• The Business & Corporate Travel Management Platform | Roomex

    Tag: Time Savings

Maximising Savings: A Comprehensive Analysis of Hotel Booking Efficiency

In the dynamic world of corporate travel, balancing cost efficiency with comfort and compliance is crucial. The Roomex Savings Team specialises in optimising travel expenses for businesses through a combination of data-driven insights and industry expertise. Our approach ensures significant savings while maintaining high standards for accommodations.   Our Methodology Client Consultation: We start by understanding each client’s unique travel needs. Data Collection: Comprehensive data on past bookings is gathered for analysis. Cost-Saving Identification: Advanced analytics help pinpoint savings opportunities. Quantitative and Qualitative Analysis: We quantify potential savings and consider client preferences and policies. Client Presentation: Detailed recommendations are provided to clients. Continuous Improvement: Our methods evolve with market trends and feedback. Adhering to this rigorous methodology, ensures that our savings analyses are comprehensive, accurate, and actionable, empowering our clients to make informed decisions that drive tangible cost reductions and enhance overall efficiency in their travel management processes. Case Studies Across Industries 1. Construction Industry At a glance: Client Profile: A UK-based construction firm with frequent travel needs. Savings Strategies: Negotiated rates, flexible booking options, and improved booking timing. Results: Estimated annual savings of 18.63%. Client profile: This client, a leader in the UK’s construction sector, operates a network of regional offices across the UK providing award-winning rail, plant, and construction solutions. With a workforce frequently travelling for meetings, projects, inspections, and industry events, efficient hotel booking management is critical to their operational success. Their primary objectives include minimising travel costs while ensuring accommodations meet the necessary standards for comfort and convenience for the workforce traveller. Detailed analysis of previous booking patterns: Prior to joining the Roomex platform, the majority of the client’s bookings were made through traditional channels, such as direct hotel reservations or third-party booking platforms. Due to the decentralised nature of the booking process, the client could not provide a consolidated view of their historic booking data. As a result, the Savings Team was not able to immediately review and analyse the client’s booking history. In order to provide the client with a savings analysis, once the client began using the Roomex platform, the Savings Team reviewed the client’s booking data on a monthly basis to conduct the analysis. After a period of three months, the Savings Team was able to provide the client with a comprehensive review of their bookings and future savings potential. Identification of potential cost-saving opportunities: Based on our analysis, we estimated that the client could achieve a potential annual saving of 18.63% on their hotel accommodation expenses by leveraging the Roomex platform and the recommendations of the Savings Team. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from improved booking efficiency and policy compliance.   2. Retail Sector At a glance: Client Profile: An automotive retailer with extensive travel for retail operations. Savings Strategies: Centralised bookings, avoiding additional expenses, and securing negotiated rates. Results: Estimated annual savings of 18.52%. Client profile: Our client, a major automotive retailer specialising in comprehensive fleet solutions and the disruption of the used car market in the UK, operates in a highly competitive and dynamic industry. With a sizable workforce engaged in various retail operations, including store management, sales, and logistics, the company frequently requires accommodation for its employees during business travel, training sessions, and conferences. As the client had been booking with Roomex for some time, their primary objectives for the savings consultation included reducing travel expenses while ensuring accommodations meet the standards for productivity and comfort conducive to their workforce. Detailed analysis of previous booking patterns: As a pre-existing Roomex customer the Savings Team was given immediate access to the client’s recent booking history. The client was also able to provide records of accommodation bookings made on other travel platforms. This provided the Savings Team with a six month booking period they could analyse and utilise to form their advice. Identification of potential cost-saving opportunities: Based on the Savings Team’s analysis, we estimated that the client had an annual savings potential of 18.52% on their hotel accommodation expenses by encouraging further adoption of the Roomex platform within the company and implementing the recommended strategies. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from improved booking efficiency and policy compliance.   3. Utility Services At a glance: Client Profile: A utility services firm with nationwide travel requirements. Savings Strategies: Exclusive rates and optimized weekend bookings. Results: Estimated annual savings of 18.11%. Client profile: Our client is a prominent utility services firm providing comprehensive coverage for numerous utility clients around the UK. With their workforce regularly travelling across the length and breadth of the country for network servicing, one-off construction builds, 24/7 reactive fault services, as well as customer and business connections, confidence in getting the best possible rate for their accommodation bookings is paramount. Their primary objective in seeking this consultation was to reduce travel expenses while ensuring employee compliance and satisfaction. Detailed analysis of previous booking patterns: This client was a relatively new customer to Roomex; however, they were able to provide Roomex with a detailed history of their bookings prior to Roomex, meaning the Savings Team was able to provide them with an immediate analysis. The Savings Team used the booking data over a period of three months to determine the client’s future savings potential. Identification of potential cost-saving opportunities: Based on our analysis, we estimated that the client could achieve annual savings of up to 18.11% on their hotel accommodation expenses by leveraging our the Roomex platform and implementing the recommended compliance-driven strategies. This projection accounts for both direct cost reductions through negotiated rates and indirect savings from implementing the recommended strategies.   Comparative analysis of realised savings The comparative analysis of cost savings across the construction, retail, and utility services sectors underscores the transformative impact of Roomex’s Savings Team in optimising accommodation expenses for diverse industries. Despite the distinct challenges and demands inherent to each sector, Roomex’s personalised solutions consistently delivered substantial savings. The analysis revealed significant potential for..

Are you making these mistakes when booking business Projects & Meetings?

Are you making some (easily fixed) mistakes when you are booking for business projects and meeting spaces or accommodation?   Roomex’s dedicated Projects & Meetings team specialise in booking group rates for 9+ people per night, setting up project rates for crews, and finding suitable accommodation for long stays – so we asked them about the mistakes that they fix in a flash for businesses just like yours! Booking for business projects and meetings without a clear scope It can happen to the best of us. That you get what you think is the green light to make the company travel booking, and you get ahead of the game by booking. Suddenly, the project shifts, mutates, and in some cases – vanishes. Plans change, and when they do, the last thing you want is to be searching through email confirmations or calling hotels. It’s a whole host of wasted time that actively costs the business money. Or, you book the rates with your favourite chain, only to discover that a new agenda means the meeting rooms or hotel venues aren’t appropriate for what’s been planned. Or, maybe you use a booking engine for speed – only realising that it wasn’t actually business critical and that you could have negotiated a great group rate. The dream solution is to wait for everything in ink. Just like in any business deal, you need a contract, or as close to that as possible before you start the company travel booking process.  But, we know that’s not always reality – so we also suggest using a platform where you can check, change or cancel your bookings whenever you need to, or can speak to a team who can help. In just one hour we can have a proposal in your hands, giving you ample time to check it with each stakeholder. You’ve not wasted any time, and only given our team a quick brief – and while saving time, you also know you’ll be getting the best negotiated price, all with one easy invoice. Your travel management company charges sneaky fees We analysed the top travel management companies to see just what you might not know when you make a business booking, and you do need to look carefully at what’s included. Some only analyse a couple of hundred thousand hotel rates (we offer over a million!) or you might be stacking up some sneaky fees – many charge for every booking that’s made and if you want a consolidated single invoice, you’ll have to pay extra for it. When you have a crew project for the long term, or if you need multiple rooms across multiple dates with different team members, those extra pounds all add up. Some platforms can’t input any company travel booking corporate rates which you have negotiated with your favourite hotels either, and if you’re busy – it can be easy to forget to check each one! If that sounds familiar – now might be the time to analyse the platforms you are using and see if they still meet your needs when booking for business.  Focusing just on the cost Cost is king, and we can’t deny that. We also know that if you’ve had a run of repeat offenders bending the travel policy when booking for business, it’s likely that you have lots of eyes on your budget and your bookings, However, it’s key to approach each project with fresh eyes. Whether you have a team of 30 needing project space regularly for a short period or one event with 100 team members coming from all corners of Europe or the UK, you need to focus on lots of variables. Distance, location, safety, flexibility, inclusivity, alignment with your CSR goals – and that’s just the start! Focusing on cost at all expenses can leave you vulnerable to other far bigger headaches later on. Booking for business without any support We know that booking for business is no easy feat – and whether you book 250 rooms a year or 25,000 a year – you need that support. Many of the best travel managers find that they look up and suddenly realise how busy their jobs are. They can no longer phone in that quick favour, spend 30 minutes negotiating down an event room rate or analyse what happened with that one wild expense bill. We have a great product with Roomex, but we love the human touch. That’s why we made the whole team dedicated to handling these bookings and dilemmas – a team who could be on hand within an hour to solve problems. Don’t go it alone! If you’re a Roomex user you can click Help and get connected to our Projects & Meetings team. Leaving company travel bookings down to employees One downfall some companies have is from letting employees have too much control over bookings. There can be a period of calm where it appears that employees are simply booking in line with guidance, logging their expenses and maintaining their receipts but then there’s the reckoning! This is when the unlucky travel manager is greeted by sacks of receipts, emails requesting clarification, and it’s revealed not everyone was aware which accommodation types were in (or out) of the company policy. In short, there’s a lot of cleaning up to do. At the very least you need a really robust expense policy. (Why not use our free template?) We always say that the best long-term solution is clear visibility for everyone who is involved or part of a business booking. Using a smart platform like Roomex means everyone can see the ins and outs of the bookings- and all the rules. It helps keep things organised, centralised and digitised – all the ingredients to a peaceful travel manager’s day. Roomex has the largest network of workforce-suitable hotels available on our platform, helping you find the right accommodation at the right price, wherever your team go. Our Projects & Meetings team are here to..

Expert Tips on Where to Save and Splurge in Events Meeting Management

Events meeting management is an exciting field, especially now that travel has bounced back. Many clients say that you can’t move without a team member suggesting company events – whether it’s a get-together, offsite meeting or a general spot of events travel –  and we are all for it. At Roomex, we believe that meetings and projects are often best done in person, but we also know that events meeting management can be challenging, with hundreds of different requirements and all the admin to boot.

Five Ways to Make Your Company Travel Policy Best-In-Class

So, you want to be the Crufts of the business world and have a show-stopping travel policy to wow colleagues and clients. It’s not a bad idea, after all 90% of companies believe a robust travel policy is essential for business growth.   That’s not all, a sturdy travel policy will encourage compliance, help with cost savings, and can even impact on productivity and satisfaction levels. What’s not to love? So then, here’s what you need to do to ensure your business travel rules are the best in class, especially as we enter a new period in post-covid travel. TL;DR To craft a top-notch business travel policy, keep it concise and engaging. Use visual aids like graphs and bullet points, and consider creating a one-page brochure for easy access. Involve employees in policy development to boost satisfaction and compliance. Simplify expenses with self-service platforms and prepaid cards. Regularly update the policy to adapt to post-COVID changes and minimise fraud.   Keep it punchy There’s nothing more frustrating than poring over the words of a corporate travel policy, only to realise that no one is reading it. In these digital times where attention spans are shorter than ever, and consumers are used to reading in bitesize nuggets, you must tailor your policy to be an easy read. This doesn’t mean skimming over the facts or avoiding the details. It’s about making it easy to navigate and engaging to read, and here’s how: Create a table of contents with numbered references for easy access. For the online version, offer click throughs. Bring your travel policy to life with eye-catching graphs, infographics and bullet points to keep it readable. Be sure to highlight any points you want to bring to their attention using bold or large fonts, such as new business travel rules, so these aren’t easily missed. Go that extra mile and create a one-pager brochure that can be emailed or printed out for easy access, including emergency contact details and information on how to make or amend bookings. Make sure this is available offline for remote workers too. Use it to channel employee satisfaction Here’s a radical thought. What if your travel policy was a tool to create further engagement and satisfaction with employees? Perhaps it’s not so radical after all. Inviting colleagues to share their feedback and suggestions on how to shape future policies is a great idea. After all, your workforce is your front line, and best placed to offer insight into post-covid travel policies. Plus, colleagues are more likely to buy-into and adhere to policies that reflect their needs. There are numerous free online survey tools you can use to create a survey. You might even want to go one step further, by offering vouchers or incentives for taking part never underestimate the small wins that these perks can have with employees.   Take the sting out of expenses Ask any employee what’s the worst thing about business travel, and they’ll tell you it’s being out of pocket for expenses. Offering a self-service travel platform is one of the best practices you can introduce to enhance your overall travel policy. This allows colleagues the flexibility to make transport and accommodation bookings without fronting the cost, as well as make cancellations which are even more frequent in post-covid travel. With Roomex, bookings are only charged after check-out, meaning any changes or cancellations will not be charged to your payment method (which also makes life easier for the Finance team!) Similarly, offer an expenses process. Make it easy for colleagues to submit expenses, and allow them to do so at great frequency, rather than say on a monthly basis. Even better, offer a prepaid physical or virtual card for on-the-road expenses, saving the out-of-pocket cost to your employees and avoiding the need to chase receipts after the trip. Keep things fresh As we’ve seen over the past few months, business travel rules are ever-changing in line with the post-pandemic world. Staying ahead of the game is vital to businesses, which means frequently reviewing your company’s travel policy and updating it as necessary at least once every few months. But this alone isn’t enough. The corporate travel policy should be easy to read, easy to access and easy to find. The document should be available in digital format – either on a shared intranet or other easily accessible place. Drive colleagues to updates using company newsletters and communications, so they aren’t overlooked. Fraud proof And finally, one of the cornerstones of having a solid travel policy, is to help encourage compliance and reduce the occurrence of fraud. And yes, this is a thing – costing the UK economy a staggering £137 billion a year. With a robust travel policy in place, you’re able to command greater visibility and compliance, especially when it comes to expenses. If you use a self-service travel booking platform, this will further reduce the chances of fraudulent behaviour, as well as providing oversight into spending. And when it comes to auditing, it also makes it that bit easier too. So there you have it, five essential considerations to create a best-in-class travel policy. If you’re looking for an all-in one solution for workforce travel, or to learn more about prepaid expense cards, speak to us today. FAQs Why should a company have a travel policy? A company should have a travel policy to: Save costs: By setting clear guidelines, companies can control expenses and negotiate better rates. Simplify expense management: A policy streamlines expense reporting, making it easier for employees to claim reimbursements. Ensure duty of care: It outlines safety protocols and provides support for employees travelling for work, fulfilling legal obligations, and promoting employee well-being.   What’s included in a travel policy? A travel policy typically includes: Booking procedures: Guidelines for booking flights, accommodation, and other travel arrangements. Expense reimbursement: Procedures for submitting and approving expenses incurred during travel. Safety protocols: Information on travel insurance, emergency contacts, and safety precautions. Travel restrictions: Any restrictions on..

Roomex Launches New 2016 Booking Engine at London Business Travel Show

Roomex, the online hotel booking platform for business travel, is launching a brand new hotel booking engine on Wednesday at the London Business Travel Show 2016. Roomex offers corporate rates at over 550,000 hotels worldwide and has saved its clients on average 21% against BAR in the last 12 months. The new booking platform will build on developments in 2015 and result in an even faster and easier booking process. There are 4 Key Pillars to the Roomex platform: Cost Savings Time Savings Live Reporting Policy and Control Roomex has enjoyed rapid growth throughout the UK and Ireland over the last 3 years and now boasts an incredible client list. The overriding principal behind the platform is to make the corporate hotel booking process easier for everyone in the business, from the booker to the traveller, to accounts, to the CFO, HR and Procurement. Roomex does this through an extremely straightforward booking flow and even the sign-up is simple – No Costs, No Contract, No Fees.

Corporate Hotel Bookings in under 1 minute!

Roomex, the leading corporate hotel booking service, today announced a major service upgrade which will lead to vastly improved booking speeds. One minute bookings are now very much the reality says Jack Donaghy, CEO at Roomex. For many months, our corporate clients have been able to save their most frequently visited locations, key hotels, contact information and even company cost codes as part of their booking process. The one element that required repeated inputting was credit card information for payment. Now that this can be saved for regular use the whole booking process can be comfortably achieved in less than 60 seconds he continued. The majority of our clients are on monthly billing, whereby we issue one itemised monthly bill for all hotel spend but some clients prefer to pay by credit card and this closes that loop concluded Donaghy. Product innovation has been key to Roomex becoming the most unique and fastest growing online corporate travel tool in the market. Roomex works with over 300 global companies to better manage their corporate hotel booking process. Clients include, Central Bank of Ireland, Musgrave Group, Dairygold, Sisk Group and Laya Healthcare. Cost savings have averaged 21% in the last 12 months, with total savings in 2014 topping 1.8m.  

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