Finding a new Travel Management Company

When looking for a new travel management company (TMC), it’s important to assess more than just price—a strong TMC aligns with your business priorities and delivers long-term value and support. Depending on your determined needs, here’s what to focus on:

1. Strategic and Cultural Fit

  • Industry Experience & Reputation: Choose a TMC with proven experience handling clients similar to your organization in size and sector, backed by solid references and a track record of client satisfaction.

  • Alignment with Your Goals: Make sure the TMC can tailor travel programs and policies to support your organization’s business objectives, budget, and culture.

2. Service and Support

  • 24/7/365 Support: Prioritize TMCs that provide round-the-clock assistance for emergencies, travel disruptions, and last-minute changes.

  • Dedicated Account Management: Look for TMCs that assign a dedicated account manager for personalized support and proactive communication.

  • Exceptional Customer Care: The best TMCs have highly trained support teams and value the wellness and satisfaction of your travelers.

3. Technology and Integration

  • User-Friendly Booking Tools: An advanced, mobile-friendly platform for easy booking, itinerary management, and traveler tracking is essential.

  • Seamless Integrations: Check for direct integration with your company’s expense management and HR systems to streamline reporting and compliance.

  • Automation: Modern TMCs should offer automation for tasks like unused ticket management, approval workflows, and real-time alerts, and amplifying service without losing the human touch.

4. Global Capabilities

  • International Reach: If you have global travel needs, ensure your TMC has a strong international network, understands local laws and customs, and can manage travel across regions and time zones.

  • Preferred Partner Network: The ideal TMC negotiates the best rates, offers, and cancellation options worldwide through robust partnerships.

5. Policy, Compliance, and Risk Management

  • Tailored Travel Policies: The TMC should help enforce your travel policies, monitor compliance, and provide solutions for reporting violations.

  • Duty of Care: Strong risk management tools, safety alerts, and support in emergencies protect your travelers wherever they go.

6. Value and Cost Control

  • Transparent Pricing & Savings: Understand their fee structure and look for value through cost control tools, negotiated rates, and benchmarking.

  • Expense and Data Reporting: Robust reporting platforms let you track, analyze, and optimize your spend in real time.

7. Flexibility and Customization

  • Scalable Solutions: The TMC should easily adapt to your company’s changing travel needs, scaling support up or down as required.

  • Customizable Service Levels: Whether you need hands-on agent support, self-service tools, or both, ensure the TMC matches your team’s preferences.

Practical Checklist for Selection

  • _____ Experience in your industry and with similar clients.

  • _____ 24/7/365 and multi-channel support.

  • _____ Tech platform with mobile, booking, and integration features.

  • _____ Global capabilities and partner network.

  • _____ Dedication to traveler safety, reporting, and duty of care.

  • _____ Flexible, clear pricing and savings opportunities.

  • _____ Policy compliance tools, custom solutions, and scalability.

Carefully evaluating potential TMCs against these weighted criteria will help you find a partner that not only fulfills transactional needs but also acts as a true extension of your team, supporting your business and travelers today and into the future.