Julie Simpson
A travel policy can be a lot like a junk drawer. Stuff gets
thrown into it. You know you need to clean it out but never seem to get around
to it. There is always a new crisis or something else that demands attention,
taking priority or otherwise distracting you from the task.
Travel managers recognize the necessity of “cleaning up”
travel policy. New trends like the sharing economy come along, changes in
technology introduce new and better ways to manage traveler security or perhaps
the company’s focus changes. Evolving company priorities—with a focus on saving
money, traveler safety, traveler comfort or all three—can necessitate significant
changes to existing travel policy. Beyond broader industry and company changes,
it’s also important to benchmark your policy against others in your industry
for competitive reasons.
A good policy will keep travelers safe, enhance your ability
to negotiate with suppliers and save the company money, but there also are
numerous hidden benefits to regularly reviewing and evaluating your travel
policy in 2016:
1. Increased Visibility
Reviewing and adjusting your travel policy is an opportunity
to increase visibility within your organization. Buy-in from senior management
is key in gaining companywide approval and support. Clearly communicating the
benefits of managing policy is also vital and highlights the benefit of an
effective program manager. Additionally, increasing interaction with senior
management could facilitate support for other travel-related initiatives.
2. Better Engagement
When undertaking travel policy review and evaluation, other
units within your organization need to be engaged. Leading a committee with
representatives from HR, legal, finance and others increases your sphere of
influence. Collaboration with these divisions brings them inside the policy and
makes compliance more likely.
3. Improved Communication
Introducing a refreshed travel policy is a great opportunity
for travel managers to get out there and be seen. Many travel managers spend
more time with suppliers than they spend with their internal clients, so this
is a good chance to get to know them and be known. Use Web postings, emails and
presentations to communicate with travelers and travel arrangers.
4. Better Direction
New employees/travelers actually appreciate guidance. Most
want to know where to go to find the policy and what is expected. Keeping the
policy concise and adaptable to multiple media helps. Focus on “what’s in it
for me,” and answer the two most important questions: “What do I need to do?”
and “What can’t I do?”
The bottom line: A good policy takes care of travelers and
saves money for the company. The more travelers understand that a sound and
up-to-date policy is there to keep them safe, provide them negotiated benefits
and support the company’s objectives, the higher compliance will be. And higher
compliance makes the job of every travel manager easier.
So set a plan to annually review and benchmark
your policy, and “clean out that junk drawer.” It is a process that is so
easily overlooked yet can provide real benefits to your company and your travel
program.