Article provided by Harvey World Travel
Travel trends are constantly evolving, regulations shift, and technology leaps forward at a rapid pace. For small businesses, keeping your travel policy current is critical to maximise cost-effectiveness, ensure employee satisfaction and productivity and maintain compliance.
Here are some key strategies to ensure your small business travel policy remains relevant and effective in this dynamic world.
Cater to changing needs
Gone are the days of a one-size-fits-all approach to business travel. Today’s employees are tech-savvy and have diverse preferences. The post-pandemic work environment blurs the lines between work and leisure, with “bleisure” trips and digital nomads on the rise. To attract and retain talent, your travel policy should be flexible and accommodate these evolving needs. Consider incorporating options for remote work extensions, clear guidelines for “bleisure” travel and policies that promote work-life balance while ensuring compliance and productivity during business trips.
Leverage travel technology
Technology is your friend when it comes to maintaining an efficient and up-to-date travel policy. Invest in user-friendly online platforms where employees can easily access the latest policy information, submit travel requests and track expenses. Explore all-in-one applications that combine expense management and real-time booking options. These tools enable your travellers to make informed decisions and can identify areas for improvement in the travel policy.
Prioritise traveller safety
The safety and well-being of your employees during business travel should be a top priority. Always keep your travel policy updated with comprehensive duty of care guidelines that address potential risks and emergencies. Ensure employees have easy access to relevant resources, emergency contact information and travel assistance services. Stay informed about travel advisories and health updates and adjust your policy based on any changes in the global landscape.
Integrate sustainability
Encourage eco-friendly travel practices. For many businesses – more employees working from home has already positively impacted the global workforce’s carbon footprint. Further minimise your environmental impact by encouraging employees to use public transportation, carpooling or ridesharing services where they can. Look for accommodation and airlines with strong environmental commitments. By embracing sustainability, your small business can demonstrate its social responsibility and commitment to a healthier planet, all while saving on travel costs.
Define expense guidelines
Clear and concise expense guidelines are essential for smooth travel expense management. With evolving business realities, consider introducing a cost-benefit analysis. Could virtual meetings or online collaboration tools replace travel in specific situations? Encourage employees to manage expenses and explore cost-saving options without compromising their travel experiences. Specify allowable expenses, spending limits and reimbursement procedures.
Gear up for group travel
For many businesses, a remote workforce means the increased need for regular face-to-face collaboration that often takes the form of group getaways to foster teamwork. Develop or review guidelines specific to group travel, outlining expectations for attendees, budgeting considerations, and team activity coordination.
Communication and training are key
Employees need clear and effective communication to understand and comply with updated travel policy. Schedule regular training sessions and provide accessible resources that highlight policy changes. Remind employees how important it is to adhere to the guidelines. Encourage open feedback and address employees’ concerns or questions regarding the policy.
Schedule regular policy reviews
Maintaining a dynamic travel policy requires ongoing evaluation. Set a schedule for periodic reviews, ideally annually or following significant industry or regulatory shifts. These reviews identify outdated practices, address emerging travel needs and incorporate valuable feedback from your employees. Include key stakeholders from finance, HR and your travel team in these reviews.
Continuous improvement for consistent success
Revamping your business travel policy isn’t a one-time event. It requires proactive planning and regular evaluations. By fine-tuning your travel policy, you ensure your small business remains agile, cost-effective, and competitive in the ever-changing world of business travel. So, embrace the spring spirit of renewal and watch your travel program blossom into a force for efficiency, savings, and employee satisfaction.
Harvey World Travel is a proud Partner of the NSBC