The essential role of specialised travel management in the infrastructure sector

Large-scale infrastructure projects are complex and challenging, with the intricacies of machine and material coordination just as crucial as managing the logistics of human resources.

This is particularly true when it comes to an often initially overlooked aspect of many infrastructure projects – travel management.

Infrastructure workers are regularly needed to travel long distances, occasionally at a mere moment’s notice and often to remote locations, as they construct, inspect and maintain many of our country’s critical systems.

Whether it be a team of engineers addressing gas line issues in an urban cityscape or restoring power to South East England, the East of England and London, having a reputable Travel Management Company behind you makes all the difference.

Whatever the issue, the logistics of getting each individual where they need to be, on time and with accommodation at the end of the day really does present a unique set of challenges.

Logistical, health, safety, and regulatory requirements, along with the need for economical and sustainable travel, create an intricate set of challenges for those managing travel for infrastructure workers. All these factors necessitate a tailored approach to travel management that caters specifically to the needs of infrastructure workers.

This is exactly why the importance of specialised travel management cannot be understated.

The proof is in the pudding

Our manufacturing, construction and infrastructure travel management services are second to none, there is nothing we cannot do!

If you can name it, the chances are we’ve negotiated, booked and managed it. But don’t just take our word for it, we’ve got plenty of real-life success stories to prove it!

Take our work with Amey for example. An infrastructure company working with over 15 local authorities including Birmingham, Sheffield and Staffordshire, they elected to implement a self-service model whereby all bookings require different levels of authorisation.

So, what did we do?

• Reduction of overall travel spend by £290K Half Year 2017 v Half Year 2016
• Hotel spend down by 9% Year on Year
• 220 hotels appointed as preferred hotels
• 92% of all hotel bookings were made online
• Online booking fee saving of £18,304

“Clarity is a progressive organisation who have accommodated and adapted to the majority of our business needs.”

– Robert Curley, Principal Business Improvement Manager Amey.

Read the full case study here.

Then, in 2018, Amey was involved in the Derby resignalling project, a £200m project to improve journeys to and through Derby railway station. During this, they needed to satisfy the needs of 17 workers for 96 nights over a period of three months between July 2018 to October 2018. This equated to 1,700 room nights within a short space of time.

Find out how we facilitated this here.

We’ve also worked closely with Cadent Gas, the UK’s largest gas distribution network, following a major gas line incident in Central London. Our first-class Emergency Mobilisation Team were mobilised in order to source accommodation and transport for over 100 families, and 500+ people, including accessibility requirements, and of course, pets.

Read more about this success story.

Finally, during large-scale power outages, such as those caused by Storm David in January 2018, and Storm Arwen in September 2020, temporary accommodation is a must. Whether this be for the families impacted or the emergency workers who work night and day to restore power.

Again, Clarity worked closely with UK Power Networks Services to source large numbers of last-minute rooms, and again, we delivered. Find out more here.

What is the role of a TMC in large infrastructure projects and how do they streamline the process?

Complex scheduling and logistics

Time management is a critical factor in the success of any infrastructure project, and the process of travel management plays an important part in making sure the timetable is met. This involves making sure the best routes are taken, arranging transportation and accommodation, and coordinating transfers so that everyone involved is where they need to be when they need to be there.

Budget control

Infrastructure projects need to be managed carefully in order to stay within their allocated budgets. Travel management can provide assistance by obtaining the most cost-effective deals for flights, hotels, and other related services. Additionally, it can ensure that all expenses are monitored and reported, enabling project managers to accurately monitor expenditure.

Compliance

When travelling for business, especially overseas, there are often intricate laws and rules to follow such as obtaining the right work visas, following customs protocols, and adhering to tax regulations. A travel management service can help employers and employees to stay in compliance with all of these requirements, avoiding any potential legal pitfalls.

Communication

Ensuring that all involved in a major infrastructure project remain aware of the latest developments can be a challenging endeavour. Travel management can help by providing details on any alterations to travel plans, keeping personnel and supervisors up-to-date on any modifications to, or issues with those plans, and collaborating with those at the project site.

Sustainability

Mitigating the environmental impact of infrastructure projects can be achieved by selecting a TMC that employs more sustainable travel methods. With the goal of counterbalancing carbon emissions, and giving guidance to individuals about how to be more sustainable when travelling.

Aside from all of this, when you partner with Clarity you can be sure that you will receive dedicated support. We’re more than aware of the unpredictable nature of travel, particularly large-scale or last-minute journeys. Cancellations, delays and last-minute changes can wreak havoc on even the best-laid plans.

That’s why we’re on hand, 24/7 to help you navigate any issues by swiftly addressing them and finding resolutions to ensure any disruptions to the project are minimised.

If you would like to find out more about partnering with Clarity as your TMC, you can either call us or book an online consultation. After all, we’re the business travel experts, and we’re here to help with whatever your travel requirements may be!

Sound good? book an online consultation.

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