Today we’ll talk about how the automation of business trips should look and how to evaluate the effectiveness of the implementation of the relevant tools.
Connect an online reservation system
The first thing to start with is to choose one of the reservation systems existing on the market. You need one supplier of travel services, otherwise you will spend a lot of time combining data from different sources and their comparison.
One of the most functional and convenient systems for organizing business trips is. With the help of our system, you can access thousands of travel options (air and railway tickets) and hotels. Employees responsible for organizing travel will be able to pay for flights, crossings and accommodation, as well as generate reporting documents from one interface.
Develop Trevel Policy
Trevel Politics is a regulation used to organize business trips. This document prescribes all the parameters of the business trip: how to organize a flight, accommodation, etc.
To optimize expenses, you need to prescribe cost limits in more detail: how expensive tickets can be bought, which rooms are book in hotels. Also in the Trevl-Policy, things are indicated, such as cases in which you can take more expensive tickets-for example, there is a risk of cancellation of the trip, and in this case it is better to take a more expensive but return ticket.
In addition, it is necessary to create regulations that will help standardize reporting. Employees must clearly know what cost confirmation they will need to be given upon return from a business trip.
Use analytics
Another important plus of the digital reservation systems is the ability to see changes in ticket prices and hotels over time.
To reduce expenses, it is worth analyzing prices in the areas you need to identify patterns. For example, on different days of the week or seasons, the cost of flights to the same cities can be seriously different. In the event that specific terms are not so critical, the presence of such knowledge will save a lot.
It is important and taken into account your own experience. For example, if your company has a sudden trip in your company and is also often transferred or canceled, then using the reservation system you can find return tickets – they will be more expensive, but in the end they will reduce losses in case of a breakdown of a business trip.
Conclusion
Automation of business trips and an advance report is an important process that consists of several stages. First, you will need to choose the system itself – about how to do this we wrote here. Then-to develop a travel policy and regulations for reporting. All this will help to seriously optimize the speed and cost of business trips, and even the best results can be achieved using analytics.
