In today’s workplace landscape, remote and hybrid models have become the new norm. As a corporate travel agent, you have a unique opportunity to support clients whose teams are distributed across cities or countries. This guide gives you a role-specific checklist—tailored for travel agents—to help you manage travel for remote and hybrid teams with confidence and precision.
1. Clarify the Client’s Team Structure
– Determine if the team is fully remote, hybrid, or office-first with remote options.
– Identify the primary locations of team members.
– Learn how often in-person meetings, retreats, or offsites are held.
– Understand whether travel is required or optional for employees.
Why it’s critical: Knowing the structure helps you recommend centralized meeting locations and optimize travel budgets.
2. Understand the Travel Scenarios
– Are offsites quarterly or annual? Think group bookings and lodging.
– Will there be project-based travel or multi-location collaboration?
– What about training sessions or sales roadshows?
– Create individual travel profiles (preferences, FF programs, visa needs).
Tip: Profiles speed up next bookings and improve personalization.
3. Streamline Communication and Bookings
– Appoint a single booking point of contact within the client’s team.
– Use shared tools (Slack, Teams, email) for updates.
– Offer 24/7 support for emergencies.
– Consider implementing a travel dashboard for managing all itineraries.
– Offering a self-service booking portal following company policy adds immense value.
4. Build in Flexibility
– Favor flexible fare options for changes.
– Choose hotels with free cancellations.
– Partner with vendors offering change-friendly policies.
– Offer employee insurance tailored for remote work contexts.
Flexibility helps protect clients against losses from sudden schedule changes.
5. Factor in Location and Time Zones
– Choose central meeting hubs to minimize overall travel.
– Account for multi-time-zone alignment and recovery days.
– Example: For teams in New York, London, and Dubai, Lisbon may be a practical central point.
6. Add Value with Experiential Planning
– Host team-building activities or hybrid-capable meeting rooms.
– Offer leisure or post-trip excursions.
– Negotiate group discounts for experiences.
Aim to position yourself as a strategic travel partner, not just a service provider.
7. Align with Sustainability and Compliance
– Track flight emissions and offer greener alternatives.
– Bond travel bookings with the client’s preferred vendors and budgets.
– Provide clear travel expense summaries for accounting ease.
8. Report on Travel ROI
– Measure average cost per trip and employee.
– Highlight cost savings from early booking or volume discounts.
– Share traveler feedback and insights.
Corporate clients appreciate agents who bring data-driven value.
Conclusion
By positioning yourself as a corporate travel agent who deeply understands remote and hybrid team challenges, you become an invaluable asset. Use this checklist to offer streamlined, flexible, and insightful travel solutions—and you’ll stand out as a trusted strategic partner.
Corporate Travel Agent Guide: Checklist for Managing Remote & Hybrid Workforce Travel
