As with all things in life, there are mistakes that you can easily avoid when creating a “travel policy”. Here are our top 5 tips for your company’s perfect travel policy!
1. Be clear and comprehensible!
What becomes apparent when talking to travel managers is that the most important criterion for a good travel policy is “clarity”. The upper price limits for hotels must be clearly defined, without vague wording such as “hotel costs will be reimbursed at an appropriate level” or “mid-range hotels should be selected”. Regulations and responsibilities must not only be crystal clear but also easy to understand and implement.
2. Ensure the support of your company’s managers
A clear mandate from the management is recommended to ensure the enforcement and compliance with the policy. The involvement of relevant departments such as HR and Finance is just as important for the creation of the policy. In addition, all areas of the company relevant to labour, tax and travel law should be covered in order to avoid unpleasant surprises. If a company’s senior managers set an example and follow the travel policy, this increases the motivation of less experienced employees to follow the guidelines themselves.
3. Include your employees in the process
A common challenge in creating the travel policy is that travel managers lack the practical business travel experience and find it difficult to put themselves in the shoes of those affected. It is therefore essential to actively exchange ideas with employees and find out what worked well in the past and what caused problems.
5. Ask for feedback and see if the employees follow the policy!
The following applies to every travel policy: acceptance is the most important thing because, without it, it loses its raison d’être. However, if it turns out that the policy is not being complied with, the exact reasons for this must be investigated. Is it possible that the guidelines are too rigid or is the wording of the directive too vague and conveys a sense of optionality? Where the directive does not consider the needs of employees, it misses its purpose. Only when it benefits both, the company and its employees, it is an appropriate guideline for the year 2018.