Take 5 With A Travel Manager – Planning For The New Financial Year

two people talking in an office with laptop on desk between them

4min read

Published 29 June 2023


The end of the financial year – it’s almost a bigger event than Christmas these days, especially if you’re a small business. At Flight Centre Business Travel, we like to think of it as a great time to stop and take stock of everything, refresh your plans and review goals.

That’s especially true when it comes to business travel, because with a little planning, you could boost your productivity, reduce expenses and ensure a seamless travel experience for employees.

To help get you started, we asked one of our resident Travel Manager experts, Larissa Walker, to compile her top tips on how to plan for the new financial year. So, grab a coffee, sit back and take five with a Travel Manager!

Larissa Walker – Travel Manager at Flight Centre Business Travel

With 20 years’ experience at Flight Centre, including a decade working in Travel Manager roles for Flight Centre Business Travel in Perth and Melbourne, Larissa’s corporate travel acumen is second to none. She says relationship building is her superpower, as well as being a real all-rounder with legendary attention to detail. When she’s not crafting a travel policy with a client, she also loves the beach, bushwalks, and chill out time with her two dachshunds.

Get Your Policy On Point

Now’s a great time to re-assess your travel policy, and the best way to get started is to put some time aside to speak with a Travel Manager. We’ll help you run through what’s in place, what the year ahead looks like, and how that all fits into the policy.

This process can yield great results. For example, I recently helped a company that was booking flex fares for every booking, which in their instance was unnecessary. Our review highlighted this and when we saw the spend associated with always using flex fares, we changed it to best fare and saved our client 100k. Another great idea is firming up hotel rates - you can do this by looking at any regular stays and then working towards better rates based on loyalty.

Also, this is a chance to consider your duty of care. By locking in a regular stay arrangement, travellers get a more familiar and comfortable experience. Make sure you take a look at your policy around traveller flying times too and shift them to amenable flying hours where possible

Need help with your corporate travel arrangements? Our Travel Managers are dedicated, experienced and knowledgeable. When you work with Flight Centre Business Travel, you’re choosing peace of mind. Direct access to the same person, who gets your business – and its travel needs – inside and out.

people sitting at a desk looking at graphs and documents
people sitting at a desk looking at graphs and documents
people sitting at a desk looking at graphs and documents

Analyse The Admin

Check if your processes are working the way you want them to. Is your communication with your Travel Manager set up suitably? If it’s currently formal and structured, could a less formal approach be better?

At Flight Centre Business Travel, our approach is hyper-personal, so we’re always happy to work however works best for you. And remember, check that you have the correct authorisers listed, and that roles haven’t changed.

Check The Calendar

Take a peek forward into the year ahead and flag any major events coming up in the calendar. This could include conferences or major projects, for example. Once these are identified, we can work together to make advance bookings, get the best rates, make the biggest cost savings, and also ensure we can secure hire cars or hotel rooms.

For example, I know from personal experience that there’s a shortage of vehicles in mine spec currently available, so the sooner we know about a project, the better chance we have of taking that stress away from the start.

Tick Off Traveller Profiles

As part of your overall business travel health check, make sure all of your traveller information is up to date, such as passports, personal details and contact details.

Trawl The Travel Data

You should get an end of year financial report from your Travel Management Company, like Flight Centre Business Travel, so take some time to work through this and look for patterns. This could include spend patterns, supplier and destination patterns and more.

It’s amazing what the data can tell you sometimes, such as shifts between the volume of domestic travel vs international travel – and that can have a big impact on your purchasing power. 

Of course, data is the secret weapon when it comes to negotiating with suppliers and securing favourable rates, discounts or added benefits.

A Last Word From Larissa

Preparing your business travel policies and procedures for the new financial year is an important, yet rewarding, process. Don’t put it off, it can really set you up for success!

Find out how Flight Centre Business Travel can help streamline your business’ end-to-end travel program and manage all your travel for work needs today. 

Get in touch or call us on 1300 797 826.

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