5 Steps to a Successful Business Travel Program

Every organization is different, with its own unique needs, culture, and goals. Naturally, your business travel program should reflect that. A successful travel program isn’t one-size-fits-all; it’s one that aligns perfectly with your organization's priorities and culture. In this post, we’ll quickly walk you through the five steps to help you build a business travel program that works for your company.

1. align your priorities with your culture

Before diving into policies, technology, or platforms, start by identifying your organization’s priorities. Do you value control over every aspect of travel, or do you prefer giving employees more freedom to make their own booking decisions? Is your main goal visibility into your travel spend, or are you focused on maximizing savings? Whatever your priorities, they should align with your company’s culture.

For example, a company that emphasizes autonomy and flexibility might want a more relaxed travel policy, allowing employees to choose their flights, hotels, or transportation with minimal oversight. On the other hand, if your company values control and cost savings, you may want a more structured program with clear guidelines like maximum rates, lowest logical fares and pre-trip approvals to ensure spending stays on track. The key is to strike a balance that matches both your organizational values and your operational needs.

2. create a travel policy that everyone can follow

Once you’ve identified your priorities, the next step is to create a travel policy that reflects those priorities and is easy for everyone to follow. This policy should clearly outline booking guidelines, where and how to book, approved vendors, reimbursement procedures, and any restrictions. 

But beyond clarity, simplicity is crucial. A travel policy that’s overly complicated or difficult to follow is more likely to be ignored. Employees shouldn’t need a manual to figure out how to book a flight or stay within budget. Make sure the policy is straightforward, accessible, and intuitive – and the secret to making it accessible is to choose the right technology and service that clearly displays the policy when your team is booking.

3. choose the right technology and service

A successful business travel program hinges on giving your team the right tools. For most employees, all their interaction with the travel program will be through the booking tool or travel agents, so it's essential to pick technology that meets their needs. Some employees could prefer booking everything online themselves, while others might want the support of a travel agent who answers their call immediately. (Fun fact: 97% of employees, whether booking for themselves or booking for others, prefer to book online instead of via travel agent.) The key is understanding your team’s preferences and giving them the tools and service to book in the way that works best for them.

The booking tool should be easy to use, intuitive, and cater to the needs of different types of travelers—whether they’re tech enthusiasts or those who prefer human interaction. The goal is to make booking travel a seamless experience, so employees can focus on their work, not on wrestling with or working around a complex booking platform.

4. ensure teamwide understanding of the travel program

A well-designed travel program is only effective if your team understands it and uses it correctly. Make sure your employees know how to navigate the travel platform, understand policy, and use the secure payment options.

The easier it is for your team to follow the process, the more likely they are to stay within policy and ensure your company benefits from negotiated rates or preferred vendors. Provide training where necessary, but also make sure the platform is intuitive enough that it doesn’t require hand-holding.

5. provide leadership with data and insights

The final step is ensuring your leadership team understands the travel program, too. This is where data comes into play. Leadership needs visibility into travel spend, savings, and the overall effectiveness of the travel program. But it’s not just about financial metrics. Provide insights into employee safety, satisfaction, and policy compliance.

By delivering clear and actionable reports, you can demonstrate the value of the travel program—whether through cost savings, improved traveler experiences, or enhanced safety. These insights will not only help justify the travel budget but also inspire improvements in the overall program.

know your organization, choose the right platform

Creating a successful business travel program doesn’t have to be overwhelming. It’s all about knowing your company’s unique needs and finding the right fit. By aligning your travel policies with your company’s culture, choosing user-friendly tools, and ensuring both employees and leadership understand the program, you’ll create a seamless experience for everyone. 

About AmTrav: Through one simple technology and services platform, AmTrav helps travelers be more productive and connected, empowering companies and their people to go places, meet people and grow further. AmTrav customers enjoy integrated travel booking, travel spend reporting, traveler tracking, and 24x7 expert human support, reducing obstacles, complexity and cost so they get the full value of their business travel. Learn more or reach out for a one-on-one consultation today.