“Our Cases”: Optimization of Business Trips for a Group of Construction Companies

This time in the “Our Cases” section we will tell you about an exciting project that our team successfully implemented for one of the leading construction companies. We took on the task of optimizing business trips, turning each business trip into an effective and productive event.

*Due to the terms of the Non-Disclosure Agreement (NDA), some details have been changed or omitted. This case study is intended to demonstrate our unique approach to solving complex business problems and achieving set goals while strictly maintaining the confidentiality of our clients.  

Given:

• Client: XXX
• Industry: construction industry
• Number of employees: 6800+
• Number of business trips: 50+ per month
• Business trip destinations: CIS, China, Europe
• Feature: 6 representative offices in different countries

Task from the client:

A large international holding company uniting

6 companies specializing in construction, manufacturing and architecture approached us with a request to help organize their business trips. Previously, each of these companies independently cooperated with different service providers, which led to disunity and lack of a common understanding of business travel expenses. This created difficulties in budget management and cost optimization.

Difficulties in organization:

Companies face a variety of challenges related to disparate suppliers, lack of data consolidation, and different booking standards. The main challenges include:

1. Supplier silos : Companies were working with multiple agencies and suppliers, creating chaos in tracking and controlling expenses.
2. Lack of data consolidation : Without a unified cost accounting system, analyzing and optimizing travel costs became virtually impossible.
3. Different standards and approaches : Different standards and rules for booking complicated the control and management of business trips.

Solution:

TravelHub proposed to combine all business travel services on one platform. Account managers took on the task of consolidating data and developing a unified travel policy for a group of companies.

1. Unified booking platform: The introduction of a centralized system allowed all expenses to be tracked and managed from a single center, simplifying reporting and budget control. Corporate discounts were established on air tickets and accommodation, significantly reducing costs.
2. Analysis and recommendations: After analyzing expenses for the first quarter, we identified key optimization points. We included booking air tickets 14 days in advance for international flights and 7 days in advance for flights within the CIS. We selected a priority air carrier for the entire group of companies. We also used tariffs with restrictions to save money. And we made a shortlist of priority hotels in key destinations.
3. Travel Policy Development: To ensure compliance with the guidelines, we helped the client develop a travel policy that included all of the above points. This helped standardize processes and simplify travel management.

Results:

After implementing a unified travel policy and optimizing processes, the group of companies was able to achieve significant results. Let's consider what changes occurred and how they affected the efficiency of business trip management:

• Cost savings : Six months after the introduction of a new travel policy and process optimization, the group of companies managed to reduce overall business travel expenses by 20%. Providing special rates and discounts allowed to reduce air travel expenses by 3-7%, and hotel expenses by 17 to 25% depending on the destination.
• Increased efficiency : A centralized system and unified travel policy have simplified management and control processes, which has helped to avoid duplication of expenses and improve financial discipline.
• Improved reporting : A single platform made it easy to track and analyze all expenses, greatly simplifying the reporting and budget management process.

This case demonstrates the importance of consolidation and uniform standards in business travel management, especially for large companies with a branched structure. TravelHub helped to consolidate and standardize processes, which led to significant savings and increased efficiency in travel management. Don't miss the opportunity to optimize your business processes and reduce costs today! Implement a uniform travel policy and experience all the benefits of centralized travel management.