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.
