How to adapt the travel policy to the habits of business travellers
Business trips represent a fundamental component for many companies, allowing them to expand business opportunities and consolidate relationships with customers and partners. However, corporate travel policies must be carefully designed and tailored to employee needs, certainly to achieve business objectives, but also to increase staff wellbeing and engagement. But then how should companies adapt the travel policy to the habits of business travellers?
How to know the habits of business travelers
Refining the travel policy is not just a question of budget. In fact, travel policy has a direct impact on staff productivity, since the latter is closely linked to their satisfaction and well-being while on the move. Supported and considered employees tend to be more motivated. Flexible travel policies can reduce stress and increase efficiency, contributing to a more positive work environment.
Understanding employee habits and preferences is the first step to improving travel policies. Companies can use periodic surveys to collect direct data from employees about their travel preferences. For example, these questionnaires could investigate the frequency of the trips they make and what their ideal frequency would be; but also to know the accommodation preferences and means of transport most in line with their needs. Periodically collecting this information helps the employer identify areas for improvement and make policies more suited to real needs.
In addition to surveys that capture a specific moment in time, analyzing historical travel data can reveal useful patterns and trends. Indeed, perhaps the long-term trend helps to make more far-sighted decisions. Data on costs, the most frequent destinations, length of stays and common expenses can provide a detailed view of the needs of business travellers, allowing you to optimize travel policies and select suppliers. Individual interviews and discussion groups offer a further opportunity for qualitative in-depth analysis. These meetings allow you to directly discuss the challenges and expectations of employees, providing a complete picture of their experiences and needs, also bringing out critical aspects not highlighted by the surveys.
How to adapt the travel policy to the habits of business travellers
Once the necessary information has been collected, companies can proceed to adapt their travel policies by providing a range of options that include the preferences expressed by staff. Flexibility is a key element because it makes employees perceive a certain decision-making autonomy in organizing their trip.
In order for this to happen in an effective manner, but at the same time controlled by the employer, the implementation of digital tools and management apps should be envisaged. User-friendly digital platforms must be accessible from mobile devices and allow easy recording of expenses, direct bookings and access to updated information on company policies. This is another crucial step to adapt the travel policy to the habits of business travelers as it not only simplifies the reporting process, but also makes travel more manageable and less stressful for employees. Alma Travel has created Almapp: a highly flexible platform dedicated to business travel . Our digital tool allows direct access to the largest inventory of fares for corporate travel services, including NDC fares , and you will be able to make online reservations in a simple, direct and functional way. Furthermore, by choosing Almapp, companies contribute to protecting the environment by eliminating the need to print travel documents.
An even more cutting-edge travel policy in line with the new expectations of the staff introduces the concept of " bleisure " among its items. By combining business and leisure, companies can meet the needs of employees, especially younger ones, who want to explore the destinations they travel to for work.
Training and communication play a key role in implementing new policies. Making sure employees are well informed about travel policies and how they can benefit from them is essential. Regular training and communications programs can improve awareness and adherence to company policies. For example, creating easily accessible guides and resources that explain expense reporting procedures and offer practical travel advice is an effective way to ensure everyone is on the same page.