Travel managers have a lot on their plate. First, they have to worry about the travel arrangements of their company’s employees. They also need to ensure the planned trips go off without a hitch.
It’s up to a manager to ensure everything runs smoothly. So, naturally, they must collaborate effectively with all departments in the company.
This blog post offers tips on how travel managers can work well with everyone in their company.
1. Get Input From Other Departments
When planning company travel, it is essential to get input from other departments. Some aspects of a trip may impact certain employees. So, it’s vital to communicate closely with the department.
For example, a sales team may be going on a business trip. Then, the marketing department may need to understand how much per diem taxes they will incur.
You may also be in charge of planning travel for an upcoming business conference. If so, you need to know the conference dates and preferred hotel. Again, having all the information you need upfront allows you to book the right flights and hotels.
Some ways to get input from other departments include:
- Sending out a request for information (RFI) to all relevant departments
- Organizing a meeting where representatives from all departments can discuss the trip
- Creating a survey that employees from all departments can fill out
Keeping everyone in the loop ensures every employee is on the same page. Of course, miscommunications may still take place. But you’re doing your best by providing all the details upfront.
2. Establish Regular Communication Channels
One of the most important things you can do is to establish regular communication channels. In other words, you must communicate with all company departments.
Establishing regular communication channels keeps everyone current. It’s a lot easier to identify and resolve potential issues right away.
Some ways to establish regular communication channels include:
- Scheduling regular meetings with representatives from other departments
- Sending out regular updates via email
- Creating a shared document or spreadsheet. Everyone can use the sheet to add information about upcoming trips.
3. Keep Everyone Updated
As a travel manager, it’s vital to keep everyone up-to-date. So, you must keep everyone informed on the latest developments in travel.
Keeping everyone updated includes letting everyone know of any new regulations that pop up. Certain factors affect company travel, such as flight schedules. Sometimes weather may affect travel as well, and a flight gets cancelled. So, if there’s anything that may affect employees, you should communicate that.
Keeping everyone informed can be done in several ways, such as:
- Sending out regular updates to all employees
- Posting information on a shared document
- Giving presentations at company meetings
Staying on top of changes will allow your company to react swiftly without it causing disruption.
4. Make Sure Everyone Is Aware of the Company’s Travel Policy
You must also ensure that all employees know your company’s travel policy.
This may include them understanding:
- Who is eligible for business travel
- What expenses are covered
- The procedures for booking travel
Luckily, there are ways to inform all employees at once of policy changes.
Some ways to make sure that everyone is aware of the company’s travel policy include:
- Sending out regular reminders to all employees
- Posting the policy on a shared document
- Organizing training sessions for new employees
5. Collaborate With Other Travel Managers
It is also crucial for travel managers to collaborate with other travel managers. The good news is that there are many ways to connect with other managers. For example, you can converse at professional organizations, online forums, and networking events.
Collaborating with other travel managers allows you to share best practices. You can also confide in and learn from each other’s experiences. Furthermore, it lets you stay up-to-date on the latest industry news.
Some ways to collaborate with other travel managers include:
- Joining a professional organization, such as the Global Business Travel Association (GBTA)
- Participating in online forums and discussion groups
- Attending industry events and conferences
By following these tips, you can effectively work with your company. Your skills will ensure everyone is on the same page when it’s time to travel. With effective collaboration, potential issues will get quickly identified and resolved.