Interpretation Of The Responsibilities Of Travel Managers

In today's new business environment, Travel Manager Multiple roles must be played. Travel managers should assist companies in providing cost-effective and safe travel for business travelers to all parts of the world. At the same time, they also strive to save money and effectively control the schedule. For this reason, they often cooperate with travel management companies.

Travel managers vary slightly in terms of company size and responsibilities. Some travel managers may devote all their time to the task of travel management. In some cases, travel managers only spend part of their time on travel management while remaining in other jobs.

The size of the company and the level of resource utilization are irrespective of the level. The following are the main objectives that all travel managers should pay attention to at all times.

　 Establish company travel objectives and objectives

The responsibility of a travel manager is to work with stakeholders in the company to determine the overall objectives of the trip. This goal can be either macro or micro. For example, senior managers want to cut the annual travel budget by 10%, or some regular travelers may want to choose other hotels because they are not satisfied with a hotel's customer service. For whatever purpose, travel managers need to seize the needs of travelers and plan for ensuring that these needs are met within a certain time frame.

　　 Enacting / retaining the company's Travel policy

If the company has a travel policy, the travel manager should ensure that the existing policies can adapt to the current situation and reflect the current travel needs. If necessary, suggestions and adjustments should be made timely and appropriately.

If the company does not currently have a travel policy, the travel manager should formulate a corresponding travel policy to provide clear and concise information for the arrangement, implementation and reimbursement of itinerary. Whether the travel policy is authorized or only as a guideline, the final decision will be made by the relevant internal authority. In most cases, senior management will also take part in it. The responsibility of a travel manager is to put forward suggestions that they think are most suitable for corporate culture and business needs. (what needs to be explained in detail is that some companies do not authorize their travel policies, because they think travel expenses are secondary, and the core business of the company is the key point, while others have their own strictly authorized travel policies. )

Once the travel policy is established, the travel manager needs to ensure that every travel related person understands the policy. This requires travel managers to effectively convey information through various channels such as introduction, e-mail and travel pages of intranet.

　　 Ensure that travellers and schedules make effective travel schedules.

In addition to communicating travel policy, travel managers need to communicate with each traveler and scheduler to let them know what resources should be utilized when arranging travel. Therefore, the travel manager should provide a list of the travel suppliers and the relevant information that the travellers usually need. Considering that suppliers will change over time, we suggest that the list of suppliers should be added to the policy rather than the current policy. Travel policy should also include how travelers reimburse. For example, a traveler must submit an expense account and receipt before 12 every month.

Contract with the following suppliers and coordinate relations: travel management companies, airlines, hotels, car rental companies, corporate credit card providers travel managers need to coordinate with travel related service providers. These include initial resource search and evaluation, and subsequent actual service provider designation, and also include all service providers to indicate the company's business travel related needs and identify the desired services. This is especially relevant to the travel management company. Usually, a travel management company will reach an agreement on the relevant level of service. When negotiating with various suppliers (airlines, hotels, car rental suppliers, etc.), a travel manager needs to know about the company's own needs and specific business needs. For example, if a company needs a large number of long distance international trips, when negotiating with airlines, it only needs to discuss business and first class fares with airlines.

Once a designated service provider is identified and the traveler knows who the supplier is (after effective communication through the travel manager), the travel manager needs to maintain long-term cooperation with the supplier. These include long term tracking of commitment requirements, solutions to the needs and concerns of travellers, and collaboration with service providers to seek opportunities to continuously improve service quality.

　　 Timely adjustment and management

The T&E industry is a dynamic and growing market. The birth of new generation aircraft, the mode of emerging airlines, the renovation and renovation of hotels, and the changing roles of travel management companies are only a small part of the changing business and hospitality industry nowadays. Therefore, travel managers must be good at constantly adjusting management. Indeed, this is a fundamental aspect of the success of the plan, which is what many companies often neglect. Due diligence travel managers will ensure that major stakeholders, especially travel booking staff and travellers, negotiate and communicate important terms in the supplier agreement to ensure the stability and integrity of the process. Otherwise, even if a suitable travel partner is chosen, if there is a problem at this stage of implementation, it will be wasted.

　 Monitoring, tracking and evaluation

Once the travel plan is successfully launched, the travel manager will monitor, track and evaluate all aspects of the company's travel process. Travel managers should conduct regular surveys (at least once a year) on the following issues:

Are travelers satisfied with the services provided by travel management companies, airlines, hotels, car rental suppliers and / or credit card suppliers?

* is the company's commitment to meet, exceed or fail to meet the contractual requirements of each service provider? And what will these impact on future cooperation?

* can these travel packages meet the company's overall travel objectives?