Travel costs are widely considered one of the most controllable expenses within an organization. For businesses that require frequent travel — whether for sales, consulting, or project management — these costs can make up a significant portion of the overall budget. But there are strategies to manage and optimize these expenses effectively.
Here’s why early booking can make a difference for both travelers and program managers:
- Direct Impact on Margins: Reducing unnecessary travel expenses can free up resources for other critical areas of the business.
- Budget Predictability: Controlling travel costs enables better forecasting and allocation of financial resources.
Did you know that a significant percentage of travel savings are impacted by traveler behavior alone? Studies show that booking flights and accommodations at least two weeks ahead for domestic travel, or a month for international trips, can save up to 30%.
Educating employees on cost-saving practices, like booking in advance or choosing economy options, can lead to substantial savings.
Discover the key advantages of booking in advance and how it can enhance your travel experience.
Booking in advance is one of the most effective ways to reduce travel costs. These savings can significantly reduce overall travel expenses, benefiting both the traveler and the organization’s bottom line.
For example, if your company’s annual travel spend is $5,000,000, a 30% savings from booking early could translate to $1,500,000 in savings. Imagine what that could mean for your organization — freeing up resources that could be invested in other critical business areas.
Early booking doesn’t just save money — it also provides access to better options. By booking in advance, travelers can secure preferred flights and accommodations, which are often limited closer to the travel date. This helps improve the overall travel experience and ensures employees have the best options to meet their needs.
One of the most common policy guidelines is booking trips early to secure better rates and options. However, compliance isn’t just about rules — it’s about behavior.
Zii, Encore’s online booking tool, streamlines this process by embedding policy guidelines directly into the booking workflow. With tools like Zii’s Compliance Scorecard, managers can track compliance adherence at every level. By providing a clear, report card-style grade — from Excellent (8–10) to Poor (0–3.9) — Zii highlights where behaviors align with policy and where improvements are needed.
For example:
If a department routinely books late, the scorecard identifies this trend, allowing managers to take action — like encouraging earlier bookings — to boost compliance and reduce costs. This approach makes it easier to influence behavior across the organization without relying solely on Travel Managers.
For travelers, booking early means less stress as the trip approaches. With everything planned in advance, employees can focus on preparing for meetings or presentations, rather than worrying about last-minute arrangements. From an organizational perspective, early bookings help reduce disruptions and keep travel plans on track, ensuring smoother logistics for everyone involved.
While booking early is important, there’s such a thing as booking too early. Booking too far in advance (more than 60 days) can sometimes lead to higher costs due to changes in flight schedules or cancellations. The best strategy is to book around two weeks ahead of time, ensuring the best price and scheduling flexibility for both the traveler and the organization.
The Bottom Line Be a Savvy Corporate Traveler (and Help Your Company Save)
Booking early isn’t just a smart move for individual travelers — it’s a strategy that can significantly benefit organizations as well. From reducing travel costs to ensuring compliance with company policies, early booking is a win for everyone. With Zii’s user-friendly features, travelers can make the most of early booking, and program managers can track and optimize travel spending across the company.
So, next time you plan a business trip, remember: booking early makes you a corporate travel pro — and helps your company save!
