BACKGROUND
Everything Managed Group (EMG) is a rapidly growing business service provider catering to the Small and Medium Enterprise (SME) market across the UK. Based in Newcastle, EMG has 155 employees, serves 30,000 customers, and has an annual turnover of £40 million. As the company expanded, the inefficiencies in its traditional travel management approach became increasingly apparent.
CHALLENGES FACED
Inefficient Travel Booking Process: Employees were individually responsible for researching and booking travel using company credit cards, leading to significant time lost in administration and receipt management.
Lack of Visibility and Control: The management team needed more oversight regarding travel expenditures, and there were no structured spending limits based on employee seniority.
Administrative Burden:
The manual process of managing travel expenses and receipts consumed valuable time that could have been better spent on core business activities.
SOLUTION
To address these challenges, EMG partnered with Dawson & Sanderson Corporate Travel. This partnership introduced a streamlined travel solution through a comprehensive travel portal, which included:
Automated Spend Limits and Authorisations: The travel portal allowed for the creation of a hierarchical system of automatic spend limits and authorisations. Each authorised employee received a unique login with predefined spending limits, which could also cover meals and hospitality.
Administrative Efficiency: By centralising travel bookings, the need for individual employees to manage travel arrangements was eliminated, significantly reducing administrative workload.
Complete Visibility and Reporting: The system gave the management team complete visibility of all travel-related expenses. Detailed reporting capabilities allowed for easy tracking and reconciliation of costs.
Centralised Billing: A single monthly invoice simplified the reconciliation process, enabling costs to be efficiently allocated to the respective cost centres.
User-Friendly Portal: Most travel bookings, including ticket issuance, could be handled directly online. For more complex travel needs, employees had access to a dedicated support team for bespoke solutions.
BENEFITS REALISED
Time Savings: Significant time was saved for employees and senior management by reducing the administrative burden associated with travel arrangements.
Improved Cost Control: The visibility and control over travel expenditures were greatly enhanced, allowing for better budget management and allocation.
Employee Adoption: The ease of use of the travel portal led to widespread adoption among employees, further streamlining the travel booking process.
Management Satisfaction: Senior management expressed high satisfaction levels due to reduced administrative workload and enhanced control and visibility over travel expenses.
CONCLUSION
The partnership between Everything Managed Group and Dawson & Sanderson Corporate Travel proved highly successful in addressing the inefficiencies of EMG's previous travel management approach. Despite its rapid growth, the new system delivered substantial administrative and managerial benefits, contributing to the company's operational efficiency. The case study demonstrates the importance of leveraging technology and expert partnerships to streamline business processes and improve productivity.