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This time, in the “Our Cases” section, we will share our experience on how to easily optimize business travel management, even if it needs to be done by an international consulting company.
*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: business services, business solutions, management and reporting systems
- Number of employees: 200+
- Number of business trips: 20+ per month
- Business trip destinations: Europe, Kazakhstan, China.
Task from the client:
An international consulting company with several offices in Eastern Europe was faced with real chaos in business travel management. Inconsistent service levels, ineffective risk management and significant differences in service prices were causing real headaches. Employees were missing important meetings, faced visa problems and sharp price hikes. It was necessary to optimize business travel to avoid such situations and ensure the smooth operation of the company.
Difficulties in organization:
- Different company offices used different providers, which led to uneven levels of service. As a result, employees could experience delays in bookings, problems with transportation, and differences in accommodation standards.
- The lack of unified security and travel control procedures led to risks associated with visa non-availability or visa delays, which in some cases led to the disruption of meetings and important business events.
- Different booking systems and service providers resulted in significant differences in prices for the same services, making it difficult to budget and manage business travel costs.
Solution:
The company decided to turn to the leading provider of business travel management services — TravelHub. Our specialists offered to integrate a single platform and develop a standardized travel policy.
- Implementation of a single booking platform that unified the booking processes for flights, hotels and visa support. This ensured uniformity in service levels and transparency in expense management. Automated travel tracking and reporting allowed for timely identification and resolution of visa and flight-related issues.
- Standardization of processes and risk management, which included the development of standards for monitoring the timely receipt of visas and instructions on how to act in unforeseen situations. The platform provided access to 24/7 support and a tracking system, which significantly increased the safety of employees.
- Optimizing expenses through supplier consolidation and corporate discounts, which ultimately reduced price differences and lowered overall business travel costs. A unified cost reporting and analysis system provided the company's management with a clear understanding of costs and opportunities for optimization.
Results:
- The introduction of a single platform and standardization of processes made it possible to achieve a uniform and high level of service in all company offices, providing the client’s employees with equally high-quality service regardless of their location.
- Standardised procedures and enhanced travel controls have significantly reduced risks associated with visas and transport, ensuring the safety and peace of mind of employees during business travel.
- Optimization of processes and consolidation of suppliers allowed us to reduce business travel costs by 20%, which significantly increased the company's economic efficiency.
Employee review: “Organizing business trips is a task that has always been time-consuming, but still remained in the high-risk zone. Thanks to your company, this process has become much simpler and more understandable. And the individual support on visa issues has allowed us to speed up the process and improve the result of the issued permits. Thank you for your professionalism.”
This case study clearly demonstrates how centralized business travel management solutions can help a company effectively control risks, improve service, and optimize costs. Don’t miss the opportunity to make your business travel safer, more convenient, and more cost-effective – start implementing centralized solutions today with TravelHub.
