| Goals |
Egencia extra recommendations
|
Booking Process |
Air |
Lodging |
Rail |
Car
|
| Travel Risk Management |
- Centralize your bookings on one platform to fully leverage traveler tracking
- Review Egencia Help Centre for more information on flexible cancellation policies from suppliers
- Regularly revise destinations flagged at risk by your country foreign office
- Promote app adoption to give travelers access to alerts
- Look into Risk Partners such as (ISOS and WorldAware) or one of the 11 other providers Egencia can integrate
|
- Share emergency process along with risk partners details / Risk management team details on your booking tool using messaging features
- Profile completion should be mandatory along with mobile phone and emergency contact
- Limit exec on same flight with Traveler limit
|
- Review destinations at risk and either block them, add a message to inform travelers or flag them as out of policy
- Mandate security approval for travel to high-risk destinations
- Promote Air insurance in booking path for certain destinations (Allianz)
|
- Limit length of stay
- Ensure your travelers stay in preferred hotels in high risk destinations through icons and messaging in the booking path
|
- Review destinations at risk and add a message to inform travelers
|
- Promote Ground transportation or use of sharing economies providers in risky area instead of car rental
|
| Control costs |
- Mandate a single TMC to ensure minimum leakage will be your key to success
- Beware that some of those recommendations could impact travelers satisfaction as they bring the more restrictions
- Payments solutions can be a great source of cost control – read our best practices on the topic
- Read more on how Air Advance Purchasing policy can reduce the cost of your Air tickets by up to 20%
|
- If you have an online adoption below 87% make online booking mandatory – be precise on links to follow, profile creation process, and type of trips that could be excluded like complex journey.
- Create an exceptions list for offline booking.
- Limit number of travelers per trips in your policy
- Promote day trip to reduce hotel bookings
- Review meals policy and add city caps for them
|
- Promote Low cost carriers usage
- Restrict advance booking: best practice is +14 days in advance. Set different rules for domestic, regional and international trips. The longer the distance, the more in advance travelers should book (Short: 20d - Medium: 25d - Long: 30d).
- Restrict Cabin class per trip duration: Business only above 10 hours
- Recommend Fare type usage restriction: Non flexi / Changeable / Refundable
- Add Max Fare or Best Fare as default booking options
|
- Review average Hotel rates and reduce your city caps
- Review amenities inclusion (breakfast, WiFi, last room available, parking, cancelation policy)
|
- Change Cabin class restriction per trip duration: 1st class authorized above 4 hours
- Restrict advance booking based on duration of trip (above 4h)
- Promote low cost suppliers usage
- Recommend Rail as an alternative to air where possible in your policy
|
- Review amenities inclusion (insurances, additional driver…)
|
| Optimize savings |
- Launch RFP annually to ensure access fresh neg rates
- Promote usage of Add on and mobile special deals
- Leverage Egencia content ESR + EPR for hotel below 200 room nights – above neg rates
- Take a look at your Savings Benchmark report on Egencia Analytics Studio to identify savings opportunities
|
- Promote Online adoption to reduce Cost of calling travel consultant
- Car rental vs mileage reimbursement
|
- Ensure travelers use unused tickets credits
- Restrict advance booking per haul (Short : 15d - Medium: 20d - Long: 25 d
- Review air spend with airline supplier(s) to join new business rewards programs
|
- Review current negotiated rates where increased market share
- Ensure City Caps are aligned with market using average hotel nightly rate at city and equivalent hotel category (star rating)
- Add new favorite hotels based on top hotel booked
|
- Ensure Per diem are aligned with market using average rates (weighting advance booking and booking classes)
- Add advance purchase rules
- Identify top road warriors that would benefits from Railcards which offers access to reduced price access (in EMEA)
|
- Apply economic & standard cars
|
| Sustainability |
- Use Egencia Co2 reporting to track success
- If you have no sustainability guidelines today review our recommended best practices
|
- Recommend Air to rail shift when possible (less than 3 hours trip above air)
- Recommend a maximum number of travelers per trip in your policy
|
- Integrate Sustainability in your Air Program and choose right suppliers
|
- Add eco label hotels as your favorite
|
|
- Promote Electric car
- Promote car sharing by allowing category upgrades if they do
|
| Expansion |
- New Countries: Ensure payment solution is applicable to your new countries
- Contact your Account Manager to establish new countries
- Leverage Human Resources Feed solutions to optimize your profiles management
|
- Review Travel policy groups - New Leadership team & Top Road Warriors
|
- Update your suppliers based on your New top destinations or markets
- Continuously look for maximum possible route coverage
|
- Update your suppliers based on your New top destinations or markets
- Ensure your top destination are correctly covered
|
|
- Ensure your top destination and car categories are correctly covered
|
