Hitachi Data Systems’ OBT use and savings soar

Global policy and traveler engagement pave the way for multi-country success.

Global policy and traveler engagement pave the way for multi-country success; online booking tool use goes from zero to 81% in some markets

The challenge: Hitachi Data Systems was looking to increase savings by improving online booking tool (OBT) adoption. The company also aimed to boost travel policy compliance and enhance point-of-purchase control. But Hitachi Data Systems didn’t want to mandate change; rather, the company wanted to engage travelers in changing in their behavior.

Hitachi Data Systems called on BCD Travel for help. Together, the information technologies provider and travel management company mapped out a plan to:

  • Create a global travel policy
  • Implement an online booking tool in countries without one
  • Boost travel-and-expense savings by getting travelers to book online
  • Increase preferred supplier bookings through the online booking tool

The solution: BCD conducted an assessment of Hitachi Data Systems’ travel policy. Based on the findings, BCD then helped the company develop a single global travel and expense policy. The global policy replaced 15 regional ones that varied in content and enforcement.

BCD then implemented an online booking tool in seven countries. The OBT gives travelers a convenient booking option. It also helps influence their buying decisions. Each day, travelers see preferred supplier options through the OBT and can make smart travel choices.

Strategic traveler communications and well-planned educational sessions were key to the OBT project’s success. Hitachi Data Systems promoted the online booking tool; provided training classes; and offered traveler and travel-approver webinars in each country. The communications and training reinforced the company’s travel policy; stressed the importance of booking through preferred suppliers; and introduced the online shopping and booking process.

The results: The global travel policy and seven-country OBT rollout took place in 2012. By the fourth quarter of 2014, OBT adoption levels were:

  • France – 81%
  • UK – 76%
  • Australia – 71%
  • Brazil – 64%
  • Germany – 35%
  • The Netherlands – 27%
  • Austria – 21%

In the U.S. and Canada, where the company already had an online booking tool in place, OBT adoption jumped significantly—from 18% in 2012 to 77% in the fourth quarter of 2014.

In addition, use of preferred airlines rose 20% and stays at preferred hotels rose 13% during that time. The increase in volume to preferred suppliers bolstered Hitachi Data Systems’ supplier commitments and strengthened its negotiating power.

Together, HDS’ global travel policy; online booking tool; preferred supplier reinforcement; and solid traveler training and communications locked in the company’s ability to engage employees in its mission to save on travel.

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