You’ve made the decision to implement a managed travel program – and then reality hits you square in the face: you have to implement it across the company.
There are many considerations that go into deciding to use a particular travel management company, but one should not be an afterthought – getting to the finish line. Implementing the program is where the rubber meets the road.
Acendas Travel’s implementation follows a time tested and measured process. But it also includes the flexibility to meet the unique needs of a client. As it highlights in the chart below, the process begins with creating a scope of work, timeline for completion and the allocation of resources to finish the project.
Generally, the timeline follows an eight week schedule where the Acendas Travel team meets with the appropriate client implementation project team for one hour per week. These structured sessions focus on specific topics so as to best utilize the client resources. For example, in weeks four and five, our associates will work with the client project team to make certain the online booking tool components are properly configured, tested and then made available to the end user.
Our team is with you every step of the way to answer any questions, test the product and offer best practices to make certain the program is maximized. But the reality is we do not implement and walk away. The final step in our implementation methodology is ongoing program management support. Think of it as a warranty without an expiration date. Our program managers are able to analyze your program and quickly solve any problems that may arise.
Is there an issue with late check-ins at contracted hotels? Did you not get the agreed rental car rate? Are team members booking outside the preferred airfare? Are they waiting too long to book travel? Our team can report on the out of policy reasons, analyze the data, offer recommendations, and then take action. You are never alone in the process.
It’s been said that change is often not made because there is too much effort required to make the change. Clients tell us the process is well-conceived and easy to implement. There should be no fear of a TMC change as implementing a travel management program doesn’t have to be difficult – especially if you partner with Acendas Travel.