Replacing some business travel with virtual collaboration can save money, cut down carbon emissions and reduce travel-related employee stress. But it can be a challenge for employees to determine whether it’s best to travel for business or use technology tools to work collaboratively from afar. Here are some ways corporate travel programs can help:
Create a matrix. In theory, an ideal policy would include a “Should I stay or should I go?” algorithm— a clear, rule-based decision matrix to help employees decide whether a meeting should be face-to-face or virtual. A simple example would be to say teams currently meeting monthly should only meet face to face twice a year and connect virtually 10 times per year.
Encourage questions. To make potential travelers think about alternatives before they book, offer them questions to assess the options. Some examples:
- How often do I travel to this destination? Could I reduce the frequency of my trips?
- How many people from the company are traveling? Could fewer of us travel?
- What will this meeting achieve face-to-face that cannot be achieved through other means?
- Who am I meeting? Is it a client, or a colleague who I could meet more easily virtually without harming our relationship?
- What are the financial, environmental and productivity costs? Are the expenditures, emissions and time dedicated to meeting face-to-face justifiable?
The benefits of virtual collaboration are compelling, especially as a component of a total collaboration management strategy that integrates with corporate travel. But most companies are in early stages with virtual collaboration. Right now, changing mindsets around the necessity of some face-to-face meetings is as important as changing processes.
Want to learn more? Download Virtual Collaboration: Enhancing Your Travel Program, a white paper and infographic from Advito. And get to know Advito’s traveler engagement and total collaboration management practices—both centered on aligning business goals and employee needs.
