Essential guide to international corporate travel management

DO book travel early

Planning ahead pays off in more ways than one. By booking travel as early as you can, you can take advantage of early-bird pricing, which translates to better rates on everything from preferred hotels and airfare, to public transit and auto rentals.

But it doesn’t just benefit your budget – it makes your entire team happy, too.

By booking early, employees have a wider range of options to choose from, including preferential seats on long-haul flights, or skipping red-eye flights altogether. The result: travellers arrive refreshed and ready to make the most of their experience. 

Want bigger savings? With over 20 years of service in 95 countries, FCM has best-in-market knowledge and exclusive travel deals you won't find anywhere else. Learn more.

DON’T skip a risk assessment

From missed flights and food poisoning, to natural disasters and disease outbreaks – corporate travel poses risks to both the traveller(s) and your business. Pre-travel risk assessments help businesses of all sizes meet their duty of care (DOC) obligations, protect their staff, and ensure business continuity should something go wrong.  As such, every international travel event – especially those to new or high-risk destinations – should involve a thorough risk assessment. 

Common factors to consider in an international travel risk assessment: 

• Local laws/customs
• Crime rates
• Accessibility of transportation & accommodation.

For more comprehensive guidance, refer to FCM’s Travel Risk Assessment Checklist.

DO pack light

International flights tend to have strict baggage limits. When it comes to packing, remind your travellers that less is more. Stick to the essentials to avoid excess luggage. Not only does this make moving around easier, but it also saves time during airport check-ins and security processes. 

Remind travellers to double-check that they don't carry any prohibited items through airport security and to keep their essentials (work devices, medications, etc) in their carry-on.

Packing essentials

• Plug adaptors – Voltage and power outlets are unique to each country. Make sure you have a way to charge devices, especially those used to conduct work.
• Corporate credit cards – Does the company card work overseas?
• Money – Some countries are still largely cash based. Make sure you're bringing the appropriate currency abroad.

DO research cultural considerations and etiquette

Remember: business travel is still business. When abroad, your travellers are representing your company professionally. Understanding and respecting the cultural differences is vital for ensuring successful business interactions. Travellers should familiarise themselves with local protocols for greetings, meetings, dress, and dining to avoid any unintentional faux pas.

If the destination has a different primary language, learning a few basic phrases can go a long way.

DON’T flake on insurance

Insurance is a critical component of business travel programmes, offering protection against a range of unexpected issues that can arise on the road, such as theft, health emergencies, and cancelled flights or accommodations. 

According to the SAP Concur Global Business Travel Survey, 88% of travellers were forced to take unanticipated steps due to travel disruptions, and nearly a third were willing to decline trips based on the likelihood of cancellation or delay. Not only does it save your company from additional, unforeseen travel spend, but it also eliminates some of the anxiety associated with global travel management.

DO continuously facilitate risk management

Keeping travellers safe on the road doesn’t happen on the fly. As travel managers, you need a plan to ensure that, no matter what pops up along the way, traveller safety is paramount. 

That's where the service of a travel management company and risk company will be key.

Leverage your travel management company

Between flight cancellations and stolen passports, international travellers need the kind of safety net only a global travel management company can provide. A mix of innovative technology and human support that drives compliance (and in turn, visibility) and works for everyone around the world reduces business travel risks. 

Traveller tracking

When your travellers are crossing multiple time zones, you need to keep know where to reach them. In situations where every minute matters, this level of travel security helps deliver timely medical assistance, evacuation, or other essential support.

On-the-go communication

Jetlag and unexpected travel snags don't stick to a 9-to-5 schedule. That's why you need round-the-clock support. Reduce risk with reliable travel risk management software that offers chat-based traveller assistance that's available 24/7. That’s anytime, anywhere support available by chat, email, or phone.

Real-time safety alerts

Situations can change rapidly, sometimes requiring itinerary adjustments or even whole trip cancellation. You need to contact your travellers in real-time. With the right mobile app on your side, your travellers can get instant alerts about potential risks or incidents that might impact your corporate travel plans.

In an ideal world, every trip would go according to plan. But reality is that things happen, and when they do, we’re here to help.

Trying to strike the right balance between your travel policy & business travel wellness? Dive into fresh insights in our white paper, “From Green Juices to Yoga Breaks: Has Business Travel's Wellness Trend Gone Overboard?”.

DON’T ignore employee feedback

The best way to find room to improve your programme isn't just through budget talks with your fellow travel managers. You also need to hear from those who experience the travel process firsthand. Pay close attention to recurring issues, pain points, and areas where your processes or supplier contracts might need improvement.

How to capture employee insights 

• Post-trip surveys
• Feedback forms
• One-on-one discussions
• Online platforms

For example, goals to set for your business travel programme may include:

• Driving bigger savings
• Ensuring safety and security 
• Enhancing service
• Promoting sustainability

Key metrics to focus on include:

• Travel spend – Understanding how your business travel budget is utilised can highlight cost-saving opportunities and areas for optimised expense management.
• Booking patterns – Analysing booking trends (such as lead times, preferred booking channels, and seasonality) helps in managing international business travel more effectively.

Real-time expense tracking can simplify this process, making it easier for businesses to stay on top of data and adjust strategy as needed.

DON’T be last to know about the latest travel trends

With the ever-growing travel industry, comes always-innovative trends. Between unexpected event hot spots, AI pushing to the forefront of travel technology, more and more options for sustainable travel...there's a lot to keep up with.

That's where expert insights from experienced travel agents come in handy. 

An experienced global business travel group like FCM can help you stay on top of the latest and greatest travel management solutions, keeping your corporate travel programme competitive and compliant with the travel needs of your business and employees.

Effective business travel management starts with you

From cutting edge tech and risk assessments to continuous risk management and coveted business travel services – your organisation can navigate the complexities of global business travel with confidence. 

Implement these strategies to ensure that your international travel programme is not satisfies your business needs, but also enhances your team's productivity and well-being.