Switching to a new travel management company (TMC), or deciding to start working with your first one, can feel daunting, especially for businesses with complex travel needs. From integrating booking systems to ensuring travellers are supported, the process requires careful planning to avoid disruption and maximise benefits.
This guide outlines the steps your company should follow to onboard a new TMC effectively, helping ensure that the transition is smooth, the programme runs efficiently from day one, and travellers enjoy consistent, high-quality service.
1. Assess Your Current Travel Programme
Before onboarding a new TMC, understand what works and what doesn’t in your existing travel programme. Conduct a full review of travel spend, preferred suppliers, booking patterns, and compliance levels.
Key actions include:
- Analyse historical travel costs and trends.
- Identify frequent traveller needs and pain points.
- Review current policy compliance and booking inefficiencies.
This insight will guide your new TMC, ensuring they focus on the areas that matter most to your business.
2. Define Your Objectives and KPIs
Onboarding is smoother when objectives are clear. Are you looking to reduce costs, improve traveller satisfaction, or enhance duty-of-care protocols?
Steps to take:
- Set measurable KPIs, such as savings targets, booking compliance, or traveller satisfaction scores.
- Establish internal benchmarks for comparison.
- Prioritise objectives to help the TMC focus on the most impactful areas.
Clear goals ensure everyone, including internal teams, consultants, and management, is aligned from the start.
3. Align Travel Policies and Procedures
A new TMC must understand and enforce your corporate travel policies. This includes rules around class of service, preferred suppliers, expense limits, and approval workflows.
Some easy ways to ensure you and your TMC are aligned are:
- Communicate all policy requirements to the TMC.
- Review approval processes to streamline booking and authorisation.
- Ensure exceptions and special cases are documented and understood.
Aligning policies upfront reduces compliance issues and ensures consistent cost control.
4. Integrate Technology Platforms
Modern TMCs provide tools that support booking, reporting, and traveller management. Integration ensures real-time data flow and improved visibility.
To integrate this technology properly, you should:
- Connect your TMC’s booking platform with internal systems, such as ERP or expense management software.
- Provide access to traveller profiles and loyalty programmes.
- Ensure reporting dashboards are customised to your business requirements.
Strong technology integration reduces manual work and gives finance and travel managers accurate insights from day one.
5. Communicate with Travellers
Successful onboarding requires buy-in from your employees. Travellers must understand how to book, who to contact in emergencies, and the benefits of the new system.
Some of the best practices to start are:
- Host information sessions or webinars.
- Provide clear guides and step-by-step instructions.
- Share contact points for booking support and emergencies.
Early engagement improves adoption, reduces errors, and increases traveller satisfaction.
6. Establish a Transition Timeline
A phased transition reduces disruption and allows for adjustments. The timeline should outline when policies, bookings, and systems go live, and when staff are trained.
Elements to include:
- Key milestones for platform testing and integration.
- Dates for traveller onboarding and communication.
- Review points for early feedback and adjustments.
A structured timeline ensures that all teams are aware of expectations and responsibilities.
7. Monitor Early Performance
The initial onboarding months are critical to identify and resolve challenges. During this time, you should monitor your TMC’s performance against KPIs, traveller feedback, and service levels.
Some good practices to start are:
- Schedule weekly or monthly review meetings with your TMC.
- Track compliance, costs, and satisfaction metrics.
- Adjust policies, workflows, or training as required.
Proactive, ongoing monitoring ensures the new travel programme delivers on its promises.
Why Harridge Business Travel Excels in Onboarding
Transitioning to a new TMC can be complex, but Harridge Business Travel makes the process seamless for companies of all sizes:
- Comprehensive Onboarding Support: From policy alignment to system integration, Harridge manages the entire transition with minimal disruption.
- Dedicated Consultants: Each client is assigned experienced consultants who understand both the business and traveller needs, providing continuity throughout the onboarding process.
- Transparent Cost Management: One simple fee per booking and proactive fare monitoring ensures immediate and ongoing savings.
- Traveller-Focused Technology: The Harridge app delivers real-time alerts, itinerary management, and secure check-in for every traveller.
- Duty-of-Care Integration: Harridge ensures traveller safety is embedded in every process, with emergency assistance and tracking from day one.
With these capabilities, companies can quickly realise cost savings, maintain compliance, and deliver a smooth experience for every traveller.
Smooth Transitions Start With Smart Planning
Onboarding a new travel management company requires careful preparation, communication, and monitoring. If you can define your business objectives, integrate technology, and align policies early, you can ensure that your business has a seamless transition into a partnership with an experienced travel management company, like Harridge Business Travel.
FAQs
How long does TMC onboarding usually take?
Depending on complexity, it typically takes several weeks to a few months to complete integration and training.
Do employees need training to use a new TMC?
Yes, clear guidance and onboarding sessions help ensure smooth adoption and correct usage.
How do TMCs enforce travel policy compliance?
They use booking systems, pre-approval workflows, and consultant oversight to ensure bookings align with corporate policies.
Can a TMC help reduce travel costs from day one?
Yes, experienced consultants can secure negotiated rates and identify efficiencies immediately.
Is technology integration necessary for onboarding?
Strong integration ensures real-time reporting, improved visibility, and smoother booking workflows.
How do I measure TMC performance during onboarding?
Track KPIs such as cost savings, compliance rates, and traveller satisfaction through dashboards and review meetings.
What support can TMCs provide in emergencies during the transition?
Dedicated consultants provide 24/7 support, ensuring travellers receive help whenever needed.
Should onboarding timelines be phased?
Yes, a phased approach allows for adjustments, training, and system testing to minimise disruption.
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