Elements of a Strong Corporate Travel Program
In order to make the most of your corporate travel budget, it is critical to plan for leveraging your program for all it is worth. Telling travelers to select the lowest logical airfare is just not enough. Here are the elements that should be considered when planning or evaluating your travel program.1. Travel policyA well written and disseminated travel policy is the foundation of any good travel program, and I am consistently amazed that so many corporations have such an outdated and poorly conceived travel policy, if they have one at all. It is not difficult to find a well written policy. One can be found online quite easily. All that remains is that it is edited to reflect corporate culture, and disseminated within the company so that everyone understands and agrees to follow it. For this reason, it is a good idea to have everyone sign a copy of the travel policy to ensure that it is read, understood and owned by all company staff. I suggest that everyone in the company signs a copy of the travel policy, whether they travel or not. They may change positions in the company later and be required to travel. A travel policy need not be long or complex. Some of the best travel policies I have ever seen were only a few pages long.2. Centralized travel internally and externallyMany companies do not centralize their travel program, and they pay a price in terms of a loss of expense reduction opportunities and internal efficiencies. Many companies that do not centralize travel have a fear of requiring travelers to do something they may not want to do, along with the idea that centralizing travel will require hiring a Travel Manager. Both of these may be legitimate concerns but they do not have to be in most cases. By requiring travelers to book centrally, you are not necessarily causing them to lose flexibility. You can centralize travel while still allowing travelers to book on their own, either with a travel agency of your choice, or online through a provider that you have partnered with and have confidence in. By assigning someone with the responsibility of overseeing travel, you are getting a single point of contact both internally and externally for travel issues. If your company spends less than $1 million in air travel, you probably do not need a full time travel manager. In these cases, travel oversight can be given to the finance department, human resources, or even an executive level assistant. Here is a look at the advantages to be gained by centralizing travel.When you centralize travel with a single agency, you gain in a number of important ways. You will have a single point of contact for problems while travelers are on the road, and you will have one entity to go to for all your travel needs. This eliminates the problem of consolidating a travel report from among several sources. By bringing travel together, you will gain significantly from economies of scale. If you can measure total travel among various divisions or locations, you can get more for your money from travel suppliers. This will allow you to gain more from airline soft dollar programs, which means more free tickets and upgrades, get a higher percentage discount from our preferred airline, and get better negotiated rates from your hotel and car contracts. Your fulfillment costs will decrease as well, as your travel agency will often discount their fees for a higher overall volume of travel.3. Mix of online booking and personal serviceThis is an addendum to the previous element, which calls for centralizing travel with one travel agency. This is important, but in doing so, you need not require travelers to use an online booking system, and you need not require travelers to call the agency directly. By offering travelers the option of doing either, you are accomplishing several goals. You will reduce your fulfillment costs, as online booking is cheaper in terms of a service fee. By giving travelers the option, you are giving them a sense of control, thereby increasing morale and standing a better chance of a high adoption rate. Thirdly, you leave open a best practice of using your online booking engine for less complex itineraries, and allowing senior executives, frequent travelers, and complex itineraries to be booked directly with a travel agent that can offer a higher level of service and a better overall travel experience where it is most warranted.4. Look under every stoneWhile the bulk of most travel programs revolve around the air budget, there are several other areas one can investigate to find savings opportunities. There are a couple of more obvious areas to look, such as negotiated hotel rates at your favorite hotels, or car rental discounts with a favored supplier. Often your travel agency will already have discounted rates through consortia affiliations and agency car contracts. There are also some less common areas that should be investigated. For example, if ground transportation is a concern, most suppliers will offer discounted rates and a direct billing option. Direct billing arrangements with hotels and car rental agencies are also a great way to increase efficiencies and make the job of the accounting department easier.5. Leverage hard dollar and soft dollar contractsMost major airlines today offer hard dollar discounts as well as soft dollar incentives in exchange for company loyalty to their product. If your travel program is over $1 million in air spend, you can secure a discount off of the lowest fares of your carrier of choice in return for a market share commitment. For your secondary carriers, or if your volume is less than the minimum required by the airline, you can enter in to soft dollar programs for free tickets and free upgrades, as well as traveler status enhancements or airport club passes. These programs require little in the way of volume, but they are not well publicized so you may need to hunt for them or ask Baker Travel or your current agency to point you in the right direction.6. Do not neglect hotel volumeHotel volume is sometimes overlooked but it should not be. Negotiated rates can be had through your travel agency or directly with the hotel properties of your choice. Individual hotels near corporate locations will negotiate discounted rates for you in exchange for a minimum room/night commitment. By utilizing a travel agency, you are likely to receive discounts of 5% to 50% on thousands of hotels worldwide.7. Have at least one car rental contractRental car contracts are easy to enter into and require little in the way of commitment from the corporation. Choose a partner that has airport locations and a reputation for excellent customer service. You can save 5-10% very easily and can also negotiate frequent renter membership for all your employees. This will make them more efficient and enhance morale. You can also enter in to direct billing agreements at the same time that can make the jobs of your travelers and accounting staff much less stressful.8. Understand group and meeting contractsAirlines and hotels will discount your fares and rates when you have groups traveling together or meeting at a single destination from multiple points of origin. These meeting contracts can bring you airfare discounts of 2-10%, and if you have enough travelers on a single airline, you may be able to negotiate for free tickets to be awarded at contract completion. The minimum requirement is usually 10 travelers going to the same place at the same time. Some airlines have higher minimums so be sure to ask before a contract is generated. Hotels will discount their rates in a similar way with a minimum of 10 room nights. These discounts can range from 10% to a much higher discount depending upon occupancy rate and seasonal variances.9. Use reporting to consistently improve metricsWell managed travel programs require constant monitoring and financial controls to be properly leveraged. Insist on timely and customized reports that can be designed to bring you the information you need most. By receiving regular reporting on traveler behavior and provider contract performance, you will be in a better position to fulfill contract obligations, achieve cost reduction objectives and see where opportunities for future savings may lie.10. Use all avenues to enhance traveler comfort and efficiencyLastly, any well managed travel program will take in to account the comfort and productivity of their travelers. When travelers are comfortable, they can focus on their main priorities that help propel your business forward. If travelers are happy, they perform at a higher level. Ask if your travel agency can upgrade traveler status on a preferred airline. Look in to purchasing blocks of airport club passes so they can be used strategically during long and complex itineraries. There are many ways to reward travelers for the difficult and often grueling chore of travel. These kinds of rewards generate feelings of loyalty and increased productivity and efficiency.If you would like to learn more about how your company can better leverage their travel program to benefit your bottom line and the satisfaction of your executive level, feel free to contact me. I am delighted to point you in the right direction.
10 Tips For Choosing the Perfect In-Home Health Care Agency
When caring for your aging parent or loved one becomes overwhelming and you need a break, or when extra help is needed with bathing, feeding, dressing, household duties or if caring for them yourself is just not possible anymore, selecting an in-home health care provider is a good alternative.Proper screening is essential to ensure that the person you choose has, not only the skills to provide excellent care, but also the right personality for the job. Consider these tips and hints and you will find that hiring an in-home heath care provider does not have to be stressful.1. Evaluate Your Loved One’s Needs
While some older adults just need assistance with basic living skills, others have additional health care needs that require a special skill set. Therefore, it is necessary to make a list of all of the duties that an in-home health care professional will need to provide so you can narrow down the list of candidates early on. If you are hiring through an agency, give them as much information from the start so they can match you up with someone who possesses all of knowledge and capabilities to give the best care possible to your loved one.
If your home health care worker will be assisting with bathing or dressing, it is important to discuss this with your loved one to make sure that they are comfortable with the gender of the companion. Women or men may become embarrassed when opposite gendered health care workers assist them with personal care and this may cause bath time to become stressful.2. Speak With Local Experts
Before you go to the yellow pages or check out the classifieds for home heath aids, speak with neighbors, doctors, and elder care providers locally who can give you some recommendations and advice. Find out where other families have found in-home help and have them tell you about their experience. An administrator at a local nursing home may also have some suggestions for you on where to locate the best care giver. Support groups are a wealth of information, as well.3. Create a Job Description
When you are ready to begin speaking with applicants and conducting interviews, start by writing a job description. The job duties can serve as talking points for your interview and also give the applicants a clear picture of what will be required of them.4. Prepare Interview Questions
If you are not experienced at conducting formal interviews, you will benefit greatly by having a prepared list of questions. It will help you stay in control of the interview, not miss any key points, and make the best use of your time. Write it all down.5. Outline an Employment Contract
Even if the person you select comes highly recommended and you and your family really hit it off with them, make sure to remain professional. This includes having them sign a contract that outlines your expectations, their duties, as well as boundaries. You can then refer back to the contract should a situation arise in the future. Often Home Health Agencies prepare the contracts themselves. Be sure to read them carefully and add anything that you wish to be included.6. Personally Screen Candidates
Since the person you hire will be spending time alone with your parent or loved one, it is essential that you approve them yourself. Having an agency just send someone over is not acceptable in this situation. Even if they can paint a picture of a candidate’s qualifications, because the job of health care provider is so intimate, personality is equally as important. If your loved one is able to participate in the interview, that is ideal. Regardless, they should spend some time together to make sure that they click.7. Conduct a Background Check
Do not trust your intuition. When you think that you have found the person you want to hire, do conduct a background check to make sure that the person you hire does not have a questionable past.8. Check References
Even if this is their first job in the field of health care, every applicant should be able to provide references. Ideally, these should come from past employers. Otherwise, professors, internship supervisors, and personal references can also be used.9. Protect Your Home and Family
Since the health care provider you hire will most likely have free access to your home, possessions, and family members, find out if they are bonded. It they are not bonded themselves, find out if the agency that you hired them from is. Remember not to leave credit cards, checkbooks and personal papers in unsecured areas.10. Stay Involved
Your job is not over once the contract is signed and employment has begun. The more of a presence you have in your loved one’s life the better. Even if you can not be there in person, scheduling telephone meetings can let the health care provider know that you are involved and on top of things. Ask for progress reports and find out if there are any difficulties. Since the health care provider is around your loved one the most, they can give you the best information about their physical health as well as their state of mind.One way to stay involved is to use a caregiver’s organizer (which we just happen to offer on our website). The Caregiver’s Companion is an organizational tool that has sections for personal information, family history, medications and side effects, medical appointments, and home health care workers notes. I hate selling, but this IS a very good tool in my opinion.