GUEST BLOG: SAVING MONEY ON GROUND TRANSPORT

Historically, ground transport has always been perceived as a small travel expense, especially when compared with airline or hotel costs. But, in the last two years, and with the increased use of booking apps, businesses have started to focus more on how to minimise spending on taxis and private hire journeys to help keep their overall travel costs down.

The ad-hoc nature of individual app bookings and kerbside hailing make it virtually impossible for companies to effectively manage their ground transport costs. It becomes an unpredictable expense, and a difficult beast to manage. While it may seem cheaper to an individual employee, across the business and over time, the administrative burden and costs will - naturally - add up.

Companies that do try to manage their own ground transport will be faced with hundreds of different invoices, rates and payment terms, making it difficult to gain an accurate picture of how much they are spending each month, as well as creating a huge administrative burden. Using a fully-managed service provider not only makes the process easier, but can save valuable time and money.

As with any outsourcing partner, it is essential that businesses choose the right managed service provider for their ground transport – one with a strong network, that knows the industry, how to buy transport, and how to buy it as cost effectively as possible.

For example, when the One Transport team is in discussions with a prospective new customer and we are able to see the business’ previous transport invoices, we are able to demonstrate what they could have saved working with our platform and what efficiencies we can help them put into place.

To obtain the best and most cost effective service, businesses should keep the following in mind where selecting - and working with - a ground transport managed service provider:

1. Transparency: the journey price quoted should be the price paid. Make sure that business rules are put into place, to ensure that this is the case for every journey. There should be no surprises.
2. Keep tracking and safety top of mind: remember, businesses have a duty of care to their employees, so ensure you work with a service provider that puts safety first. Make sure all of the drivers in their network are licensed and have vehicle tracking so you always know where your car - and your employees - are. Not only will this give you peace of mind, but it will help you save money by reducing waiting times.
3. Always use the right vehicle for the right journey: businesses often mistakenly believe that black cabs are more expensive, when - in actual fact – for shorter journeys they represent the most cost effective and efficient way of travelling. Make sure your managed service provider knows this, and can provide you with a selection of vehicles to fit the passenger and journey.
4. Set rules: it is the role of a managed service provider to guide businesses on how to manage their ground transport efficiently. Work with them to set rules for employees to get best value for money, adhere to tax and procurement guidelines, reduce emissions and ensure the best possible service.
5. Go green: as governmental regulations for businesses become more stringent, make sure your provider can track CO2 output, and has access to low or zero-emissions vehicles.

So no matter how cheap a one-off deal may seem for a quick journey, the best way for businesses to keep ground transport costs under control is to leave it to the experts. Fully managed services like One Transport provide ground transport that meets the needs of each individual business they work with – saving time, money and delivering peace of mind.

This post was written by Roy Hughes, director at One Transport and OT-24. One Transport and OT-24 combine technology and industry experience to deliver easy-to-use, fully managed, ground transport services for businesses. Both companies provide a range of vehicles to meet customer needs, including black cabs and eco-friendly hybrid cars.

Meet them at the Business Travel Show, which opens tomorrow at Olympia. 

GUEST BLOG: DUTY OF CARE CONSIDERATIONS WITH GROUND TRANSPORT

Duty of care for staff is a top concern for businesses of all sizes booking taxi and private hire vehicles and Roy Hughes, director at One Transport and OT-24, who are exhibiting at the Business Travel Show next month, explains how to provide it.

Licensing, insurance and passenger safety have become very hot topics in the ground transport industry. A trawl through some of the recent headlines will alert you to that fact; and over the past two years, we’ve seen more operators really beginning to ‘show their wares’ when it comes to safety and assurance. While tech innovation and a perceived convenience at the point of booking may appear to trump these essentials, we’ve found that, ultimately, customer safety and care are paramount to being a long term trusted supplier.

It is a harsh reality of the world we now live in that many people are understandably fearful when it comes to public travel and we are witnessing heightened security across the board. The ground transport sector is no exception. As a fully managed service provider for ground transport, we are now seeing safety and security as a core part of the tender process on a corporate level more than ever before – it is a now a case of ‘buyer beware’.

Businesses owe a duty of care to their staff and it is up to us – as a business and as an industry – to provide them with the reassurance that we can be trusted to keep them safe. Failure to do so will not only result in bad headlines, but lost revenues which are not part of anyone’s business plan.

So how do we do this? Here are some key elements to assure corporates and SMEs that we take their business, staff and safety seriously: 

Fully-licensed operators: Always use fully-licensed operators. Do not engage with any organisation with drivers that are not licensed. Have measures in place in any service level agreements that allow drivers queried by customers to be replaced if necessary.

Also ensure all vehicle drivers in the network are DBS (formerly CRB) checked. Make sure all records are kept updated, down to the detail of alerting drivers when their licence may be due for renewal.

Vehicle quality assurance: The safest and most qualified driver in the world is only as good the vehicle he or she operates. Ensure every vehicle in the network or fleet you’re using has the relevant, up-to-date MOT and safety checks. Go above and beyond the minimum requirements to ensure the best possible service and instil confidence. Membership to the Licensed Private Hire Car Association (LPHCA) provides reassurance through its regular, independent grading and benchmarking standards, for example.

Tracked vehicles: Tracking facilities for vehicles are becoming increasingly important, allowing businesses to track the movements of their staff at any given time through their journey. For example, we’ve had very positive feedback about our ‘where’s my cab’ functionality that does exactly this. It is another level of security, providing peace of mind that customers with the required access can monitor the whereabouts and the booked journeys of their team members as part of their travel management policy, going the extra step to ensure their safe arrival.

Reporting and transparency: Customers should be provided with full disclosure on all journeys booked. Receiving one itemised invoice and a complete set of management reports each month can reduce admin and also provide complete transparency. For example, we pay all of our suppliers the same rate and the journey price displayed is the price paid.

Breaking down journeys by time, distance, cost and waiting times and for individual team members means businesses always know what they are paying for and getting a fair deal. Price consistency avoids headaches and confusing paperwork, making it easy for our clients to be transparent and fair with their own customers.

Customer care: Ensure any customer complaint policy is designed with customers in mind! Our Customer Services team handles any customer complaints and we are proud of delivering our service with a 99.6% success rate, but we are never complacent and have an ongoing policy of continuous improvement. Every supplier has a duty of care to their customers.

2016 looks to be an important year as we continue to strive for a safe, responsible and transparent ground transport sector. Licensing and safety will continue to make headlines as the outcomes of Transport for London's current consultation on the private hire sector are revealed and will no doubt set the scene for standards for the transport sector across the country.

One Transport and OT-24 combine technology and industry experience to deliver easy-to-use, fully managed, ground transport services for businesses. Both companies provide a range of vehicles to meet customer needs, including black cabs and eco-friendly hybrid cars.

One Transport is a fully customisable service for larger corporates, while OT-24 is specifically designed for SMEs. One Transport and OT-24 are both part of the Mountview House Group, which was originally formed in 1953 as Radio Taxicabs (Southern) Ltd, an independent driver co-operative of Licensed London Black Taxi Cabs.