GUEST BLOG: The potential for the SME market and business travel

Despite the pressures of the recent tough trading conditions it would seem that the small and medium sized enterprises (SME) sector has risen to the challenge with many companies looking to fill the gap caused by the UK’s sluggish finances by looking further afield for new business opportunities. Since 2012 the number of trade missions operated by the London Chamber of Commerce and Industry (LCCI) has increased substantially to accommodate small businesses looking to expand to overseas markets.

The SME sector is defined as comprising some 99 per cent of the 4.8 million businesses in the UK, which is why it has been identified as having the potential to generate growth and get the country back on track. Small companies are better placed to react quickly to the latest market opportunities and expand into new areas quickly, which is why they have been recognised as key to generating growth and revitalising the economy. However, it would be a mistake to ignore very small companies as tightly controlled overheads and small staffing numbers all contribute to higher revenues. And there is also the potential for smaller businesses to develop into larger organisations.

As a business support organisation, LCCI is unique in that its members represent global organisations as well as SMEs. Known as the voice of London business, as well as organising trade seminars and missions, LCCI is aware that smaller organisations have great potential for business travel. Many SMEs make their own travel arrangements relying on their office manager or PA to source the best deals in the belief that this is the most cost effective way to control travel budgets. However, more often than not the truth is that this ad hoc approach can cost time and money, which is why the services of a reliable travel management company can be invaluable and a visit to the Business Travel Show, which takes place in London 4-5 February 2014, will also be a huge help. 

More than 200 suppliers showcase products, serviced and solutions at the show, which is attended by in excess of 6,000 travel professionals. Exhibitors include the likes of Virgin Atlantic, easyJet, Hilton, Marriott, Eurostar and Addison Lee. And the conference programme includes more than 70 sessions, including a Fundamentals track, which is perfect for SMEs, PAs and office managers to learn practical tips and takeaways for buying business travel better. 

This post was written by LCCI , who will be exhibiting at the Business Travel Show on stand B1095. Register now for free at www.businesstravelshow.com 

HOW TO CREATE A MANAGED TRAVEL PROGRAMME

In this month's Executive Secretary (the essential training resource for senior and aspiring administrative professionals) we contributed a feature on how to create a managed travel programme. 

Below is a taster. To subscribe to the magazine and read the full article, please visit the website www.executivesecretary.com. 

"Many buyers of business travel fall into it by accident and, recently, this has included an increasing number of executive secretaries who have found themselves suddenly responsible for this complex purchasing function. If you are one of many new to buying business travel and don’t quite know where to start, this guide will explain what a business travel programme should look like and how to shape one from scratch, highlighting the essentials of travel buying as well as common pitfalls.

A managed travel programme is when a business takes a strategic approach to managing travel, as it would with any other controllable expense, and this benefits you with cost savings, transparency, compliance, process improvements and traveller safety and security.

The five phases

Buying and managing travel can be broken down into five key phases:

1.      Discovery

2.      Engagement

3.      Purchasing

4.      Implementation

5.      Monitoring

PHASE 1: DISCOVERY

The discovery phase involves a full review of your current solution to identify what is in place, what works well, and where improvements can be made. It should focus on identifying spend/volume, incumbent suppliers, contractual commitments and stakeholders. A key output should be a benefits analysis, which should be used to obtain executive buy-in.There are seven steps to work through.

PHASE 2: ENGAGEMENT

It’s time to engage with the necessary functions and people within your business that are involved/interested in, or have responsibility for, travel. Doing this early on makes it easier to achieve their buy in. Including stakeholders in a working party, which has a hand in making decisions, will help cross functional implementation in Phase 4.

PHASE 3: PURCHASING – THE RFP PROCESS

This is when you identify potential suppliers, share your requirements and determine the costs you will pay and the service you will receive.

PHASE 3: PURCHASING - COMMODITIES

It is important to maximise savings opportunities and this can be achieved by purchasing commodity type elements, e.g., negotiated discounts on core routes within your air programme, or a group/chain discount within your hotel programme. Also consider loyalty programmes, which can add value for your travellers, such as room and flight upgrades, free Wi-Fi and lounge access.

PHASE 4: IMPLEMENTATION

Once you have identified the best suppliers to book and manage your travel, or the best commodity providers, you need to launch this to the business. Your implementation plan must be formed using the skills and resources of the supplier’s implementation manager, you and your stakeholders. Realistic timelines for implementation need to be set with your suppliers and agreed with your internal stakeholders.

Supplier visibility is also very important. This can be readily achieved by holding on site supplier road shows or by taking key bookers to the supplier’s offices. The insight gained and relationship building this achieves is invaluable.

PHASE 5: MONITORING

And, finally, one your programme is in place, you need to monitor it."

This guide was written by the Institute of Travel & Meetings and edited by David Chapple for Executive Secretary. David is event director of the Business Travel Show and a director of the Institute of Travel & Meetings (ITM). The Business Travel Show runs 7-8 February 2012 at Earls Court in London. More than 5,000 visitors (10% of which attend from outside the UK) can meet 200+ business travel suppliers and travel management companies, and enjoy a high quality, free to attend conference track designed specifically for PAs and executive secretaries.

The ITM is a not for profit organisation that supports the travel industry. It offers valuable support to buyers of travel and meetings and is currently offering free membership.

www.businesstravelshow.com

www.itm.org.uk