Planning an RFP for your corporate travel programme? Get to know the players before the big game.

FCM_ZA_Planning an RFP for your corporate travel programme? Get to know the players before the big game._Summary

Finding the best travel management company (TMC) for your business can seem like a challenge.

Getting the right outcome is crucial for managing your second-largest controllable expense and looking after your employees when they travel. Which is why it is surprising that there is still a large number of companies who invite TMCs to a business travel RFP without having built a prior relationship or having knowledge of their solutions, service and products.

Researching and engaging with travel management companies shouldn’t start the day you go out to tender.There are many ways to improve your knowledge of the TMC sector, including:

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Join travel industry associations

Both the African Business Travel Association (ABTA) and the Global Business Travel Association (GBTA) have a strong presence in South Africa and provide an informative platform for you to better understand the business travel landscape.  These associations hold regular business events where current challenges are discussed and hold networking events where you can meet with various TMCs and industry stakeholders. These associations can also assist you to confirm the legitimacy of the TMC you are considering inviting to tender.

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Subscriptions and social media

A great way to get to know a TMC without the pressure of a sales situation is to subscribe to their newsletter or magazine, and to follow them on social media.  You can also subscribe to local industry newsletters such as Travel and Meetings Buyer.LinkedIn and Twitter are the prime B2B channels where you can gather knowledge, not only about products and services, but also in relation to their culture, their vision and their approach to travel management.

Stick to a structured approach

Weigh up the pros and cons of local versus global

Deciding whether to engage with a local TMC or a global TMC should be reflective of your own business structure. If your organisation has offices around the world, or even if only on a few continents, you may want to extend your RFP to global TMC’s.However, be weary as not all TMCs have in-country teams like FCM. Many TMCs work with local partners or franchises in select markets. These networks claim to offer global control supported by local content and knowledge, but in reality they use different technology and reporting systems, rendering consistent service levels virtually impossible. 

Scratch beneath the surface of some global offerings and you’ll often find conflicting processes, cultures and contractual arrangements, all impacting upon customer service.

The value of local content and expertise isn’t in question. Having teams on the ground who understand their local markets, but who have the common technology platform and processes to use that knowledge consistently is the hallmark of a truly global TMC.

Meet them

Ideally, you should meet every TMC you are inviting to bid over the previous 18 months, both at your offices and theirs.  An upfront meeting allows both parties to get better clarity on what is required and will ensure that the eventual proposal is better aligned with your needs.

Want to find out more?  Download our step-by-step guide to structuring an effective travel RFP.

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Interested in FCM as the new TMC for your business? Let's talk.

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