COST vs peak performance
In your unique world of travel, which one comes first?
Operating in arenas such as entertainment and sport, you will be well aware of the fact that travel and entertainment are among your highest controllable expenses. It's not simply about the cost of flights, but all those add on's... hotels, taxis, car hire, wining and dining. In your field of work, trying to contain these costs can be quite a drama.
When it comes to the crunch, do you ever stop to assess the true cost of your travel? Or does the notion of "what's best for the budget" override "what's best for the traveller"? At what point can your travel behaviour start to work against the performance of your travellers?
People first - a no-brainer
Despite the perceived glitz and glamour of concert tours, fashion shows, major sporting events and the like, travel is taxing. You would know first hand that performing or working in different parts of the world comes at a huge cost. Time away from home, separation from family and sleep deprivation often make the travel experience exhausting.
There's no denying these factors can impact performance. So it's worth considering whether the smartest option is to book the cheapest travel, or to book travel that costs more but helps you and/or your team members give their best.
Investing in making travel easier and more comfortable not only goes hand in hand with better performance when you take to the 'stage'. It can often also help bring long-term improvements to your total travel budget.
Why cheap travel is just that
In a bid to combat travel costs, many have latched onto the concept of using low-cost carriers and accommodation options like budget hotels and apartment stays. Some have also turned to the Internet in search of what they believe are the best deals in town.
When you weigh up the cost benefits of low-cost travel vs performance productivity, you'll often find that there's few or no true savings to be had.
In the air and on the road
Air travel is a prime example of how "low cost" tag lines can play tricks with our minds. The cheapest flights, although easier on the back pocket initially, can often leave little or no room for booking changes. And in your industry, changes are a given. So if you want to make last-minute adjustments you can be left with no choice but to upgrade or purchase a new ticket at full fare. There's nothing cheap about buying two tickets when you only need one!
Embarking on low-cost carriers for long-haul journeys, which may not rate highly in the comfort stakes, is also unlikely to provide all those handy little tools we love to have at our fingertips - like wi-fi connectivity, laptops and work desks in lounges. Additionally, these carriers may not depart from major airports or schedule flights at your convenience. This all makes it difficult for you and other travellers in your team to quickly recover from your flight and feel ready to perform once at your destination.
In certain parts of the world, you should also investigate the use of private transfer services between airports and hotels etc. In some cities, long queues and unregistered and uninsured taxi drivers can wreak far more havoc than the added cost and convenience of a private car.
Accommodation
Similarly, budget accommodation options can be part of the costsaving myth. Five-star hotels offer facilities such as wi-fi Internet access, business centres, and meeting rooms - all of which help you stay connected and keep on top of business matters while travelling.
By comparison, budget hotels tend to provide fewer facilities and are often situated in secondary areas. Location is everything. There is little point staying in a cheaper hotel if it takes one hour to get to where you need to be, and you are having a panic attack due to traffic delays.
Mixing it properly
How can you strike the balance between cost savings and ensuring the impact of travel doesn't become your Achilles heel? Procuring the cheapest travel can affect performance in a way that far overrides the perceived savings when you buy your ticket. And we cannot overlook that travel is emotive, as it challenges people's comfort, security, and sense of wellbeing. So, how can your travel be both a positive and productive experience?
Stage and Screen offers you the following advice:
> Know your travellers - simple as that!
Talk to the people in your team regularly to understand what they want and need from their trips, and learn from their experiences. Comfortable, safe, and hassle-free travel is often the prime concern, with factors such as flight delays, baggage checks and lengthy stopovers severely eroding the energy of even the best athletes and artists.
> Shape your travel policy into something that works for everyone.
Your travel policy needs to be both practical for your people, and cost-effective for your company. By understanding your travellers' needs, you can create a policy that puts their most important needs first while setting the broader guidelines. Most companies can achieve this balance by recognising the priorities of their people, being realistic about the costs incurred by a work-related trip, and allowing some degree of freedom. Educate your people on the benefits of sticking to your travel program, and give credit where it's due. This will encourage everyone to do the right thing and lead to stronger team loyalty.
> Smooth out the rough edges on time and cost.
- Adopt a 'lowest logical fare' approach to air bookings - the fare that best suits the needs of your people. If there is a high chance their bookings will need to change, choose a higher fare that offers flexibility and minimal or no penalties. Also consider options like allowing your travellers to arrive at their destination a day or two early, instead of flying business class. Flying premium economy and staying in a hotel for an extra night will save you a whole lot more than flying business.
- Advance book everything possible. In your industry it's understandable that schedules change. But as soon as your big events are locked and loaded, book everything you can - flights, hotels, airport transfers, rental cars. You'll be amazed how much this can save you, while also saving your travellers a world of lastminute headaches.
- Max the full value of your total travel spend. Through your data management, ensure your company is making the most of all negotiated airline deals and hotel programs to achieve the best rates for your specific travel patterns. d) Help your people wisen up to the benefits of your chosen hotel and air programs. For example: "We have partnered with these airlines because of their competitive rates and best punctuality."
> Stay in the know.
By keeping your people up-to-speed with the latest information from airlines and airports, you can help them be well prepared for each trip. Protecting traveller security is an essential part of staying informed. It is important to be constantly aware of any major incidents around the world, to ensure your people don't enter potentially dangerous locations.
Stage and Screen can assist with building an intranet or portal to give your travellers 'one-stop-shop' access to all information regarding your travel policy, health and safety, and medical advice etc.
You and your travellers should not only be equipped with information, but also with the tools to stay on top of everything while you are on the move. Cell phones, blackberries and e-diaries are among the items that should be at every traveller's fingertips. Laptops - if they are not accessible in the traveller's airport lounge and hotel - should also be included.
Information and tools, combined with a practical policy that recognises your travellers' needs, are the essential elements that will transform your travel from a perceived cost monster, to a highperformance journey for all.
