Tips for Creating a Travel Management System

If you are a corporate travel manager, then you know that creating and implementing an effective travel management system is essential. There are many factors to consider, like budget restrictions, traveler needs, and company policies, and without a solid system in place, things can get out of control in an instant. 

In this blog post, we will discuss some tips for creating a travel management system that meets the needs of your business and travelers. 

1. Set Clear Travel Policies and Guidelines 

As a corporate travel manager, you want to ensure that your organization’s travel program is operating efficiently, cost-effectively, and safely. 

Setting clear travel policies and guidelines from the start will help establish a foundation for the entire travel management system – one that can be easily comprehended by all travelers. By doing so, it will minimize compliance issues, unpredictable costs, underutilized discounts, and lost opportunities along with providing clarity on expectations for travelers. 

Through well-defined travel policies and guidelines you will be able to lay out standards for each element of the system such as preferred airline selections, reserved hotel properties, per diem, car rentals and so much more. 

Having these guidelines in place helps mitigate any headaches while also promoting peace of mind among business travelers to ensure they are protected. Take the time to create a concise set of rules and visit Hotel Engine to learn more about the best ways to plan for meals and incidental expenses. 

2. Utilize Automation Tools to Streamline Processes 

Corporate travel managers have a myriad of responsibilities on their plate; from ensuring their employees have the necessary accommodations for their business trips to staying informed of both established and recently implemented travel regulations. 

Automation tools have proven invaluable in helping streamline tedious processes allowing corporate travel professionals to create more effective and efficient travel policies. Automation tools make it easier to quickly find and use the best modes of transport, lodging, and other necessary services available, making the process much more cost-effective. 

By leveraging these technologies, corporate travel managers can further minimize human errors while freeing up staff to focus on other critical tasks that require their attention. With these tools, organizations can reliably submit expense reports faster, gain access to comprehensive management reporting with real-time insights, monitor compliance levels more effectively, and much more. 

3. Find Vendors That Suit Your Needs and Build Relationships 

When it comes to corporate travel management, choosing the right vendors and providers is essential for unlocking the power of success. Picking vendors who meet your needs and expectations helps increase productivity and cost efficiency, as well as reduces stress for everyone involved in the process. 

Additionally, building relationships with them can ensure smooth operations, better customer service, and a higher chance of getting access to exclusive deals and promotions. As a corporate travel manager, making sure you work with the best providers so you can prioritize your company’s needs is key in creating a successful travel management system.

4. Analyze Data to Identify Areas of Improvement 

For a business to maximize its corporate travel budget, data analysis is essential. Corporate travel managers must analyze spending habits of corporate travelers in order to identify areas of improvement when designing their own travel management system. 

This information can be used to identify where savings can be made and opportunities for streamlining procedures. It also allows for businesses to tailor specific policies that suit the lifestyle needs of the corporate traveler and use resources more efficiently.

Ultimately, analyzing data will help guide savvy corporate travel managers in creating a successful travel program with an emphasis on compliance and cost savings.

5. Implement a Risk Management Strategy For Unforeseen Events  

Corporate travel managers face unique challenges ensuring the safety of their employees while traveling for business. Having a risk management strategy for unforeseen events in place can help mitigate these risks, saving the company time, money and creating peace of mind. 

Implementing a strategy involves assessing potential emergencies or disruptions that could occur during a trip and having in place processes on how to handle them quickly and effectively. This could include anything from severe weather to political unrest to sudden health-related events. 

With such a strategy in place, travel managers can ensure that travelers are prepared and have reliable resources at their disposal should something unexpected happen. 


Overall, corporate travel management requires a thoughtful and comprehensive approach that encompasses all aspects of the process. From leveraging automation tools to finding the best vendors and providers for your business needs to analyzing data and creating a risk management strategy, there are numerous components that need to be considered in order for businesses to create successful corporate travel programs.