Travel Manager Archives

Maximizing Efficiency with Corporate Travel Management

Finding new avenues for efficiency is a common goal for every business. In the realm of corporate travel, the key to unlocking such efficiency lies in modern, streamlined corporate travel management solutions. The Hurdles of Outdated Travel Management Systems Traditional business travel management workflows often present numerous challenges. For instance, travel managers may spend countless hours manually dealing with accommodation bookings, comparing prices, and reconciling employee expense claims. The use of multiple online consumer travel tools or direct dealing with hotels often results in a disjointed approach. This method lacks the ability to guarantee bookings and rates while presenting a lack of visibility and control. Moreover, these process inefficiencies can consume valuable time, leading to unnecessary spending. The Power of Corporate Travel Management Solutions Modern corporate travel management software offers a solution to the inefficiencies of traditional methods. These digital platforms centralize booking, consolidate payments and invoicing, and manage employee requests. Moreover, they provide unprecedented visibility by granting easy access to all your booking, usage, and cost data. As business travel is forecasted to increase worldwide, enterprises of all sizes need to find ways to manage and reduce costs without eliminating trips. Corporate travel management software, especially those that offer online solutions for booking accommodations and managing workforce accommodations, are a perfect fit. The Benefits for Your Office By adopting corporate travel management software, organizations can dramatically improve their efficiency. For instance, travel managers can compare corporate hotel bookings on a single platform, accessing business-specific rates not available on consumer-focused sites. This ensures the company always secures the best rate from 1000’s of hotel chains, resulting in average savings of 12 to 21 percent on business trip hotel bookings. Furthermore, by centralizing the booking process, travel managers and finance departments can replace the time consuming hassle of multiple invoices, receipts and employee expense claims with a single monthly invoice that saves money. This not only streamlines the process but also provides valuable data on which hotels offer the best deals. The Advantages for the Rest of the Business Beyond the office, the benefits of corporate travel management software extend across the entire company. For instance, reporting becomes significantly easier. Instead of relying on spreadsheets and manual data aggregation, administrators can access vital information in real-time. Additionally, corporate policies, which are crucial for effective organization management, can be more readily implemented. With a clear structure and multiple people involved in the process, important information is less likely to be overlooked. Likewise, the adoption of corporate travel management software allows the conversion of hundreds of monthly payments and receipts into a single invoice and payment. This not only simplifies tracking for travel managers but also makes it easier for CFOs or financial teams to process spending. Conclusion In conclusion, the adoption of corporate travel management software can radically transform how organizations approach business travel. From improving internal efficiency to reducing costs, these modern solutions offer numerous benefits. So, if you’re looking to convince your boss to invest in these solutions, highlighting these advantages may be the key. Ready to unlock efficiency and cost savings with travel management software? Contact us today to explore the best solution for your business!

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Selecting the Best Travel Management Company in 2024

Business travel is an integral part of many companies, and it’s crucial to manage it effectively. One way to do this is by partnering with a business travel management company. But with so many options available, how do you choose the best travel management company? This comprehensive guide will provide you with all the information you need to make an informed decision. What is a Travel Management Company (TMC)? A travel management company (TMC) is essentially a specialist agency that facilitates corporate travel needs. They streamline the planning, booking, and management of business trips, making the process less stressful for businesses. As technology continues to evolve, TMCs are becoming more innovative, offering personalized solutions that go beyond traditional travel booking. TMCs also play a crucial role in providing detailed insights into travel trends, budgets, and itineraries. This visibility enables organizations to reduce travel spend and make data-driven decisions. Additionally, TMCs can seamlessly integrate company travel policies into their platforms, ensuring automatic compliance with travel guidelines and flagging itineraries that require further attention. By meticulously managing the minute details of corporate travel, TMCs elevate the overall traveler experience, making business trips less stressful and more enjoyable. Integration of Corporate Travel Policies: TMCs can seamlessly integrate company travel policies into their platforms, ensuring automatic compliance with travel guidelines and flagging itineraries that require further attention. This not only streamlines the booking process but also helps maintain consistency and adherence to company policies. Superior Travel Experience: By meticulously managing the minute details of corporate travel, TMCs elevate the overall traveler experience, making business trips less stressful and more enjoyable. From arranging personalized itineraries to providing 24/7 support, TMCs prioritize the comfort and satisfaction of travelers, ensuring a smooth and hassle-free journey. Choosing the Right TMC for Your Business: When selecting a TMC, it is crucial to consider factors such as experience, technology, responsiveness, comprehensiveness, customer service, and security measures. The right TMC should align with your company’s culture and uphold its values. Additionally, evaluating their global reach, industry expertise, and ability to customize solutions to your specific business needs is essential. How Does a TMC Work? The most effective TMCs today feature user-friendly online booking tools that allow business travelers to arrange their trips independently. They also handle a multitude of travel tasks such as expense reporting to risk management. These online solutions provide additional visibility and can significantly improve a company’s corporate travel program. In addition to the aforementioned point, it is worth noting that Travel Management Companies (TMCs) play a vital role in offering comprehensive insights into various aspects of travel, such as trends, budgets, and itineraries. This level of visibility empowers organizations to effectively reduce their travel expenses and make well-informed decisions based on data analysis. Moreover, TMCs possess the capability to seamlessly integrate a company’s travel policies into their platforms, ensuring automatic compliance with established travel guidelines. They also have the ability to flag itineraries that may require further attention or scrutiny. By meticulously managing even the smallest details of corporate travel, TMCs are able to enhance the overall experience of the traveler, making business trips less stressful and more enjoyable. In summary, TMCs not only provide valuable insights and data-driven solutions, but they also contribute to the overall efficiency and satisfaction of corporate travel. Their ability to integrate travel policies and ensure compliance, as well as their attention to detail, make them an indispensable asset for organizations seeking to optimize their travel management processes. TMC Vs. Travel Management Agency What’s the Difference? While both offer similar services, the methods and approaches used by a TMC and a travel management agency can significantly differ. A travel management agency adopts a more conventional approach, assisting you by booking your flights and accommodation, creating travel itineraries, and helping you report travel expenses to your finance team. On the other hand, a TMC is typically a tech-first company that offers online solutions catering to modern business management. They provide you with the tools to manage your travel program on your terms, thus eliminating the need for a corporate middleman. Top 8 Reasons to Use a Corporate Travel Management Company Business travel can be complex, but a TMC can simplify many aspects of the journey. Here are the top eight reasons why organizations should consider using a TMC: 1. Enhancing Efficiency TMCs leverage technology to streamline the booking process, saving your corporate travelers valuable time. They collate accommodation, flights, and ground transportation options into a convenient dashboard, eliminating the need to sift through multiple providers. 2. Providing 24/7 Assistance TMCs offer round-the-clock support, providing a single point of contact for all travel-related issues. This real-time support can be invaluable during emergencies or unexpected changes in travel plans. 3. Offering Concierge Services TMCs can manage additional travel requirements like airport lounges, car parking, or seat preferences. These concierge services can provide access to preferred facilities, rates, or reservations that might otherwise be challenging to secure. 4. Delivering Excellent Duty of Care Solutions TMCs play a crucial role in ensuring traveler safety. They can help travel managers assess potential travel risks and track their business travelers in real-time, providing peace of mind during work-related travel. 5. Helping to Reduce Travel Costs TMCs can help businesses cut down on overall travel expenses by providing access to negotiated rates, thus saving money on flights, hotel reservations, and transportation. 6. Greater Visibility Through Real-Time Travel Reports TMCs offer real-time report generation, providing detailed insights about travel trends, budgets, and itineraries. This visibility can help organizations reduce their travel spend and make data-driven decisions. 7. Integration of Corporate Travel Policies TMCs can integrate company travel policies into their platforms, ensuring automatic compliance with travel guidelines and flagging itineraries that require further attention. 8. Superior Travel Experience By managing the minute details of corporate travel, TMCs elevate the traveler experience, making business trips less stressful and more enjoyable. Choosing the Right TMC for Your Business When selecting a TMC, it’s essential to consider their experience, technology, responsiveness, comprehensiveness,..

Top Travel Management Software Compared in 2024

Welcome to our comprehensive guide to the top travel management software solutions available in 2024. With a staggering 445 million business trips undertaken every year by workforce travellers and business travel anticipated to rebound to pre-pandemic levels by 2027, the demand for efficient travel management solutions is increasing. Business travel plans aren’t straightforward. 78% of millennials intentionally carve out personal time during business trips, creating a need for easy expense management and travel booking systems that keep work and play organised and separate. In this blog, we’ll compare the leading travel management software options including Roomex, TravelPerk, Navan, and more equipping businesses with the tools to streamline their corporate travel processes and stay efficient. Corporate travel management: What is it and why do you need it? Corporate travel management refers to the process of overseeing and coordinating business-related travel arrangements for employees within an organisation. This includes everything from booking flights and accommodations to managing expenses and ensuring compliance with company travel policies. Efficient corporate travel management is crucial for businesses of all sizes. Here’s why: It saves money: By centralising travel bookings and making use of negotiated rates with suppliers, businesses can achieve significant cost savings on travel expenses. It streamlines booking and expenses processes: A business travel management system streamlines the entire travel process, from booking to expense reimbursement, reducing the administrative burden and saving time for both travellers and travel managers. It upholds your corporate duty of care: Ensuring the safety and well-being of employees during business travel is paramount. Travel management software provides tools for tracking employee itineraries and communicating critical information during emergencies. What is a travel management platform? A travel management platform is a comprehensive software solution designed to streamline and optimise various aspects of corporate travel. It serves as a centralised hub for managing all travel-related tasks, including booking, expenses, and analytics. This platform simplifies the entire travel process by consolidating multiple functions into a single interface. It enables users to: Book travel: Business travel software provides tools for booking flights, accommodations, and transportation seamlessly. Users can access negotiated rates and preferred suppliers that are in line with company travel policies. Manage expenses: An otherwise tedious task, travel management platforms automate expense reporting, allowing users to capture receipts, track spending, and submit reimbursement requests effortlessly. Share analytics: Monitor travel spending, identify trends, and make informed decisions. Travel management platforms offer robust reporting and analytics capabilities, providing valuable insights. The top travel management software in 2024 compared Roomex: Who should use it? Roomex is a business travel management company for businesses with highly mobile workforces requiring domestic travel accommodations. It caters to companies operating in Ireland, the United Kingdom, and the United States. How does it work? Roomex is a global hotel booking platform specifically designed for business travel, offering a centralised platform that connects to every hotel worldwide. By presenting the best accommodation options at competitive rates and consolidating payments into a single invoice, Roomex eliminates the hassle of manual administration and ensures cost savings for businesses. Best features: Roomex provides access to over 2 million properties from leading providers, offering exclusively negotiated rates not found elsewhere. Custom workforce filters allow users to narrow searches based on specific requirements, such as secured parking or free cancellation. Roomex’s industry-leading analytics software provides real-time data insights into workforce travel spend, policy compliance, and spend distribution. Roomex offers RoomexPay, a business expense management solution that eliminates out-of-pocket spending for travellers. Don’t take our word for it! Roomex provides a simple platform where we can keep an eye on everyone’s spending on hotels. Previously we would have to go through the expenses to check on trends. Capterra reviewer. To learn more about Roomex, speak to a Roomex Travel Expert now. Navan: Who is it for? Navan (formerly TripActions) is suitable for businesses seeking to simplify accounting, manage spend effectively, and save money across expenses and travel. How does it work? Navan is an all-in-one travel, corporate card, and expense management solution. A corporate travel planner can use it to book flights, hotels, trains, or rental cars. It provides businesses with real-time data insights to keep workforce travellers safe, reduce spending, and drive productivity. Navan leverages volume discounts from third-party sources like Priceline, Booking.com, and Expedia. Best features: Proactive notifications and support in case of flight delays or cancellations. A user-friendly interface for starting bookings directly, whether it’s flights, hotels, trains, or rental cars. Users can use the business’s own travel payment cards or link existing Visa and Mastercard accounts to track spending, control purchases, and earn rewards points. Here’s what customers say: Whenever a flight gets delayed or cancelled, or something is going on, they always let me know before the airline even does. Plus, it’s great to get Amazon credit for booking within the company asks. Capterra reviewer TravelPerk: Who should use it? TravelPerk offers corporate travel software suitable for businesses of all sizes seeking to manage and book all their travel needs in one place. One of the leading names in corporate travel management, its also one of the more costly. TravelPerk boasts big-name customers like Uber, FarFetch, and Wise. How does it work? TravelPerk simplifies the process of booking flights, hotels, and rental cars for corporate trips. It offers a comprehensive suite of features, including real-time reporting, policy configurations, and expense management, making it a one-stop solution for businesses. Best features: TravelPerk offers access to the world’s largest inventory of flights, hotels, rental cars, and accommodation. Quick and efficient customer support with an average response time of just 15 seconds. Real-time travel tracking, policy configurations, and expense management, ensuring compliance and control over travel spending. Don’t take our word for it It’s a pretty comprehensive business travel solution for organisations with employees that often need to travel domestically or internationally and allows operations people to set cost limits so cost-effective booking is easy for staff. G2 reviewer. Booking.com for Business..

What To Consider When Booking Hotels for Business Travel in 2024

Finding the right accommodation to fit your employee’s needs is crucial when planning business travel. Unlike leisure trips, priorities for business travel hotels shift towards practicality, comfort, and productivity. Things like late checkout and negotiated rates become more important; value for your employee’s time and your business money gets top billing. With 40% of hotel guests being business travellers, the range of suitable accommodations is limited. Choices for travel managers and bookers can be confusing. Travel habits and preferences among employees are changing too. 78% of Millennials now integrate leisure into business trips, with hotel requirements reflecting the dual purpose of their trip. So, what should you look for in business travel accommodation? Let’s explore essential factors for a productive stay. Location, location, location: Getting your business hotel location spot on will make any business trip more efficient. Choose somewhere with good access to transportation hubs and close to business venues, offices, or meetings to reduce time wasted travelling. Remember, though, a safe and secure neighbourhood is non-negotiable. Additionally, easy access to local attractions facilitates downtime and networking opportunities for your staff. Cost: For most companies, cost is going to be a deciding factor when booking accommodation for business travel. A US study by Amadeus showed that for employees who don’t follow company travel policy (50% of business travellers), convenience and cost are the main reasons for looking elsewhere. For the best rates, look for hotels that offer: Transparent pricing structures: This helps you avoid hidden fees or surprises, allowing for better budget planning and financial management. Opportunities for negotiated rates or corporate discounts: These allow you to access better value rooms without compromising quality or service. If you or your staff travel regularly, then consider joining hotel loyalty programmes, too. Value-added services: Complimentary breakfast, Wi-Fi, and other services included in the cost will maximise the overall value of your stay. Clear cancellation policies: Prioritise hotels with clear cancellation policies to mitigate the risk of unexpected costs in case of itinerary changes or unforeseen circumstances. Can you ask hotels for a cheaper rate? In short, yes. Hotel business rates are always more negotiable than you think. One effective strategy is to leverage the negotiating power of travel management platforms like Roomex, which can negotiate rates on behalf of multiple businesses. This significantly increases negotiating power and leads to more favourable rates and enhanced benefits. You can also ask about bulk booking discounts for extended stays or explore off-peak periods for potential cost savings. Great business hotel amenities: Business travellers require essential amenities to ensure a productive stay. Look for hotels that prioritise: High-speed Wi-Fi and dedicated workspaces: This should be reliable and readily accessible throughout the hotel to keep you connected. On-site dining options: Quick and easy access to meals between meetings or during downtime helps keep staff happy and healthy. Or, use hotel restaurants to wine and dine clients, double down on sales pitches, or network. Access to printing, copying, and other business services: Think of the business hotel as your office away from home. Can the front desk provide you with the administrative services you need to do your job seamlessly when you travel? Hotel meeting room rental options: Keeping everything on-site is cost-effective and efficient. If travel will include business meetings and events, consider hotels that offer well-equipped meeting spaces, flexible booking options for varying group sizes, tech-savvy facilities for presentations and video conferences, and catering services for seamless event planning. Note: With 80% of travellers wanting to book hotels online, you must look for business travel accommodations that make it easy to view, filter, and evaluate amenities before arrival. Wellness facilities: In 2024, wellness has become a pivotal consideration in business travel programmes, with 48% of workplace travellers making decisions influenced by their physical health. Business travel managers booking corporate accommodations across all price points need to factor in a demand for physical and mental wellness offerings. Facilities to look out for include on-site gyms with modern exercise equipment, spa services, healthy dining options, and outdoor space for walking, jogging, meditation, or connecting with nature. Flexibility: Business travel booking is inherently unpredictable. Schedules change, projects overrun, and staff priorities shift, creating knock-on financial implications for business travel plans. And it’s not just employers who want to cover costs. Employees don’t want to be tied into rigid plans either. In 2018, research showed 37% of workplace travellers wanted more autonomy and flexibility when they travel. A business travel accommodation offering flexible booking options is a must. Here’s what to look out for: The ability to modify reservations without penalties: To allow for changes in travel plans including name, date, or duration changes without financial repercussions. Accommodation of special requests or preferences: Seek hotels that can accommodate requests for room upgrades or specific amenities, enhancing overall comfort and helping you enjoy your stay more fully. This is particularly important if you or your employees have specific accessibility needs. Tailored solutions for unexpected changes: Opt for hotels with dedicated staff to provide assistance and support when plans change to ensure a smooth and hassle-free experience, even in challenging circumstances. Is it Possible to Ask for Late Check-Out? If you’ve got morning meetings and you dont want to carry your bags with you, it’s worth noting that many hotels are open to accommodating such requests, particularly for workplace travellers. Business travellers often have tight schedules, and a late check-out can provide valuable extra time to wrap up meetings or prepare for departure without feeling rushed. However, it’s essential to communicate your needs with the hotel staff in advance, as availability may vary depending on factors such as hotel occupancy and housekeeping schedules. Booking via the Roomex platform can enhance your chances of securing a late check-out, as we have established relationships with hotels, increasing the likelihood of a favourable answer, and can grant you access to perks and privileges unavailable to independent guests. What about late night check in hotels? These exist,..

8 Tips for Sustainable Business Travel

After falling significantly during the pandemic, business travel is skyrocketing in 2024. But with more and more companies now compelled to commit to sustainability targets, sustainable business travel is becoming less of a choice and more of a necessity. But how do you travel more sustainably for work? When it comes to picking the right hotels or choosing the most carbon-efficient transport, we’ve got all the tips you need to make your business trips that little bit greener. So, forget simply paying to offset your business travel carbon footprint in this blog we’ll help you make the right decisions to reduce your emissions and lower your company’s overall environmental impact from the get-go. Ready to turn over a new green leaf? TL;DR Sustainable business travel reduces the environmental impact of your corporate travel and helps minimise your company’s carbon footprint. A sustainable business travel policy outlines guidelines to balance business needs with environmental responsibility, helping you boost your brand reputation and meet CSR goals. With business travel on the rise, adopting these practices will help you meet national carbon targets, reduce travel costs and be more attractive to potential customers yes, sustainability sells. Key strategies for more sustainable business travel include creating a sustainable travel policy, choosing green hotels and transport, reducing flights, promoting light packing, taking advantage of technology, tracking travel data and using carbon offsets as a last resort. What do you mean by sustainable business travel? Sustainable business travel refers to practices that reduce the environmental impact of corporate travel. This includes selecting eco-friendly hotels and transport options, minimising waste and reducing carbon emissions. The goal is to conduct business trips in a manner that is efficient and environmentally responsible. What about a sustainable business travel policy? A sustainable business travel policy outlines the guidelines and strategies you can adopt to make your corporate trips more eco-friendly. This policy might include choosing sustainable hotels, promoting the use of public transport, reducing flights and implementing carbon offset programs. The aim is to balance business needs with environmental considerations so your travel decisions bolster your brand reputation and contribute to corporate social responsibility (CSR) goals. When you or your travelling employees book accommodation via Roomex, you can filter for sustainable options and integrate your travel policy to make it easier for staff to choose compliant, environmentally-friendly hotels. Why is sustainability important? With business travel volumes in the UK set to outpace 2019 levels in 2024, companies must act now to minimise their environmental impact. The UK has committed to an ambitious carbon strategy that aims for net-zero carbon emissions by 2050. Sustainability is becoming less of a choice and more of a necessity, and businesses behind the curve will soon start to lose out. Put frankly, you need to adopt sustainable travel practices to contribute to these national targets and reduce your carbon footprint. What are the benefits of sustainable corporate travel? It’s not just the environment that wins when you adopt sustainable business travel models, your business does too. You’ll reduce your carbon footprint By choosing eco-friendly transport options, such as using trains or electric vehicles, and booking sustainable hotels, your business can lower its overall environmental impact, demonstrating your corporate commitment to tackling climate change. You can save money Sustainability and travel can go hand in hand with cost savings. Opting for public transport or carpooling can be more economical than frequent flights or individual car hires, making your business travel budget stretch further. A CSR policy encouraging less frequent business travel will also save you cash. After all, it’s significantly cheaper to Zoom than to take the train. Enhance your corporate image Sustainability sells. 84% of customers say that poor environmental practices will alienate them from a brand or company, while 78% of consumers believe that sustainability is important. By adopting and promoting sustainable business travel practices, your company can improve its corporate image and build customer trust. Deliver healthier and more satisfying travel experiences Reducing the stress of frequent flights by opting for more comfortable travel options, such as trains, can improve overall employee well-being. Happier and healthier employees are more productive and satisfied with their work. A win-win for everyone. Tips for more sustainable business travel Can travel really be sustainable? When you’re taking flights, cars, or trains, no. But there are plenty of ways you can significantly move the dial to lessen your impact on the environment and mark yourself out as a green business. Here are our top tips. 1. Develop a sustainable business travel policy First things first, you need to write sustainability into your travel policy, and not as an added extra. This policy should outline the guidelines and strategies your company will follow to minimise the environmental impact of business travel. Sustainability should sit at the heart of your policy and inform every part of your travel decision-making process. Case in point: PwC’s Thoughtful Travel Programme Recognising that flights were the single biggest contributor to PwC’s carbon footprint, the company undertook a radical overhaul of its business travel policy. Its Thoughtful Travel Programme puts sustainability first, encouraging employees to rethink whether they need to travel in the first place and to stay longer when they do travel combining multiple trips and purposes into one to reduce multiple visits. As a result, since 2019, PwC has slashed its overall emissions from business travel by 50% pretty impressive. 2. Choose sustainable hotels Certified sustainable hotels often use renewable energy, recycle waste and have water-saving measures in place. Roomex simplifies this process with its smart filtering options, which help you find hotels that align with your position as an environmentally aware company. In the UK, you can also look for certification schemes including Green Tourism, Green Key, Global Sustainable Tourism Council and LEED. 3. Opt for green transportation options Encourage employees to use trains, buses, carpools and electric vehicles where possible. Trains are the winner here. Recent research from the Rail Delivery Group..

Managing Rail Fatigue | Roomex

This is a summary of our eBook – ‘Battling Fatigue in the Rail Industry’. To read this eBook in it’s entirety click here. Fatigue poses a significant safety risk within the rail industry, with consequences ranging from accidents to injuries and errors. This critical issue has resulted in an annual average of 36 worker fatalities and a staggering cost of £240 million to the industry since 2017. In addition to this, a shocking 54% of rail staff admit feeling overburdened, with 37% working over 50 hours per week. Alarmingly, 73% consider fatigue as a hazard that goes unnoticed. These statistics underscore the pressing need for both employers and employees in the rail sector to address this concern. This eBook provides insights into fatigue, its causes, consequences, and strategies for prevention, as well as an overview of updated UK fatigue legislation and a case study demonstrating what successful rail fatigue management looks like. It aims to equip workers with a better understanding of rail fatigue, aiding employers and employees in creating a safer and fatigue-free workplace. Key Takeaways Fatigue involves reduced alertness and decreased task performance. Various factors contribute to fatigue, such as physical exertion, sleep deprivation, and irregular shift work. Fatigue can have a profound impact on rail workers’ safety, productivity, and well-being. Strategies for fatigue prevention include adequate rest, proper nutrition, and smart shift scheduling. Third-party tools like Roomex and Weston Analytics’ Fatigue360 provide rail fatigue software which can simplify fatigue management for employers. Causes of Fatigue in Rail Workers Rail fatigue doesn’t result solely from long hours and sleep deprivation. Several underlying factors can trigger this condition, making it imperative to recognise and comprehend these factors for everyone in the workplace. Common causes of fatigue in rail workers include: Physical Exertion: The physically demanding tasks such as lifting heavy objects, climbing, and confined space work can lead to fatigue over time. Sleep Deprivation: Prolonged working hours often lead to sleep deprivation, hindering alertness and decision-making abilities. Shift Work: Irregular shifts disrupt sleep patterns and lifestyle, impacting physical and mental well-being. Psychological Factors: Stress, anxiety, and depression can contribute to fatigue by impeding relaxation and sleep. Medical Conditions: Conditions like sleep apnea and chronic fatigue syndrome can also cause fatigue and require medical intervention. It’s essential to recognise that fatigue is cumulative. The more fatigued an individual is, the more susceptible they become to further fatigue. Understanding these factors empowers rail workers to better manage fatigue. Consequences of Fatigue in Rail Workers Rail fatigue carries severe repercussions for workers, including: Increased Accident Risk: Fatigue impairs cognitive functions, increasing the likelihood of accidents and injuries. Reduced Productivity: Difficulty in concentrating and focusing leads to decreased productivity. Increased Errors: Fatigue raises the likelihood of mistakes, which is critical in safety-sensitive rail work. Increased Absenteeism: Fatigue makes it challenging for employees to attend work regularly. Decreased Well-being: Fatigue contributes to physical and mental issues like headaches, irritability, and depression. Increased Costs: Reduced productivity, accidents, errors, and absenteeism result in higher project costs. Employer Responsibilities Employers have an essential role in rail fatigue management within their workforce. They should: Educate employees about fatigue risks and prevention through training. Establish rail fatigue management policies addressing issues like shift scheduling and rest breaks. Monitor employee fatigue levels regularly through self-assessment or supervisor observation. Take prompt action to address employee rail fatigue, such as providing extra rest breaks or modifying shift schedules. Preventing Fatigue in Rail Workers Preventing fatigue is paramount in the rail industry to ensure the safety of workers, passengers, and the public. Strategies for preventing rail fatigue include: Prioritising adequate sleep, aiming for 7-8 hours per night. Maintaining a consistent sleep schedule, even on weekends. Creating a calming bedtime routine while avoiding electronic devices before sleep. Refraining from caffeine and alcohol before bedtime. Ensuring regular meals and snacks for stable blood sugar levels. Incorporating regular exercise into daily routines. Effectively managing stress through healthy coping mechanisms. If employees experience fatigue regularly, they should consult their manager and consider seeking medical advice for underlying causes. New UK Legislation and a Successful Implementation Network Rail’s updated Fatigue Risk Management Standard (NR/L2/OHS/003), introduced in October 2022, underscores the significance of fatigue management in the rail industry. Employers must proactively monitor rail fatigue levels and implement a compliant rail fatigue management plan. The plan should be straightforward, incorporating recommended guidelines while allowing flexibility for company-specific needs, such as commute time. A UK-based rail construction company successfully adapted to the updated Network Rail fatigue standard with the help of Roomex and Weston Analytics. They needed a solution that streamlined fatigue management and accommodation booking. The partnership enabled Roomex, with over 100,000 workforce-ready properties, and Fatigue360, to facilitate a compliant rail fatigue management plan with access to the widest workforce-ready accommodation network available. Before adopting these tools, this UK-based rail construction company struggled with manual processes involving roster creation and accommodation booking. This resulted in duplicated data and unnecessary time consumption. Roomex and Fatigue360 streamlined these operations, significantly reducing time spent on the process. The integration of these tools simplified data management and empowered employees to allocate more time to critical tasks. Conclusion Fatigue is a critical safety concern in the rail industry, but it doesn’t have to be a daunting challenge. Understanding the key factors contributing to rail fatigue and the strategies for its prevention is crucial for rail workers, employers, and the entire industry. With updated UK legislation, employers must adopt best-in-class rail fatigue management plans, and various tools are available to make the process more manageable. By following these insights, rail organisations can enhance safety, increase efficiency, and save both time and money while addressing the pressing issue of fatigue in the industry. This is a summary of our eBook – ‘Battling Fatigue in the Rail Industry’. To read this eBook in it’s entirety click here.

Roomex Hotel Forward Pricing Report | Q4 2023

The UK economy remains in an uncertain place. Whilst the continuous interest rate increases of the last year may have slowed, there doesn’t seem to be a clear consensus that the road ahead will be smoother. Higher for longer may be a common view, but that doesn’t exactly bode well for procurement and cost control. Business travel costs and specifically hotel rates continue to be hard to read, the indicators we do have might provide some short term respite, but not much. Either way, these insights will help you form your hotel pricing strategy for the coming quarter. Introduction ADR (Average Daily Rate) in Q3 has been more robust than expected. In recent years, the summer period has provided an exceptional high in hotel rates which has quite quickly dissipated into the autumn period. 2023 has performed a little differently. The price tailwind has been powerful but coming from a different source – inflationary pressures rather than COVID buying behaviour. This seems to have produced a different trend as we transition from summer into autumn. Total demand levels – room nights sold in the UK hotel market – jumped at the start of September as would be expected. However, they increased more strongly than 2022. This has lead to more robust ADR. Recent weeks though have shown a weakening in growth. Is this a glimmer of hope for travel buyers? Forward Pricing The rolling market ADR graph shows strong increases in September. Whilst hotels continue to face inflationary pressures on input costs – labour being at the top of the list – there has to be sufficient demand in the market to support ADR. This was initially the case in September. However, the graph shows signs of decline. Detailed comparisons with 2022 are not easy with 2022 impacted by the Queen’s death, but in 2023 there has been several weeks of consistent demand decline from a week 37 peak of 3.0M room nights sold to 2.8M in week 40. With school half term looming this is likely to continue. For context, autumn 2022 UK hotel demand peaked in week 41 – mid-October – after which demand and prices eased back. ADR declined – 16% from the 2022 high point in July down to the average November rate. So far 2023 is -8.2% off the July peak, so there is likely to be more to come. Roomex’s hotel rate strategy brings discounts to business buyers, but it also serves to smooth out ADR peaks. The combination of Roomex Fixed Rates and Client Rates cuts off the peaks of market ADR. Forward price data seems to support further hotel price declines, but they don’t look to be steep. Across all location types, 2, 4, and 8 week forward prices show relatively small but consistent decline. The 12 week forward indicators also suggest price declines, which speaks mostly to a downbeat mood amongst hotel revenue managers with regard to seasonal leisure in December. Gateway cities see sharpest ADR decline. Secondary locations (Birmingham, Manchester, Glasgow etc.) perform strongest compared to gateway cities and regional towns, giving away little through to the end of November. Interestingly in these secondary locations, out of town destinations perform better than inner city in terms of actual ADR and ADR change through the autumn – they stay higher for longer. Many Roomex clients have a broad footprint in terms of destinations visited as a result of project work. Regional towns show weaker performance in outer locations. As always there are outliers in the data. Cardiff looks particularly strong in the autumn period, with rates likely being driven by events. Hotel brands are also applying their own revenue management strategies and addressing the market as they see fit. This in itself provides saving opportunities for buyers. Summary The forward data suggests hotel prices are holding up and the declines into the winter will not be sharper than 2022. Cost increases for hotels that previously had been around energy are now entrenched and labour costs continue to impact. There is currently considerable price variance between similar starred hotels in similar locations. It’s easy to think that there are enough hotels in any particular destination to smooth out but it’s not the case. Different market positioning and brand power creates highs and lows. Being able to see through the noise and find those savings potentials is something we would strongly encourage buyers to be paying attention to in the weeks ahead and contemplate as part of their hotel pricing strategy.

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.

How to manage business travel expenses

Almost everything you need to know. Table of Contents 1. Pre-trip Travel Policies Travel Management Platforms Traditional vs Modern Expensing 2. In-trip Pre-paid and Virtual Expense Cards 3. Post-trip Reclaiming Credit Review and Upkeep 4. Summary Managing business travel expenses is just one job of corporate travel managers today. But with rising rates of inflation, ongoing industry strikes, and decreasing levels of availability, it is a job that is becoming more and more difficult. For many businesses, the way in which travel expenses are managed has not changed. Excel spreadsheets dominate finance teams and travelling employees are left out of pocket, waiting for reimbursement. All of this means more time spent manually filing expense claims for the traveller and reconciling receipts for the finance team and travel manager. Business travel is changing, and so too is the way in which we manage it and its expenses. By taking control of your business travel expenses you can make your life as a travel manager easier, while also simplifying the lives of your travellers and finance teams. When looking at how to manage your business travel expenses, we find it easiest to segment out the different stages of business travel. Not only does this make it easier to plan your trips, but it will also give you greater insight into where and when you’re spending the most on your business travel helping you make informed, cost-effective decisions. Pre-trip Most of the cost saving changes you can implement come before any travellers have hit the road. By getting things right in this pre-trip stage, you are laying the foundations for a successful journey for all your future travellers. Travel Policies For organisations conducting business travel of any kind, a corporate travel policy forms more than just an important part of your duty of care, it can also be used to streamline costs, enhance brand reputation, and provide essential information for employees. What is a business travel policy? Simply put, a business travel policy is a set of rules and guidelines that assist your employees as they travel and specify how they can spend company money while travelling. These policies are usually created by the finance manager and travel manager and outline things like how far in advance trips should be booked or if any precautions are required for employees travelling alone. Why should you have a travel policy? There are numerous benefits that travel policies provide to your organisation and your travellers. Travel policies allow you to provide clear guidance to your employees and create trust between your organisation and its travellers. Here are some of the key benefits: 1. Provides clear guidance For employees, work travel can be a minefield of dos and don’ts. Colleagues may wonder what expenses they can claim, how to make last minute cancellations, and what to do in the event of illness. Having a robust policy that’s easy to access allows employees to find information when they need it. It is important that your travel policy lays out the company’s policy on travel expectations, with no room for misinterpretation. For your organisation, this can also provide protection from certain liabilities. 2. Reduces deviations from corporate policy Having a robust travel policy makes it less likely that employees will deviate from existing company policies, which can help you with cost savings and potential HR issues. Pairing this travel policy with an online booking system further reduces deviations as most of these travel management platforms, like Roomex, let your travellers know immediately whether a booking will be in or out of company policy. They will also tell you the overall company compliance, showing you if your travel policy is working effectively. 3. Helps with cost savings No question about it, one of the greatest benefits of having a robust travel policy in place is the cost saving it brings to your organisation. A well thought out travel policy helps you to manage and control spend, while also providing a guideline for expenses and the booking process. This way your business can prevent unnecessary spend and make both time and monetary savings simultaneously. What should a travel policy look like? The main thing that your travel policy needs to do is provide your employees with clear guidance on the booking process, health and safety when travelling, per diems, expenses terms and conditions, and other frequently asked questions that relate to business travel. Before you begin writing your business travel policy you should decide what exactly the goal of the policy is. By deciding the goal of the travel policy you will be able to better structure the content within it. Is your goal to save time or money? Is it for the benefit of employees? Will it provide flexibility for travellers? No matter the goal of the policy however, there are four sections which should always be included. 1. The introduction When introducing your business travel policy you should explain why you have created the travel policy and the reasons that your business requires employees to travel for work. Start by explaining what you want to achieve with your policy so that there is a clear understanding of what to expect from the pages to come. Here is where you should also define what exactly constitutes travel for your employees. How far do they need to travel to be eligible for expenses? What kind of trips are covered? Branch visits, site visits, events, talks, media appearances, and client meetings could all be included here. 2. Bookings In this section you should outline who is responsible for booking trips. If you have a specified travel booker, maybe a secretary or finance manager, you should provide their contact details. If employees are allowed to organise their own travel, this is where you may want to outline how far in advance arrangements should be made, the type of tickets they can book, the amount of luggage covered by expenses, and any preferred hotels or airlines. If your business uses a travel management..

Tag: Travel Manager