Global Travel Management Strategies to Save Time and Cut Costs

The resurgence of business travel has shifted from a post-pandemic question mark to an undeniable reality. In 2024, global travel management will stand as a cornerstone of business operations — bridging in-person connections that drive growth, foster collaboration, and close deals. 

Despite the prevalence of virtual meetings, face-to-face interactions remain indispensable. Navan’s data show that travel bookings in 2024 consistently exceeded 2019 levels, averaging 118% of pre-pandemic volumes.

However, the landscape has evolved. The rise of hybrid work and bleisure travel reflects a shift in how employees and businesses approach travel. The increased demand for internal meetings — up five percent from 2019 — and a fourfold rise in blended business and leisure trips underscore the need for more efficient and strategic travel solutions. 

This new era requires organizations to adopt advanced technology and proactive strategies to simplify the complexities of international travel — from rising flight costs to changing booking patterns. With solutions like Navan’s, businesses can navigate these changes seamlessly, leveraging data-driven insights and streamlined processes to support smarter, safer, and more cost-effective international travel.

Why Global Travel Management Matters

Global travel management is an important part of a successful business operation. Companies depend on international travel for client meetings, team collaboration, and market expansion, yet poor travel management can lead to missed opportunities, compliance issues, and unnecessary costs. Developing a well-rounded approach to global travel management helps businesses mitigate risks, optimize budgets, and enhance employee satisfaction.

Unpredictability is an inherent aspect of business travel. Whether dealing with sudden itinerary changes, health concerns, or regional disruptions, companies face a wide range of challenges. These risks can compromise employee well-being and hinder business continuity if left unaddressed. In fact, a 2023 study by International SOS found that 70% of organizations recognize gaps in their travel risk management protocols, underscoring the need for robust solutions.

A comprehensive global travel management strategy minimizes disruptions and supports broader organizational goals. Companies can foster a safe and efficient travel environment by aligning travel policies with business objectives and leveraging technology to streamline processes. Businesses prioritizing these elements are better positioned to navigate the complexities of international operations confidently.

Key Components of a Global Travel Management Strategy

A robust global travel management strategy is essential for businesses to streamline international travel while minimizing risks and optimizing costs. 

Here are some of the main steps to crafting a successful global travel management strategy:

1. Set Clear Travel Policies

Travel policies serve as the foundation for any effective management strategy. They outline expectations for employees and create consistency across the organization.

2. Align Travel Goals with Business Objectives

Aligning travel plans with organizational goals helps businesses achieve better outcomes. Travel should directly contribute to strategic objectives, such as securing new clients, maintaining partnerships, or expanding operations.

3. Establish Duty of Care Standards

Doing the most possible to secure traveler safety is a critical element of global travel management. A modern approach to duty of care can address potential risks, such as health emergencies or political instability. Companies can use risk assessment tools to identify and mitigate potential threats and provide travelers with 24/7 support.

4. Leverage Technology in Global Travel Management

Technology is transforming global travel management by offering tools that streamline processes, improve compliance, and enhance employees’ travel experiences. Modern platforms combine data, automation, and real-time insights — all of which empower businesses to manage international travel with greater efficiency and control.

The Benefits of a Modern Travel Management Platform

Integrated travel platforms centralize operations and make it easier for businesses to oversee all aspects of travel. Businesses can lean on smart tech to help enforce policies, enhance decision-making, and support employees on the road.

Some of the many benefits of leveraging a modern, integrated travel and expense management platform include:

• Real-time tracking: Companies gain visibility into where employees are during their trips, improving communication and support in emergencies.
• Streamlined booking: Employees can access flights, accommodations, and transport options within one platform, saving time and reducing errors.
• Expense management integration: These platforms automatically track travel-related spending, making budget control and reporting easier for finance teams.
• Dynamic policies: Tools automatically update based on factors like location, role, or budget changes, which boosts compliance without manual intervention.
• Approval workflows: Automated notifications and approval systems help streamline out-of-policy requests to keep decision-making fast and transparent.
• Cost analysis: Platforms track spending patterns, which empowers companies to identify cost-saving opportunities and optimize vendor agreements.
• Traveler trends: Understanding preferences and behaviors enables organizations to create travel programs that align with employee needs.
• Forecasting: Predictive analytics help businesses anticipate travel budgets for better financial planning.
• 24/7 support: Travelers have access to around-the-clock assistance.

By leveraging advanced tools, businesses can transform their approach to global travel management, improving efficiency, reducing costs, and creating a safer, more satisfying experience for their teams. 

How to Optimize International Business Travel

Optimizing international business travel involves more than just booking flights and accommodations. It requires strategic planning, advanced tools, and a focus on improving efficiency and employee satisfaction. 

Here’s how to elevate your global travel management strategy.

Pre-Trip Planning

Proactive planning sets the foundation for smooth and successful international trips.

• Risk assessments: Identify potential challenges, such as geopolitical risks, health concerns, or natural disasters, in order to create a mitigation plan.
• Detailed itineraries: Provide employees with comprehensive travel schedules, including flight details, accommodations, and key meetings, improving clarity and minimizing stress.
• Visa and documentation: Help travelers obtain necessary visas and verify all documents are in order to avoid delays.

By addressing these elements early, companies can reduce disruptions and improve the travel experience.

Simplified Booking Processes

Streamlining the booking process is essential for efficiency and compliance.

• User-friendly platforms: Tools like Navan offer employees an intuitive interface for searching, comparing, and booking travel options within company policies.
• Policy integration: Embedding travel policies into booking systems helps travelers make compliant choices without additional oversight.
• Multi-channel access: Travelers can book via desktop or mobile apps, accommodating different preferences and scenarios.

Simplifying bookings saves time and reduces the likelihood of out-of-policy expenses.

Data-Driven Decisions

Leveraging data can transform your travel strategy into a powerful business asset.

• Expense analysis: Use analytics tools to track spending trends and identify opportunities for cost savings.
• Traveler insights: Understand employee preferences in order to make more informed decisions about accommodations and transportation options.
• Vendor performance: Evaluate suppliers to verify they meet budgetary and service standards.

With access to real-time data, companies can adapt their strategies for improved outcomes.

Empower Your Team with Smarter Global Travel Management

A well-structured global travel management program does more than streamline logistics — it empowers employees, reduces operational friction, and drives measurable business outcomes. By leveraging advanced tools and strategic approaches, organizations can transform how they manage international travel. 

With Navan’s comprehensive travel management platform, you can save time, reduce costs, and create a travel program that benefits everyone involved.

Start optimizing your travel management processes today with Navan. Schedule a demo now!