Automated Solutions to the Eight Main Issues Travel Managers Face

As a travel manager, you may in fact have the most difficult job in the organisation. And while logistics are fun to a lot of people who go into this for a career, that doesn’t mean that it’s not hard to keep track of everything sometimes. You not only have to keep track of itineraries but also budgets, compliance and reporting, and everyone comes to you for a solution for their issues.

And let’s be honest there’s no reason why you shouldn’t make life a little easier for yourself. Automation can’t do everything for you, but by implementing automated solutions for key tasks you can have your time back to focus on the things that really matter.

Let’s discuss the some of the issues you face on a daily basis and how automation could help you carry out tasks do this faster and more efficiently.

Complex logistics

Coordinating travel arrangements for a large team can be incredibly complex. Do you fly, or is it a short enough trip that ground transportation is a more responsible choice? When going abroad, do all players have the correct visas? Do we know what the itinerary is? Is the right accomodation booked? And most importantly is everyone arriving on time at the right location.

So what's the solution?

Streamlining travel arrangements with a centralised platform that brings together flight bookings, accommodation, transport, visa management, and itinerary planning will significantly reduce manual effort and ensure seamless coordination.

Budget and Expense Management

Sticking to a budget can be challenging, especially when dealing with fluctuating currency exchange rates, unexpected expenses, and multiple staff members with varying spending habits. It requires constant monitoring and control to ensure expenses are within the allocated budget.

So what's the solution?

Gain full control over expenses with a prepaid expense card and management platform that allows travel managers to set spending limits, track real-time transactions, and manage multi-currency payments, enabling better budget adherence and eliminating unexpected expenses.

Compliance and Policy Adherence

Compliance and policy adherence: Travel managers need to ensure that the travel arrangements and expenses align with the club's policies and guidelines. This includes adhering to specific travel policies, expense limits, and reimbursement procedures to maintain compliance and avoid financial discrepancies.

So what's the solution?

Implement a comprehensive travel management system that enforces travel policies, automates approval processes, and provides robust reporting capabilities, ensuring compliance with club guidelines and minimising financial discrepancies.

Communication and Coordination

Keeping everyone on the same page and ensuring seamless communication among team members, support staff, and travel service providers is crucial. Travel managers need to coordinate schedules, share travel information, handle last-minute changes, and address any issues that may arise during the trip.

So what's the solution?

Facilitate seamless communication among team members, support staff, and travel service providers through a collaborative platform that allows for real-time updates, messaging, and itinerary sharing, minimising miscommunication and handling last-minute changes effectively.

Duty of Care and Safety

Ensuring the safety and well-being of the team and support staff during travel is a top priority for travel managers. They need to consider factors such as travel insurance, emergency protocols, medical assistance, and security arrangements to mitigate any potential risks.

So what's the solution?

Enhance safety measures by integrating travel insurance options, providing emergency assistance contacts, and leveraging technology for real-time travel alerts, ensuring the well-being of the team and support staff during their journeys.

Time Management

Travel managers often face tight schedules and deadlines. They need to efficiently manage their time to handle multiple travel arrangements simultaneously, address unforeseen issues promptly, and provide support to team members as needed.

So what's the solution?

Optimise time management with a streamlined travel management system that automates routine tasks, generates itineraries, and provides a centralised dashboard for efficient oversight, enabling travel managers to focus on critical issues and ensure smooth travel experiences.

Reporting and Analysis

Travel managers are responsible for generating reports, analysing travel data, and providing insights to improve future travel experiences. This includes monitoring expenses, identifying cost-saving opportunities, evaluating travel service providers, and measuring the overall effectiveness of travel programs.

So what's the solution?

Utilise robust reporting and analytics tools to generate comprehensive travel reports, analyse expense data, and identify cost-saving opportunities, to make data-driven decisions and continuously improve travel programs.

Cultural and Language Barriers

International travel often involves interacting with different cultures and languages. Travel managers may encounter challenges related to language barriers, local customs, and cultural nuances, requiring additional efforts to ensure smooth communication and a positive travel experience.

So what's the solution?

Provide access to language translation services, cultural guides, and local insights through a travel management platform, ensuring effective communication, respecting cultural nuances, enhancing the overall travel experience for the team and support staff.

Are you ready to automate?

With so many hurdles to overcome, automation is a key component to making things simpler for travel managers. Using Caxton for expense management, the sports clubs we’re working with have streamlined their processes. Equipping travel managers with expense cards for them and their teams, with real-time tracking and reports collated in one platform. Not only has this decreased overspending, but it’s also reduced the time spent on reporting. Discover more:

Major League Football Clubs - Case Study

Rugby League World Cup - Case Study

Discover how we could help you and your club.