travelers

ENSURE YOU HAVE A CLEAR-CUT TRAVEL POLICY SET UP
A well-defined travel policy is an important (and cost-effective) manner of effective travel management. A specified travel policy should outline clearly stipulated guidelines for all employees with regards to responsibilities and while traveling; travel arrangements and travel expenses.

There are a numerous factors to consider when compiling a travel policy for your company.

Although cost-effectiveness is an important requirement, it is vital that you don’t jeopardies the safety and quality of travel service, as well as compromise on travelling employees’ travel needs. Offer a small variety of options that allow employees to select one that suits them the best. You can avoid unnecessary compromise even further by letting employees offer their thoughts and/ opinions during the decision-making process.

Always ensure that you always have your employees’ up-to-date contact details on hand, in case of emergencies.

Responsibility regarding expenses – personal, business, leisure etc. – must always be clearly and precisely set out.

GET A GRIP ON TRAVEL TECH
Travel planning has undoubtedly been revolutionised by the rise of online booking apps. The trouble with the increase in availability of such tools is choosing which one to use for your business travel planning.

A great option is to have a ‘personalised’ online booking tool that has been custom made according to you business’ particular travel policies and needs. Although having your own travel tech has its advantages – such as being able to increase efficiency with built in approval processes and managing your travel at any time – there are a few disadvantages that should be noted. The initial designing and assembly, as well as the continued administration, of a custom online booking tool can be rather steep. Another drawback is that all the research necessary will be your responsibility. It begs the question whether the convenience is worth the required effort and cost.

A terrific option is to make use of a travel management company (TMC). Working with a TMC means acquire an experienced travel management asset that is a devoted travel manager. A travel manager can assist you in making the best travel decisions, based on your unique business requirements. Further benefits include help with a multitude of other details, such as VISA applications; arranging ground transport; arranging Forex and taking care of travel emergencies.

The smart choice would be to use a combination of the two. The advantages of TMCs are clear and they often have an online booking tool that companies can use. This way you get best of both – the convenience and control of managing your travel bookings yourself, as well as the individual support and assistance with more complicated and/ or time-consuming processes.

ENSURE TRAVELLING EMPLOYEES’ SAFETY
Although business travel is an essential and probable part of most businesses, is doesn’t come without risks. A company has a duty of care to its employees. This means it has a legal (and moral) obligation to elude risk of injury to an employee during a business trip, as much as possible. The onus is on you (the travel planner) to ensure that all the proper safety plans and measures are in place. This means assigning sufficient travel insurance, which includes medical cover, lost luggage, flight cancellations, as well as natural disasters and terrorism and everything in between.

Employees must be informed of the associated risks of their destinations, before travelling, and need to be informed of the course of action to follow in case there is a travel emergency.

It is vital to always know where your companies travelling employees without exception. There is a multitude of apps and online tools that you can use to help keep track of and stay in touch with your travellers.

PRE-BOOK TO SAVE
You can save more when you plan ahead when it comes to making travel arrangements. Research has proven that business travellers who only book their flights a day beforehand – can end up paying as much as 200% more for their flights.

In contrast – airfares are generally the cheapest from three weeks and more before the departure date. Employing an advanced purchase strategy, you can reduce or moderate the influence of price fluctuations on your company’s travel budget. Although it’s not always possible to book so far in advance as meetings and schedules are sometimes changed at the last minute), it is definitely worth the effort in the long term.

APPOINT THE MOST QUALIFIED PERSON
Travel planning is not an easy task – it’s far more than just coordinating itineraries. The responsibilities of a travel manager range from bookings, policy management, budget approvals, reporting and handling travel emergencies. Then there’s the time-consuming task of finding the most affordable flights, ground transport, accommodation etc.

Managing your company’s travel plans yourself has some advantages, such as great understanding of the needs and schedules of your travellers. However, employing an experienced and well-equipped corporate travel agencies will save you a great deal of the hassle. Quality TMCs have a comprehensive understanding and knowledge of the travel industry, which empowers them to know when, how and where to find and book the best offers. Furthermore, TMCs often have global buying power and long-standing relationships with suppliers – which offer you the added benefit of being able to secure discounted fares on larger travel volumes.

Unlike in the past, today people with disabilities have been recognized, and are less discriminated against. In many countries there are legislations that protect them and make their life a little easier. Also many public buildings have been designed or renovated in order to accommodate people with disabilities.

With all these improvements, people with disabilities are now able to travel for vacation or a business trip to places far away from their home. However, with all these improvements we have made, travelling for people with disabilities is still a challenge for them, especially when they are travelling alone or, they are travelling to an unknown destination. Below is a guide to help people with all forms of disabilities to travel safely.

1. Plan well in advance
Planning is key to any form of success. This is very important because it reduces chances of getting stranded and being inconvenienced. Booking flights and hotel rooms are the top priorities, however if you are going to stay at a friend’s or a relative’s house; notifying them in advance is very important. Then they can be prepared and even pick you up from the airport.

2. Book hotels that are disabled friendly
Hotels with disabled friendly structures are very convenient as they allow disabled individuals to move freely with minimal effort. Most of these hotels also have special emergency protocols that ensure disabled individuals are not left behind in case of an emergency, unlike some hotels where these issues are over looked.

3. Use a travel agent that offers travel packages for disabled travelers
Booking flights and hotel rooms with travel agents that offer travel solutions to disabled people is advantageous in a number of ways. They ensure they book for their disabled clients airlines and hotels that are disabled friendly. They strive to offer services and suggestions that will ensure their clients travel comfortably.

4. Understand and know your rights when at the airport
Travelling, for people with disabilities, is very hectic, especially when they arrive at the airport. They face the challenge of getting proper information and directions. This is further aggravated by the huge number of people traveling and long queues. In airports, there are attendants that are supposed to attend to the needs of those travelling with disabilities.

Disabled travelers should not, and are not, treated differently when they go through security measures. They are also protected from any form of discrimination from any airline. Disabled travelers are advised to be very conversant with their rights to avoid and report any form of discrimination when travelling.

5. Bring extra medication
There is no harm in carrying an extra dose of medication when travelling. People do lose their luggage as they travel so, having an extra dose will act as a backup when one dose gets lost. This also ensures that when travelling, a disabled person does not run out of their medicine forcing them to start looking for a drug store when travelling. These medications should be stored properly to ensure their safety.

6. Take a doctor’s note and contact information when travelling
A doctor’s note contains important information about a condition that a disabled person is facing and this will help doctors save a lot of time on tests in case of an emergency. Contact information for your doctor allows other doctors to get important information from your doctor should the need arise. This small, but vital, information can save lives.

7. Use direct flights
It is very hectic and tiresome for a disabled traveler to use connecting flights. Using connecting flights exposes them to loss of their luggage and even injury as they get in and out of a plane. Using a direct flight cuts all these risks down and saves a lot time and energy when travelling. Direct flights also ensure that those travelling with disabilities are not stranded in an airport as they wait for a connecting flight.

8. Disabled travelers are advised to have some knowledge about where they are travelling to
There is nothing more difficult than looking for directions to a place you do not know about. This is even harder for disabled travelers so, it is advisable to have at least some knowledge and understanding about their destination. This will give them an upper hand when moving around and the knowledge to know where to go and where not to go. This will be very helpful when they are stranded or experience an emergency situation and need urgent assistance.

9. Carry the appropriate luggage
Disabled travelers are advised to carry luggage that they can manage when they are travelling. Unless they have company, travelling with a huge amount of luggage is not easy. Traveling lightly enables disabled travelers to be more flexible to situations that arise besides, a large amount of luggage can also easily get lost.

10. Enjoy travelling
Many disabled people do not travel often because of a lot of limitations which discourages them. However modern technology ensures safe travel for all regardless of their condition. Travelling should be enjoyed by all since it is a chance to experience new things that are different than what they are used to.