use cheaper nonrefundable tickets?

2. Determine how much service you will need. If your employees regularly travel to remote or dangerous parts of the world, or if their travel plans are complex and constantly subject to change, you may want a corporate travel service provider that can offer human assistance 24 hours a day. A firm with simpler needs might be able to settle for a provider that offers less comprehensive service. Can the agency be reached by phone around the clock from anywhere in the world? Do they guarantee their services? What is their policy in emergency situations? Don't hesitate to ask as many questions as you need to when comparing possibilities.

3. Look for a traditional corporate travel service provider, if your company is large and/or has complicated travel needs. These providers will do all the work for you and will provide maximum personalized assistance. Depending on the scale of your travel needs, a full-service provider may assign one or more agents to serve your company on a full-time basis. This solution is ideal for companies whose employees visit dangerous or difficult-to-reach destinations, such as war zones or wilderness.

4. Hire a corporate travel service provider that enables customers to handle their own travel booking and expense tracking online. Such providers tend to charge less than their full-service counterparts. They can be a good option for small businesses, firms with minimal travel needs, and companies that want to have more direct control over their travel booking. They provide the framework for booking and tracking, along with support when needed.

5. Choose a "hybrid" travel service provider if you are not sure how much personal service you will need and are comfortable with at least a small amount of online booking. Such corporate travel service providers combine personal service with online accessibility, giving companies maximum flexibility when it comes to their travel arrangements. Most travel service providers now offer this option to some degree, but each is different. Compare the levels of service and the cost. Are you willing to sacrifice a bit of personal attention for a lower price? The answer is different for every company.

References

• Corporate travel tips
• Corporate Travel Agencies