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Best Practices for Change Management in Corporate Travel
Changes in technology and traveller expectations may trigger adjustments in a company’s corporate travel policy. A change management strategy helps companies guide their stakeholders through the changes and ensures smooth adoption of the new policies. In this article, learn how to create an effective change management plan.
With business travel spending projected to reach $1.8 trillion globally by 2027, managing change effectively in corporate travel policies is more critical than ever. As new travel platforms emerge, booking technologies improve, and business traveller expectations shift, companies must regularly update travel policies.
For instance, you might need to consolidate all travel bookings under a comprehensive online solution or allow employees to manage their bookings with a self-booking platform to lighten HR’s workload. However, transitioning to these modern solutions can be challenging. By focusing on clear communication, training employees, and using the right technology, companies can ensure a smooth transition. Read on to know more:
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Change Management for Corporate Travel
Change is good, but it is also often difficult to accept. Accepting a flawed system and continue using it is easier than adapting to new processes. This article will help you navigate the change management process and design an efficient and effective strategy which can ensure that your employees have a seamless experience with their new business travel management solution.
5 Best Practices to Improve The Change Management Process
Here are a few tips on designing your change management strategy.
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Focus on Your People
Regardless of the degree of change, you must focus on guiding your people through it. Speak to people affected by the change and understand how comfortable they are with the existing system and their concerns to assess their readiness for change. For example, department heads may be concerned about how travel impacts their budget.
Understand how your current program works by seeking feedback from all stakeholders. It’s equally important to understand their readiness for change and to pace your efforts accordingly.
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Set Realistic Timelines
Changes can be implemented gradually or all at once. In either scenario, allow time for people to accept and adapt to the changes. It's important to evaluate the extent of the change and the resources required to educate everyone on its necessity before setting a timeline. Be realistic; rushing through the process may lead people to revert to the old system or create challenges that are hard to resolve at once.
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Use A Multi-Channel Approach for Communication
The best way to announce change is to be honest about how the change will affect stakeholders. It is only when travellers feel the change is beneficial to them that they will buy into it. Addressing common concerns proactively can also make travellers more willing to accept the change.
Further, use a multi-channel approach to ensure that everyone gets your message. You might announce the change in a town hall meeting and follow it up with personalised emails detailing the changes. Sometimes, change announcements may be received better if made in person by team leaders and department heads.
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Leverage the Power of Influencers
Getting the right people to support change goes a long way in encouraging broader participation. Prioritise getting the support of your top leadership and other employees with the power to influence others.
Similarly, recognising and rewarding travellers who adopt the new policy can incentivise others to follow in their footsteps. You can use shout-outs as catalysts on your internal communication platforms, rewarding them with travel points, honorary mentions etc.
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Monitor and Adapt
Lastly, accept that your corporate travel policy will continually evolve. Encourage stakeholders to share their experiences of what works and what doesn’t. You can maintain a dedicated email address for all feedback or conduct surveys to monitor the change.
Metrics such as booking volume, employee satisfaction, etc., will help you identify areas for improvement. For example, you may need to provide additional training on using the booking tool. Sometimes, the feedback may even trigger revisions to the travel policy.
Resisting changes in corporate travel policies is a natural human response. Designing a change management strategy with these tips can make the transition smoother and accelerate adoption. You’ll soon find that it’s easier than you think!
Frequently Asked Questions
Q1. What is change management?
Ans. As the name suggests, organisational change management refers to how a company implements change within the organisation. Regarding travel policies, the ‘change’ being managed could be anything from changing the company’s preferred ticket booking portal to mandatory insurance requirements.
Q2. What are the key steps of the change management process?
Ans. The change management process includes planning steps to incorporate the new policies, educating employees about the changes, monitoring activities before and after implementing the new policies, and providing relevant training and support.
Q3. What are the different types of change management?
Ans. The most common change management models include John Kotter’s 8-step process, Lurt Lewin’s change management model, and the McKinsey 7-S model.
Q4. Why do you need a change management strategy?
Ans. Having a change management strategy facilitates a smoother transition. It gives you clear goals to work towards. Addressing concerns also minimises resistance and speeds up the adoption timeline.
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