How to Select a Business Travel Agent
When you're planning a business trip, whether for yourself, a small group or a large number of people, there is a lot of organizing to do and a lot of specialist knowledge required. If you know how to select a business travel agent you will be able to hand much of that work over to someone who is an expert in the field.
Sizes of business travel agent organizations vary enormously. When finding a business travel agent you may be attracted by large, plush offices with numerous employees. There is nothing to say that the business travel agent you find there will not be the right one for you. When you are planning to select a business travel agent, however, be prepared to consider smaller agencies too.
The business travel agent in a small firm may have been the brightest star in a large organization before leaving to establish a smaller outfit. Sometimes, the service you receive from a business travel agent in a small firm can equal or better the service from a larger agency. In the end, size doesn’t matter. Finding a business travel agent who is right for you is a matter of finding the business travel agent with the services that suit your needs, no matter how big or small the organization.
More important than size is the specialization of the business travel agent you select. When setting about finding a business travel agent, you would be well advised to select a business travel agent, who specializes in the corporate or business areas of travel, rather than the vacation style of travel agent chosen by people planning holidays. There is no reason why an agent cannot help with both types of travel, but a business travel agent is more accustomed to dealing with the corporate type of travel services and will therefore be more aware of your needs and the services that are available for you.
You will need to select a business travel agent from a large number of options. One way of finding a business travel agent who can give you the help and service you need is to speak to clients who have already used the business travel agent you are considering. If they were happy with the service, that is a good recommendation.
When setting about the task of finding a business travel agent, you need to be sure that you will receive the type of service you want. Before making a commitment, make sure the services that are important to you are available. For example, ask the business travel agent you are considering if the office can be contacted at any time. Some have toll free numbers that can be used internationally. Such a service may influence your decision to select a business travel agent.
Finding a business travel agent who is happy to be contacted at any time can ease your mind when traveling. Ask if the business travel agent has voicemail where you can leave messages if necessary or an E-mail address that you can use. Best of all is the business travel agent to whom you know you will have phone access at any time in case of an emergency.
As well as finding a business travel agent whose services suit you, you need to select one who is aware of the importance of keeping your costs down. You may find a business travel agent who can offer special deals that will reduce the cost of your travel. Finding a business travel agent who can help you in this way can make a difference to the cost of domestic as well as international fares.
Before you select a business travel agent, you should consider asking those you are considering if they are willing to book or buy your tickets online. Travel agents no longer earn airline commissions and so may be happy to search the Internet for good deals to help you obtain fares at prices better than those published. A business travel agent who wants your business should make an effort to help you in this regard.
When finding a business travel agent, it is a good idea to ask if they have any consolidator fares. These are discount airline tickets that airline wholesales buy and resell to travel agents at significant discounts. There are more penalties and restrictions associated with consolidator fares and, for that reason, your business travel agent may not provide them. If they do, make sure the savings will be passed on to you.
You should also ask the business travel agent to explain any penalties and restrictions applying to consolidator fares. Cancellation fees on consolidator fares, for example, are usually higher than those charged on regular airfares. Sometimes they are completely non-refundable, or cannot be transferred to another airline if your flight is cancelled or delayed. When you select a business agent make sure it is one who can explain such matters clearly.
One way to select a business travel agent who is right for you is to find out how other people rate the service provided by the company you are considering. If you don’t know anyone who has used this particular business travel agent, ask for the names of some clients you can contact. Get in touch with these clients, check the service they received and ask if they would recommend a particular business travel agent.
Find out about things that went wrong rather than what went right. The way the business travel agent handles problems will establish whether or not it is a competent business. Make sure the clients you contact are business clients. Remember you are finding a business travel agent, not someone to help you with a leisurely holiday, and your needs will therefore be different.
When finding a business travel agent you need one who can help you with accommodation as well as travel. While keeping the costs down you will want to know your accommodation will be up to standard. A business travel agent who has an in-depth understanding of this area of your requirements will be a great asset to you.
Try to select a business travel agent who has access to the corporate rate programs offered by some hotel chains. You may not necessarily want to take advantage of these rates, as sometimes you can find better rates on the Internet, but at least you will have the option of a discount if your business travel agent can access the programs. A business travel agent who knows the accommodation business will also be able to guide you through the sometimes confusing variety of prices that hotels often apply to a room, depending on how it is booked.
If you select a business travel agent with experience, you can expect to receive better service and information than from a business travel agent who has been in the business for only a short time. Ask every business travel agent you consult how long he or she has been in the business. Check the qualifications they have acquired in that time.
You should also ask whether the person is a full-time or part-time agent to make sure of finding a business travel agent who is more aware of the latest developments. A business travel agent who works full-time inside an agency is more likely to be able to access any support services you will need. Some work as outside agents, or independent contractors, meaning they often have to supply their own resources. You are entitled to know the resources that will be available to you from the business travel agent you select.
Finding a business travel agent is easy. Finding the one who is right for you is not so easy. One of the best ways to select a business travel agent is to check the person’s ability to understand your needs and to explain options available to you. A business travel agent who does just what you ask and no more, without letting you know that less expensive and more convenient alternatives exist, is not a business travel agent who cares about your specific requirements.
Your trip will be less trouble-free if you select a business travel agent who first listens to what you want and then tells you the options available. These options can sometimes be quite complex. While the business travel agent is familiar with them, he or she should understand that they are less familiar to you and need to be explained carefully. A business travel agent with this empathy and understanding of your needs is one you should consider.