If you’re responsible for managing business travel, here’s an honest question: does your travel program feel proactive and in control… or reactive and hard to keep up with?
Many organisations don’t realise there’s a problem until something goes wrong. A missed approval. A disrupted flight handled after hours. A finance team asking questions no one can confidently answer.
Before looking at solutions, it’s worth starting with a simple reality check.
A quick reality check: does this sound familiar?
Take a moment to reflect on your current travel setup. Do any of the following apply?
- Travel bookings often happen after hours or last minute
- Total travel spend isn’t clearly visible
- Staff regularly book outside policy (some aren’t even aware there is a policy)
- Travel disruptions are handled alone or ad hoc
- The travel program hasn’t been formally reviewed by a travel expert
If you mentally ticked more than one box, you’re not alone. These are common symptoms of a travel program that’s grown organically without the structure, tools, or support needed to scale.
Importantly, this isn’t a people problem. It’s a program problem.
Why these issues matter more than you think
On their own, each of these challenges might seem manageable. Together, they quietly create risk, cost leakage, and unnecessary stress.
Without visibility, it’s difficult to control spend or negotiate effectively with suppliers. Without clear policy adherence, compliance becomes inconsistent. Without proactive support, disruptions pull travellers and internal teams away from their core roles.
Over time, business travel becomes something to cope with, rather than a strategic lever that supports productivity, safety, and growth.
What a healthy travel program actually looks like
A healthy business travel program feels very different — not louder or more complicated, but calmer, clearer, and more controlled.
At its best, a healthy program includes:
- Clear, practical travel policies that are easy to follow and consistently applied across the business
- Full visibility of spend and activity, with reporting that supports real decisions to help build and pivot as your travel program grows
- Proactive disruption management, so travellers are supported when it matters most (without the Office Manager having to wake up to fix a problem at 3am)
- Regular program reviews, ensuring the setup evolves with your business
- Smart technology and tools that streamline bookings, approvals, and reporting
The result is a program that works quietly in the background, reducing friction for travellers while giving decision-makers confidence and clarity.
How a TMC helps move you from reactive to healthy
This is where partnering with a Travel Management Company (TMC) makes a measurable difference.
A TMC doesn’t just book travel. It brings structure, expertise, and ongoing oversight to your entire travel program. From policy guidance and supplier negotiations to reporting, traveller tracking, and 24/7 support; a TMC helps transform travel from a series of transactions into a fully managed program.
When done well, this shift is less about change for change’s sake, and more about removing pressure points you may have been carrying for years.
What a healthy travel program looks like with PHCT
At Phil Hoffmann Corporate Travel (PHCT), we believe a healthy travel program should feel simple, supported, and tailored.
Working with PHCT means:
- Personalised service, with dedicated Account Managers who understand your business
- Clear insight and reporting, turning travel data into strategic decisions
- 24/7 support, so disruptions are handled by experts, not left to travellers
- Policy alignment and compliance, without creating friction for staff
- Strong supplier relationships, helping drive value and cost efficiency
Most importantly, it means having a partner who regularly reviews your program; not just when something goes wrong (reactive), but to ensure it continues to deliver value as your business evolves (proactive).
From reality check to real results
A business travel reality check isn’t about pointing out what’s wrong. It’s about recognising what’s possible.
With the right structure, support, and partnership, business travel becomes easier to manage, safer for travellers, and more transparent for decision-makers.
If your current setup feels reactive, fragmented, or overdue for review, it may be time to ask a different question:
What could a healthy travel program look like for our business?
At PHCT, we help organisations answer that question and build travel programs that work today, and well into the future.
