The end of the year is the perfect time to reflect, plan, and prepare your corporate travel program for success. That’s why Christopherson Business Travel is here to help you evaluate your current program, identify opportunities for improvement, and set actionable goals. Here are some of our best tips to ensure your corporate travel program is optimized for 2025.
December 2, 2024
Three core pillars of an effective travel program
According to Matt Cameron, Chief Consulting Officer at Christopherson, the goals of an effective travel program are clear: keeping travelers safe and satisfied, and ensuring the program is efficient.
“Travel is a big budget line item for most organizations, and managing that as efficiently and effectively as possible is key,” he explained.
Christopherson is ready to partner with you in reviewing your travel program and identifying opportunities for improvement. Here are three critical areas of focus to keep top of mind:
Cost management
Risk management
Traveler satisfaction
1. Cost management: Streamlining processes and maximizing savings
Effective cost management not only reduces expenditure but also enhances overall program efficiency. Sue Schroeder, a manager of Client Consulting Services at Christopherson, shared valuable ways to improve cost management as you plan for the year ahead.
Policy enforcement and approvals
Travel policy enforcement and improved approval processes “will definitely increase your compliance within your program,” Schroeder said. Here are some things to consider:
Set a pricing threshold: Establishing a pricing threshold for flights can strike a balance between cost savings and traveler satisfaction. For example, you might set a $50–$100 threshold for domestic flights and $200–$300 for international trips. This approach allows flexibility within policy guidelines. Additionally, encourage travelers to book flights on cost-effective days, such as Tuesdays or Wednesdays, when fares tend to be lower.
Simplify travel approvals: A streamlined approval process is essential for keeping costs down. Complicated multi-manager approvals often exceed the 24-hour cancellation window for airfare, leading to higher prices. Instead, consider implementing “upstream” travel authorizations, which approve trips based on estimated costs before bookings are made. This ensures efficiency and cost control without unnecessary delays.
Limit travel rule classes: Most companies have two rule classes—a default rule class, which is where most of your travelers fall, and an executive rule class that offers additional perks. Limiting the number of rule classes in your program can also help minimize confusion.
Review your VIP list: VIP travelers, often executives, typically receive additional perks and benefits, but ensuring your list is up to date can reduce confusion and streamline service. Christopherson offers a VIP desk with a dedicated team of experienced agents and a dedicated phone line to deliver seamless, white-glove service.
Automation and efficiency
Working smarter not harder is something we all strive for—and by utilizing best-in-class tools, you can add more automation and be more proactive with your travel program.
“Adding automation and efficiency to your program will drive consistency and integrity,” Schroeder said. “Real-time data and proactive analysis will help your reporting to be more actionable.”
Here are some options to consider:
Optimize airfare and hotel bookings with Rate Assurance: Christopherson’s Rate Assurance tool turns airfare and hotel price fluctuations into substantial savings. This automated, data-driven solution monitors fares and rates, rebooking them automatically, like for like, when prices drop—without disrupting travelers. With average savings of 5% on airfare and 4% on hotels, it’s a risk-free way to optimize your travel budget while maintaining service consistency.
Boost efficiency with hotel sourcing automation: Christopherson’s smart hotel sourcing tool simplifies hotel negotiations, RFPs, contract management, and rate loading. A 2024 beta test saved one client 180 hours in sourcing time with 36 RFPs created while delivering $37,500 in negotiated savings. More clients will benefit from this program in 2025, so consider reaching out to learn how it can ease your travel program management.
Make the most of unused tickets: Unused tickets can lead to wasted money if not managed effectively. Christopherson’s tools provide monthly reports and insights to track and use unused tickets before they expire. Regularly reviewing these reports ensures no ticket goes to waste.
Take advantage of new technology: Christopherson recently announced its modern, cloud-based travel management platform, Andavo. This phased rollout begins with our new Andavo mobile app for travelers (currently in beta testing) featuring real-time notifications, dynamic itineraries, easy profile management, and the ability to coordinate travel with others. The Andavo travel manager and travel advisor apps will provide even more support when they are released next year.
Adopt Virtual Pay: For guest or infrequent travelers, or those without corporate credit cards, Christopherson’s Virtual Pay offers a secure, efficient payment method. It eliminates the need for personal credit cards while streamlining payment processes, ensuring smooth travel for all.
Contract expiration and renewals: It's always best practice to review all your vendor contracts at the end of the year to ensure timely renewals and getting vendor discounts.
Real-time data and proactive analysis
Christopherson’s tools provide real-time analytics and benchmarking and goal setting to provide actionable insights into your travel program.
Utilize aggregated data: Christopherson offers a Domo visualization dashboard for real-time data that allows you to dive deeper into your analytics.
Benchmark and set goals: Analyze trends, identify leakage, and make data-driven decisions to optimize your budget and forecast effectively.
“Having consolidated travel data gives you knowledge and confidence to make key decisions so your travel program is complete,” Schroeder explained.
2.Risk management: Keeping travelers safe and prepared
Picture this: a business traveler navigating the chaos of an international airport when, out of nowhere, they experience a medical emergency like a heart attack. It’s a stark reminder of the unpredictable nature of travel and the importance of having a robust risk management program in place. Such programs are critical not just for addressing immediate health risks but also for safeguarding your organization's financial resources and reputation.
According to Dallas Stewart, a manager of Client Consulting Services at Christopherson, effective risk management strategies ensure traveler safety, minimize legal and financial risks, and maintain operational continuity.
“Taking a proactive approach and creating a risk management strategy can prevent business operations from coming to a halt,” she said.
More specifically, by proactively identifying potential risks and planning accordingly, organizations can prevent disruptions, minimize downtime, and protect employee well-being. Plus, incorporating data analytics and technology can help you make informed travel-related decisions, such as choosing safer destinations, refining travel policies, and engaging employees in safety discussions to improve overall traveler satisfaction.
Risk management tools and recommendations
Through Christopherson’s managed travel program, your organization gains access to a range of tools and features to implement and manage risk effectively:
Risk management: Use real-time data to track and locate your travelers.
Traveler safety check: In emergencies, this feature within Christopherson’s propriety travel management platform allows you to quickly send messages to affected travelers.
Travel alerts: Stay informed about disruptions or risks to provide timely support to your team.
Domo reports: Generate detailed arrival and departure reports for better visibility into traveler movements.
Hotel attachment: Expand visibility by linking all hotel bookings (even those made outside your travel program), enabling comprehensive tracking and support.
For additional support, Christopherson recommends working with third-party vendors such as CIBT, International SOS, or Crisis24 to create a more comprehensive risk program. This is especially important for organizations with global operations or a high volume of international travel. Third-party services can coordinate safe evacuations, integrate with existing systems, and ensure seamless collaboration with other travel management partners.
While risk management may extend beyond the role of a travel manager, collaboration with stakeholders is key to developing a robust program. By taking a proactive approach and utilizing Christopherson’s tools and insights, your organization can ensure traveler safety, minimize risks, and maintain productivity—even in the face of unexpected challenges.
3.Traveler satisfaction: Balancing cost savings with comfort
Ensuring traveler satisfaction isn’t just a perk—it’s a cornerstone of a successful corporate travel program. Satisfied travelers are more productive, more loyal, and more likely to adopt the company’s travel policies. As Paul Foster, an account manager at Christopherson, explains:
“When we talk about the importance for the travel manager, there are key elements to consider. Of course, cost savings remain a priority, but traveler satisfaction plays a critical role in employee retention. Frequent travelers often evaluate travel policies when deciding whether to stay with their organization or move on. A program that prioritizes traveler comfort and convenience can make all the difference.”
A well-crafted travel program directly benefits travelers by:
Providing consistency: Preferred properties and airlines offer predictable service levels, minimizing surprises and disruptions.
Boosting productivity: Travelers who arrive at meetings rested and refreshed can perform at their best.
Offering peace of mind: Staying in safe, convenient locations adds a layer of comfort that reduces stress.
Delivering extra perks: Loyalty programs and other amenities reward frequent travelers, creating a more enjoyable experience.
Strategies to improve traveler satisfaction
To support traveler satisfaction, Christopherson offers solutions that enhance the travel experience:
Customized traveler surveys: While Christopherson sends automatic surveys post-ticketing, a customized survey tailored to your company’s culture offers deeper insights. Sent annually and branded from the organization itself, these surveys allow travelers to provide detailed, freeform feedback. “The results help identify bottlenecks, uncover areas for improvement, and refine processes to enhance the traveler experience,” Foster says.
Traveler training: Focused webinars ensure travelers are comfortable using online booking tools, know how to access after-hours support, and stay informed about updates. These sessions build confidence and preparedness, particularly during emergencies.
Promoting Trusted Traveler Programs: Encourage participation in TSA PreCheck, Global Entry, or similar programs to streamline security processes. These benefits save time and reduce hassle, making the travel experience smoother.
Proactive maintenance tips
Traveler satisfaction also depends on the basics being in place:
Ensure traveler profiles are up to date with correct legal names, loyalty program details, and payment methods.
Schedule online booking tool audits to align settings with the latest travel policies.
Regularly review preferred vendor agreements and monitor unused ticket banks to maximize value.
By focusing on traveler satisfaction, organizations can create a program that supports not only their employees’ well-being but also the company’s overall success.
Conclusion
As we navigate a rapidly evolving travel landscape, having a clear, data-driven, and traveler-focused program is essential. With Christopherson’s innovative solutions, expert insights, and proactive strategies, you can ensure your organization is not only prepared for the challenges ahead but also positioned to thrive in the new year. Start your 2025 travel program tune-up today—and let Christopherson help you build a safer, smarter, and more efficient travel experience for your business.
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