The Role of Travel Managers in Shaping the Future of Corporate Travel

These are trends that are reshaping corporate travel in response to advancements in technology, rising sustainability goals, and the changing nature of work. As companies seek to make travel safer, smarter, and more sustainable, corporate travel managers are key to driving these transformations.

In this post, we explore the main trends that will define the future of corporate travel, and how travel managers are adopting new practices to shape a more efficient and forward-thinking travel landscape.

1. Digital Transformation in Corporate Travel

As technology continues to transform corporate travel, travel managers are embracing digital solutions to streamline processes and improve traveler experiences. The future of business travel will rely heavily on automation, AI, and seamless digital integrations that keep travelers connected, informed, and supported every step of the way.

Embracing AI and Automation

Artificial Intelligence (AI) and automation are optimizing how corporate travel is managed. AI-driven booking systems and virtual travel assistants can provide real-time, personalized support, from booking flights to recommending hotels that align with both traveler preferences and company policies.

Predictive Analytics: AI can forecast travel disruptions, identify cost-saving opportunities, and optimize itineraries based on data-driven insights. This enables travel managers to proactively address issues and enhance traveler satisfaction.

Automated Booking and Approvals: Automated booking systems and self-service options speed up the booking process, allowing travelers to quickly secure accommodations and flights without lengthy approval times. By automating repetitive tasks, travel managers can focus on strategic decision-making and traveler support.

Digital Travel Management Platforms

The rise of integrated travel management platforms is helping travel managers centralize travel data and streamline expense tracking, policy compliance, and real-time communication.

Real-Time Itineraries and Notifications: Mobile platforms allow travelers to receive instant updates on their trips, such as gate changes, cancellations, or delays, directly to their smartphones. Travel managers can also track traveler locations and provide immediate assistance in case of disruption.

Expense Management and Analytics: Integrated expense tools allow for faster expense reporting, transparency, and easier policy compliance. Travel managers can use this data to monitor spending, identify trends, and refine budgets to optimize costs.

2. The Push for Sustainable Travel

Sustainability has become a priority in corporate travel, with many companies aiming to reduce their carbon footprint and enhance their Corporate Social Responsibility (CSR) practices. Travel managers are at the forefront of aligning travel policies with environmental goals, offering travelers eco-friendly options, and minimizing the environmental impact of business trips.

Carbon Tracking and Offset Programs

Many travel management platforms now include carbon tracking features, allowing travel managers to monitor and measure the environmental impact of each trip. By analyzing carbon data, travel managers can set goals for reducing emissions and encourage sustainable choices.

Carbon Offset Programs: Some companies participate in carbon offset programs, which compensate for the emissions of business trips by investing in environmental initiatives like reforestation, renewable energy, or clean water projects. Travel managers play a role in selecting and implementing these programs to balance out the impact of essential travel.

Sustainable Travel Choices

Travel managers are actively incorporating sustainable travel options within corporate policies, guiding travelers toward greener choices like public transportation, electric rental cars, and accommodations with strong sustainability credentials.

Eco-Friendly Partnerships: Working with airlines, hotels, and ground transport providers that prioritize sustainable practices helps reduce the overall impact of corporate travel. Travel managers often choose partners based on their environmental standards and certifications, ensuring that companies align with their sustainability values.

3. Flexible Travel Options for a Changing Workforce

The shift to remote and hybrid work models has changed the purpose and frequency of business travel. With employees working from various locations, companies are redefining when and how travel is necessary, leading to more flexible and strategic travel options. Travel managers are key in crafting policies that adapt to this new work environment.

Remote Work and Hybrid Meeting Solutions

With fewer employees working in traditional office settings, the demand for hybrid meetings has risen, allowing companies to bring together in-office and remote employees without requiring constant travel.

Flexible Meeting Policies: Rather than requiring all employees to travel to one location, companies are embracing flexible policies that support virtual meetings, regional gatherings, or hybrid events. Travel managers ensure that the right technology and processes are in place to make these options effective, reducing the need for unnecessary travel.

Hub-and-Spoke Model: Travel managers may now organize meetings at central “hub” locations, bringing together regional teams to reduce travel time and expenses. This model supports collaboration while minimizing the need for long-distance travel.

Rise of “Bleisure” and Extended Stays

With the blending of work and personal time, bleisure travel (business travel with leisure elements) has gained popularity. Travel managers are implementing policies that allow travelers to combine work trips with personal time, providing a better work-life balance and potentially extending the value of each trip.

Extended Stay Options: Allowing travelers to extend their stay by a day or two—whether for personal or professional reasons—can improve their travel experience and morale. This flexibility supports employee satisfaction and enables them to recharge, reducing the likelihood of burnout from frequent travel.

4. Traveler Well-being and Safety as a Priority

The safety and well-being of business travelers have become a primary concern for companies, particularly after the global health challenges of recent years. Travel managers are committed to ensuring that trips are safe and comfortable, implementing policies and support systems that protect travelers’ physical and mental well-being.

Comprehensive Duty of Care

Corporate travel managers are responsible for Duty of Care—ensuring that companies provide adequate support, information, and resources to keep employees safe while traveling. This may include real-time safety updates, emergency contacts, and 24/7 travel support.

Health and Wellness Programs: Offering resources for stress management, wellness activities, and access to healthcare during trips can help maintain traveler well-being. This may include recommendations for wellness-friendly accommodations, gym facilities, or nutritious meal options.

Risk Assessment and Crisis Management: Travel managers conduct risk assessments for high-risk destinations and develop contingency plans for emergencies, such as natural disasters, political unrest, or health crises. These measures enable travelers to focus on their work, knowing their company has plans in place to protect them.

5. Measuring ROI in Corporate Travel

As business travel continues to evolve, travel managers are focusing on how to demonstrate the return on investment (ROI) for each trip, ensuring that the value of travel aligns with organizational goals. Using data and performance metrics, travel managers can justify travel budgets, optimize costs, and show the tangible outcomes of each trip.

Data-Driven Decision Making

Travel managers leverage data analytics and performance metrics to evaluate the effectiveness of each trip. By monitoring spending, traveler satisfaction, and productivity, they gain insights into how travel policies can be adjusted to support broader business goals.

Outcome-Based Metrics: Instead of measuring success only by cost savings, travel managers are now looking at trip outcomes, such as revenue generated, partnerships formed, or employee satisfaction. This data helps create a more strategic approach to travel, focusing on value rather than volume.

Continuous Improvement: With feedback from travelers and stakeholders, travel managers continuously refine policies and practices, optimizing every aspect of the travel program to deliver better results and improve the travel experience over time.

The future of corporate travel will be defined by digital innovation, sustainability, flexibility, and a strong focus on traveler well-being. As companies continue to adapt to new work models and environmental priorities, travel managers are at the forefront of these transformations, guiding companies to make travel choices that align with organizational goals, protect travelers, and enhance productivity.

In an era where business travel is becoming more strategic, the role of the travel manager has never been more critical. Their ability to harness technology, sustainable practices, and flexible travel policies ensures that corporate travel remains a valuable, forward-thinking asset to companies around the globe.

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Posted on 7 February 2025 by VMR Travel