Travel reports simplified with data visualisation

How-Analytics-Studio-helps-travel-managers

You might think that business travel is easy to describe, but the details quickly get blurry. Without effective business data analytics and visualisation, management discussions about a travel programme might start to resemble a guessing game.

The issue comes from the fact that business travel seems to be a simple topic: People go places. They spend the company’s money to fly, take trains, rent cars and stay in hotels. It appears pretty straightforward, but it isn’t.

In a large, multi-national company, with thousands of people travelling at the same time, the volume and complexity of travel data can become overwhelming. How many people booked in advance, like they’re supposed to? Are enough people using their business’ travel management company (TMC)? Common questions like this require data and data analysis to answer.

But not all businesses and travel managers have the skill set or resources to crunch the numbers. This can create a difficult and challenging situation. If you can’t provide easy-to-understand data visualisation reports, conversations about your business travel programme can devolve into the simplistic “how much did you spend, and why didn’t you spend less?” trap.

The answer is data visualisation. Data visualisation simplifies thousands of rows of data into easy-to-understand charts and graphs. This eliminates the need for advanced analysis and allows travel managers and business decision makers to stay on top of their business travel programme.

Until now, the data visualisation tools that were available were expensive, hard to use or both. But travel managers, arrangers and companies looking for a clear understanding of the impact that corporate travel has on their business no longer face these limitations.

The Egencia Analytics Studio is the solution. Built with the travel manager and their day-to-day reporting needs in mind, it’s a user-friendly platform for people who do business travel for a living. With the Analytics Studio, you can explore data visually, discover hidden insights and identify new sources of savings. Track trends over time to help you optimise spend across travel categories such as air, hotel, train and car.

The Analytics Studio goes beyond a standard business dashboard. With rich, fast data visualisation, it allows you to quickly communicate important travel data and results with internal teams and executives.

In our work with large multi-national organisations, we’ve found five ways that the Analytics Studio helps travel managers excel in their work.

1.     Understand how your travel programme is performing

With Analytics Studio. you can create compelling reports to share with your organisation’s HR, finance, executive and procurement teams. The product makes this possible by providing a consolidated view of business travel data. This is enabled by Egencia’s business travel platform, which stores all your travel data in one place, whether booking occurs online, offline or in the app. As a result, you see a complete picture of your travel programme when you use Analytics Studio.

Visual renderings and customisable widgets can analyse your organisation’s unique travel programme. The use of graphs and filters make it possible to highlight key findings to senior managers. Examples include visualising the impact of advance purchase in correlation with policies across different types of travel, such as international, domestic or regional.

2.     Quickly view multiple layers of travel data

Relevance is critical to effective communication about travel data with peers and senior managers. For instance, if you manage travel for one region in a company that operates in a dozen countries, you’ll primarily want to know what’s going on in your region. The bigger picture may be helpful, but your managers are usually interested in their profits and losses (P&L) and budget and not the entire organisation.

Travel managers can assign different levels of access in the Analytics Studio to employees based on predefined roles. The system is flexible, so it can adapt to your business needs. The rules allow users to see what they need to see to do their jobs, but not more. This way, people aren’t privy to data that doesn’t concern them and they aren’t overloaded with information about areas of the business that don’t relate to their work.

The product also gives users rich drill-down capabilities. You can filter data visualisations by department or travel group. Let’s say you want to compare Business Unit A to Business Unit B on how well each group follows advance booking rules. Analytics Studio has simple, click-based controls to generate comparative visual graphs on the fly. This way, you can uncover patterns and trends in your travel programme that might merit the attention of upper management, present savings opportunities and refine your compliance strategy.

 

3.     Bring travel data in-house without IT or data specialists

The general trend in data analytics has been to move away from departments dedicated to this kind of work. New visualisation tools have put graphical presentation capabilities into the hands of generalists. The Egencia Analytics Studio delivers this ease of use to consumers of business travel data.

Data visualisation depends on data access. The best visualisation tools won’t work if people can’t get to the data. The Analytics Studio solves this problem because it can pull in travel data from the Egencia travel management platform.

The ability to import data from multiple sources isn’t new. What’s different with the Analytics Studio is the simplicity of the process. Bringing travel data in-house used to require an IT project, usually executed by dedicated IT staff. It meant engaging with either in-house or outside application integration specialists and database administrators – a process that was invariably expensive and time consuming. Now, you can assemble data sets from disparate sources without triggering a complicated project.

The Analytics Studio also lets users export the actual underlying data sets, if that’s required. You can pull the real numbers into an Excel spreadsheet if you need to do further offline analysis. You can then work on the data in the most granular ways possible, all without a call to IT.

4.     Do the hard “what ifs?” without a struggle

Data analytics can provide actionable insights for corporate managers. The catch, however, has often been the complexity and time lag involved in bringing these insights into focus. The Analytics Studio gives users a tool kit that can quickly show the insights into graphic presentations that make them easy to understand. These visualisations answer the “what if?” questions that typically arise when managers review travel programme reports.

Imagine that you’re trying to evaluate why policy compliance is better in one European subsidiary versus another. The Analytics Studio has a mapping feature that puts abstract concepts such as policy compliance into a visual form that overlay on maps. Modifying the query could lead to an insight, along the lines that a particular country’s employees are not booking far enough in advance, as required by policy. You could do a “what if?” scenario and compare rates of advance booking for all countries in the region, for example.

An exercise like this might give you insights into how a certain route or air carrier was booked out of compliance more than others. You could model what the costs would look like with different currencies, different carriers, one-stop versus non-stop and on and on. From there, knowing the facts, you can take action. In the future, the Analytics Studio can help you model how changes in policy would affect your programme through predictive analytics.

5.     Look good on the job

Data visualisation is, of course, about more than creating intelligent graphical depictions of your business travel programme’s data. It’s also about you. With Analytics Studio, you get a tool that propels you into the right kind of conversations with the people who count on your organisation.

Travel managers sometimes find it hard to present their work as strategic and essential to the business. To senior leadership, travel may seem overly simple, abstract or routine. Effective data visualisation lets business travel programmes have a meaningful dialogue with management. By providing useful insights and answering tricky “what if?” questions with Analytics Studio, you can demonstrate the business value of travel in real time.

Conclusion

Rich, visual travel data is available to you now, but all the data in the world is useless if you don’t know what to do with it. The challenge is to know what actions to take to advance your company’s business. The Egencia Analytics Studio can put this capacity in your hands. It moves your travel programme from a guessing game to concrete knowledge. Unlike earlier generations of analytics and data visualisation tools, Analytics Studio is built for ease of use for the people running business travel programmes in their day-to-day jobs.  It gives you the ability to understand how your travel programme is performing, as well as how it might perform better – and how you can effectively communicate up and down to anyone in your company.