One of our clients having a global presence with significant international travel spend, where global travel operations were largely consolidated and managed out of India. The client engaged RBT as its Travel Management Company to review and optimize its travel operations model.

Challenges
The client’s travel program was managed through a multi-layered internal team structure, with separate travel managers and decentralized processes. This led to:

• High operational costs associated with managing internal travel teams
• Dependency on multiple stakeholders for approvals and execution
• Requirement for round-the-clock support due to global travel activity

The client was seeking a partner who could consolidate the travel program, reduce costs, and improve visibility without impacting service quality.

RBT proposed a phased transition model, ensuring business continuity while gradually transferring ownership of the travel program.

• Phase 1: Process Takeover & Desk Setup
  • Established a dedicated 24/7 travel desk operating from the client’s office
  • Introduced a Team Leader (TL) to oversee operations and manage the transition
  • Initiated phased takeover of travel processes band-wise, hierarchy-based
• Phase 2: Process Expansion & Consolidation
  • Successfully transitioned international hotel bookings to the centralized travel desk
  • Standardized processes and reporting across regions
  • Ensured seamless coordination with stakeholders during and after transition

• Reduced cost of travel operations by eliminating the need for multiple internal travel managers
• Centralized travel desk with 24/7 support, ensuring consistent service delivery across time zones
• Improved control and visibility through consolidated processes and reporting
• Single point of accountability with RBT managing end-to-end travel operations
• Enhanced stakeholder confidence due to structured governance and proactive support

The consultative approach provided for a phased transition approach enabled this global organization to consolidate their travel programs effectively—reducing costs while improving visibility, control, and traveler support.

By taking over the client’s travel operations in a structured, phased manner, RBT transformed a complex, multi-layered travel setup into a centralized, cost-efficient, and scalable global travel program. The engagement reinforced RBT’s role as a strategic travel partner rather than a transactional service provider.