1. Share Endorsement from Senior Management
- Share an endorsement from senior management (e.g. CEO or President) to build excitement and support within your company. A key to encouraging traveler confidence is a green light from your senior management team.
- Use the provided "senior management endorsement" template. (If needed, provide senior management with general advantage/benefit points of new travel program, presentation, etc. ) Include key benefits to the company (cost savings, efficiency) and to travelers (convenience, service). Is use of the new program required? What are your company's goals for your new program? Are there any special incentives?
- Distribute to travelers and key players such as department heads, human resources, executive assistants and group managers.
- Take time to personally inform your most frequent travelers or travel arrangers. The top travelers in your company represent a significant portion of your travel spend. We recommend giving these travelers personalized encouragement and focus. This will simplify their own travel planning, while driving the benefits you've planned on. In addition, adoption by influential travelers will help promote your program to travelers of every stripe
2. Educate Travelers and Arrangers
- Invite travelers and arrangers to the company site, and provide them with any needed orientation, support or education materials. Online and agency resources provide support for your users around the clock, and a friendly introduction to new booking tools and agents will encourage use.
- Schedule a traveler orientation session with slideshow (PPT).
- Identify your most frequent travelers and arrangers. Contact them personally and offer to answer any questions or help plan any pending trips.
- Send supplementary informational e-mails to your Global Arrangers and Arrangerss.
- Determine your traveler self-registration policy, and invite your travelers and arrangers to self-register using the automated Send Invitations tool. (Or write your own, making sure to use your own company site access links.)
- At the orientation session or by e-mail, provide travelers with pointers to the Traveler Center, Traveler QuickStart Guide, agent numbers, and Traveler Manual.
- If needed, prepare separate materials for specific departments, regions, etc.
3. Set Adoption Goals and Encourage Travelers
- We recommend that shortly after launch (around 30 days) you send a friendly reminder e-mail to travelers to prompt them to complete their personal profiles (online or by phone). The e-mail may also inform your travelers of any changes or updates to your company's travel program. Use the provided "reminder" e-mail template to prompt travelers to complete their profiles or simply re-send automatic invitation e-mails.
- Create a timeline for measuring registration and usage rates. To track progress, run reports on your total travel spend or traveler booking details.
- Do your travelers book online or by phone? Remind travelers that both options are available for travel support.
- Do you want to encourage online booking? Check your online adoption rates for air travel, hotel bookings and car rentals.
- Notify travelers of any ongoing changes in your company's program, such as new preferred vendors, special company travel deals, or changes in policy
TIP
How to Find Your Own Company Site Access Links
Without this link, travelers will not be able to register on your company's site. Go to Manage Users → Send e-mail invitations at the very bottom of the page you will see your company's own custom registration link in bold. Copy and paste this into any e-mail.