When it comes to building a more sustainable business travel program, cost is often seen as the biggest hurPICTURE THIS: At last, your long-awaited business meeting dates have been confirmed. But let’s be honest – one day the quote is reasonable and the next it’s eye watering. This scenario is all to common, especially in the current state of revenue and fare management.
The good news is that smarter booking behaviour can help companies, big or small, control costs and maximise the travel budget. Here are some insider tips to help you travel smarter.
Time your bookings better
Did you know that last-minute bookings can cost you 15-30% more? But here’s the kicker – book too early and rates are high because discounted fares haven’t been released yet. Book too late and you pay a premium as the cheap seats are sold out.
Snagging the best deal is getting more complicated as airlines use dynamic pricing algorithms and real-time yield management to adjust airfares based on demand and seat availability.
This means that fares now change constantly, so you have to time your bookings better. Early morning and late afternoon flights are often pricier as they are at a premium for business travellers trying to avoid an overnight trip. Airlines also know that business travellers want to be home for weekends, so they traditionally price airfares higher on a Monday and a Friday, meaning prices often drop mid-week. So, if you have recurring travel needs or upcoming trips that aren’t urgent, you’re more likely to pay less if you travel Tuesday – Thursday. Recognising these patterns can yield significant savings on annual trips.
The rule of thumb is to book 3 – 6 weeks before departure for domestic travel (the sweet spot is often 14-21 days before travel) and 2–8 months for international flights for the best odds. And remember that booking early isn’t just about saving money; it also means smoother approvals, better flight times, and reduced stress.
Consider alternatives
The benefits of direct flights are undeniable, especially when you’re trying to maximise productivity and minimise time away from the office.
In addition to the convenience, let’s face it, you also reduce the chance of knock-on delays and losing luggage. But they also command a premium price between 40-60% more than connections.
If you’re flying somewhere for a two-hour meeting and flying back the same day, it’s logical to pay for a direct flight. In these instances, consider nearby airports as an alternative. For example, Gatwick airport is quieter and it’s quicker to connect to a destination like Brighton rather than travelling to Heathrow from here. Locally, the choice between OR Tambo and Lanseria airports in Johannesburg depends on your flexibility so you should compare their flight prices. The airport experience at Lanseria provides better convenience through shorter lines and simpler parking while offering better flight deals than OR Tambo.
But if you’re traveling for a multi-day conference or week-long client meetings, a single layover might be the smarter choice. That extra ground transportation time is usually worth it when you calculate the savings across multiple trips per year. Plus, you can use the layover productively. Airport lounges offer quiet spaces to work, take calls, and recharge. That two-hour connection becomes billable time rather than wasted time.
Use corporate programs wisely
Many companies have preferred airline partnerships that offer up-front negotiated rates. These absolutely have value, especially if you’ve included free changes. But sometimes, standard fares offer better value depending on the route and availability of seats.
In these instances, chat to your manager or travel coordinator and calculate the actual value of supporting your preferred partner targets versus the immediate savings.
Some companies have adopted “lowest logical fare” policies that allow reasonable alternatives. For example, a R500 difference might not justify switching airlines, but a R2500.00 difference probably does.
Pay attention to the extras
Over the past decade, ancillaries have morphed from mere add-ons to becoming an invaluable revenue stream for airlines. The problem is that the additional services and products beyond the base airfare add unplanned costs to your trip. (Today, most airlines charge extra for seat selection, checked bags, early boarding, onboard meals and so on.)
Just make sure your calculation includes all fees and that what you’re adding is permitted by your company’s expense policy.
Set clear company policies
According to 2024 BCD survey, 9 (nine) in 10 (ten) business travellers consult their travel policy when making travel decisions.
Make sure your travel policy sets out these guidelines clearly. For example, detail how long in advance to book, to consider layovers for longer trips and what ancillaries may be included.
Clear policies create consistency across the organisation, make it easier for your travellers to support your programme and streamlines the experience.
Be realistic
Finally, let’s be realistic. Sometimes business flights are just expensive, and no amount of clever searching will change that. If you need to be in Johannesburg tomorrow morning for an emergency client meeting, you’re paying premium prices. That’s just how supply and demand works.
But by implementing behavioural changes you’ll consistently pay less than the traveller who books impulsively at the last minute.
The best part? It’s just about being strategic, patient when circumstances allow, and willing to adapt. Talk to our travel experts to help you adapt your policy so that travellers can make smarter choices.