Travel Policies

Almost since the inception of video conferencing it has been touted as an alternative to travel and with that ROI models justifying the sale of the equipment have had some success, but rarely has the introduction of Video or Audio conferencing services had a demonstrable impact on travel costs. There are a number of reasons for this such as.


  • Early adopters had poor video experiences
  • Legacy ISDN services where costly
  • Systems were difficult to use.
  • Vendors did not follow the sale through and truly engage and train end users/travelers
  • No requirement or policy to enforce the use of conferencing equipment.

C2C has recently been working with an internationally recognized travel management consultancy group to design a travel policy that ensures adherence to policies and guides users through a series of alternative meeting mediums before finally endorsing the use of travel. This method of ensuring that users pass through a series of gates or check points prior to traveling ensures adherence and projected ROI’s can be met.

Naturally not all travel policies will be the same and the process for delivering the correct policy to suit your business will take place after the right collaboration elements are working effectively within the enterprise. C2C provides travel policy consultancy services specifically designed to ensure that the investment in collaboration technology is maximized and projected ROI’s are realised.

A robust travel policy should include the following:

  • Use of Contracted Travel Agent Supplier
  • Pre-Approval
  • Justification process which seeks travel after all conferencing options are explored and valid reasons for air travel are presented.
  • Class of Travel
  • Best Fare of the Day & Due Economy
  • Air Travel
  • Accommodation:
  • Ground Transportation
  • Travel by Private Vehicle
  • Entertainment & Hospitality
  • Traveller Health & Safety and Duty of Care
  • Payment for & Acquittal of Travel Services: (process varies by organisation)
  • Travel Advances & Reimbursements
  • Travel Diaries
  • Alternate Funding Sources
  • Frequent Flyer Programs & Lounge Memberships

C2C’s analysis and benchmarking process will measure the effectiveness of the policy and make adjustments where required in either the travel policy or the collaboration tools to maintain projected savings.