smart workplace solutions / case studyBringing business travel into one programme
Clearer processes, greater visibility and support for travelling teams
Smart Workplace Solutions helped an international technology business develop and roll out a consistent approach to business travel, bringing together booking, expenses, policy and traveller support.
Consulting project
TRAVEL GOVERNANCE | POLICY DEVELOPMENT | PROGRAMME DELIVERY
The challenge
The business needed a more consistent way to manage travel across its international operations. A discovery review identified opportunities to improve visibility of travel spend and activity, clarify responsibilities and approvals, and strengthen support for employees travelling for work.
The programme needed to make travel easier for employees, give budget owners clearer oversight, and reduce the office team's booking administration.
Smart Workplace Solutions’ role
Smart Workplace Solutions led the programme from discovery through to rollout, working with internal finance and legal colleagues and coordinating specialist providers. The work included:
Reviewing existing travel processes, spend visibility, policies and duty-of-care arrangements.
Developing the travel operating model and drafting travel, expense and travel risk policies.
Assessing and selecting suppliers for booking and traveller assistance.
Coordinating the implementation of self-service booking, approval processes and updated expense categories.
Bringing travel risk guidance and emergency assistance into the programme.
Preparing leadership briefings and employee communications to support rollout.
The outcome
The programme launched across the business, establishing a shared approach to travel booking, approvals, expenses and traveller support.
Employees could request and book their own travel through a defined process, reducing reliance on the office team for routine bookings. Updated approval processes and better visibility of travel spend gave budget owners a clearer basis for oversight.
Defined travel risk requirements, pre-trip guidance, and access to emergency medical and security assistance strengthened arrangements to support employees travelling for work.
Client name and identifying details have been omitted for confidentiality.
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