Business travel hacks to save time and money
Global content at negotiated rates
It's no secret that travel management companies (TMCs) are hard negotiators. They hustle for discounted fares and supplier benefits, ensuring their customers get the best rates anywhere in the world. TMCs don't settle for the first deal—they compare sites, play the field, and bring it all together. By using a TMC, you're almost guaranteed to score the best rates. Plus, their global reach and talented travel consultant teams can help you make the most of every business trip.
Bundle bookings & extras
Bundling flights, hotels, and ground transport isn't just about convenience, it's about serious savings, convenience, and reduced stress. Because let's face it, there is more to business travel than flights. Ever lost a hotel room booking or left the booking to the last minute? Bundling helps avoid these traps. Recent stats from FCM Consulting show that global accommodation occupancy will surge to 70%, and the average night's stay is around $182. With these demand trends, leaving hotel bookings and those extras to the last minute will only impact the bottom line.
Understand ancillary charges. These are those sneaky extra costs that pop up at the end of a trip. According to Global Business Travel Association, ancillary fees account for around 8% of the total expenses involved in a business trip. They usually get added at check-out and come through expense claims later on. Wi-Fi, parking, and dining expenses can significantly increase the total cost of a room stay.
With hotel dining and parking costing anywhere from AUD $30 to $80 per person per day, lean on your TMC to get these costs under control. They can negotiate with your preferred hotels to source an all-inclusive rate for your travel program, like Breakfast Plus. For business travellers, packing smart is a good start. Go for carry-on luggage or minimise check-in luggage to save time at the airport and avoid extra baggage fees. Stick to a streamlined packing checklist and reuse items whenever possible. Our travel packing tips can help the process.
Have a tight travel policy
Implementing an approval process into your company's travel policy can help keep a close eye on travel expenses and frequency. By making company travel spending visible, you can avoid wasting money on unnecessary trips and lavish extras (unless approved). Know your preferred hotels and ground transport suppliers to leverage consistent rates and services and ask your TMC to gatekeep anything but setting limits on hotel star ratings or airline ticket classes can also help keep costs in check.
Timing & flexibility
They say the early bird gets the worm, right? Well, the same goes for travel rates. Hotels often offer deep discounts when booked early, like when flights might be available. We know flexibility might not always be an option with business travel, but being adaptable with your dates or hotel choices can lead to big savings. Sometimes, a small change can make a big difference.
Bundle people
Let's crunch the numbers: imagine a team of ten booking their annual conference travel independently, all touching down at different times. By bundling flights and hotels, these travellers could save thousands of dollars and share ground transport costs. That's money that can be reinvested into the budget. And without tooting our own horn, FCM Meetings & Events excel at this, it's group travel made easy.
Rewards & loyalty program
Sign up for rewards programs like Accor's Accor Live Limitless (ALL) or Qatar Airways Frequent Flyer program to earn points and enjoy perks. Encouraging your team, especially your frequent business travellers to leverage these programs to improve their business travel experience and save even more with every trip.
Monitor spend and compliance
Keeping track of travel spend and upcoming trips and ensuring compliance with your travel policy is a quick win. Your TMC should provide tools for tracking and managing travel expenses—if not, we do. With real-time insights and detailed reports, you can monitor where every dollar and traveller is going, double-check compliance, and make informed decisions to optimise your budget.
These business travel tips aren't just time-savers, they're money-savers that can make all the difference. Combining flights, hotels, and car rentals and keeping an eye on ancillary charges allows you to streamline your travel process and maximise savings. So, next time you plan a trip or redo the company's travel policy, remember: flights + hotel + car hire = more savings, less hassle. Happy travels.