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Travel management: how to act in critical situations

Travel management is an organisational structure which can operate internally at the corporate level or at external agencies. Its role, specialised in the management of business travel, is fundamental in the definition of KPIs, dedicated budgets and in the activation of services dedicated to the business traveller.

But not only that, the travel manager is distinguished by the determination and decisiveness with which he faces unexpected events and critical situations. This will be the topic of today's article.

H1 - How to manage critical situations? The modus operandi of travel management

A proactive, analytical and rational attitude is certainly the factor that determines an optimal management of critical situations. Given that a meticulous and detailed organisation of business travel reduces the likelihood of problems on the road, it is not possible to avoid the occurrence of unpredictable events. Bad weather, delay or cancellation of a flight, illness or absence of a collaborator at an important meeting are some of the situations that may compromise the serenity of employees on the road.

Travel management is a structure that works to manage and budget a series of variables. In addition to the definition of the budget allocated to these activities, the monitoring of the pre-set and achieved company objectives and the services offered to the business traveller, it efficiently deals with solving unforeseen situations.

Clearly, a positive and proactive attitude is key for this managerial figure, who must be able to objectively analyse facts, solutions and consequences. How can it be done? There are a number of considerations which should be evaluated:

  • Align company and business traveller on the progress of activities

This is a method of optimal management of procedures regardless of the occurrence of problems or critical issues. Informing employees about costs and procedures, on the one hand, ensures a multi-level alignment and, on the other, guarantees preliminary knowledge of elements that, if managed autonomously, will limit misunderstandings.

  • Know the impact of contingencies

The travel manager knows the impact of the unexpected events on the organisation and on the collaborators involved. For this reason, the tendency of the structural organisation is to promptly analyse the conditions of the business trip and the implications for the company objectives, in order to know in depth the impact of the problems on the running activities and on the same business traveller.

  • Activate an effective communication strategy

Not only is it beneficial for travel management, but also for the company image itself. Corporate communication supports the organisation and gives life to solid and transparent bonds, in which trust and clarity are the cornerstones. Everyday commitments require information and alignment, fundamental to efficiently carry out responsibilities and duties. It is therefore simple to understand the importance of a structured communication strategy in resolving problems that arise.

  • Be proactive

As mentioned previously, a meticulous organisation of all the details of the trip reduces the possibility that unexpected events arise. But the same positive and rational approach to problems can overturn a situation, resolving it earlier than expected and with the least consequences. A proactive behaviour anticipates events and consequences, foresees possible problems and regularly compares with the entire organisation.

In today's article we have addressed a complementary aspect of the role of travel management. In addition to its importance for the organisation from an analytical point of view, it is characterised by an analytical and rational approach with which it manages the activities on a daily basis. The travel manager, thanks to a solid experience in the field, is able to examine problems and critical issues in advance, aligning the teams and offering concrete solutions and measures.

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