For many professionals, corporate travel used to follow a fairly predictable script. Trips were planned weeks ahead, preferred airlines were booked through approved systems, and company policy quietly kept everything running smoothly.
Source: TTS
According to eTNW, that tidy system is starting to crack.
A new industry report suggests that corporate travel programmes in South Africa are facing growing pressure as businesses try to balance strict travel policies with the messy realities of modern work.
The rise of last-minute business travel
One of the biggest problems facing corporate travel managers right now is timing. According to the Travel Management Blueprint, a research report by Wings Global Travel based on a survey of 30 South African companies, more than half of the firms say external client requirements are forcing them to arrange trips at the last minute.
In other words, the carefully planned two-week booking window that many company policies require is often unrealistic. Deals move quickly, meetings appear suddenly, and clients expect teams to show up without delay.
When that happens, travellers often bypass official booking channels entirely.
The result is a growing tug of war between policy and practicality.
High-touch travellers add to the pressure
Another challenge that companies are grappling with is what the industry calls “high-touch travellers.” These are employees who travel frequently, often for client-facing roles, and who require more personalised support when planning trips.
Half of the firms surveyed say managing these travellers has become one of the biggest workloads within corporate travel programmes.
Many of these employees have specific preferences for flights, hotels, or travel times. If booking systems feel slow or restrictive, they are far more likely to make their own arrangements rather than follow company procedures.
That creates compliance issues and makes it harder for organisations to track spending or maintain duty of care for employees on the road.
When travel policy meets real-world business
Corporate travel managers are also dealing with a long list of other challenges.
Nearly half of companies say they struggle to balance client demands with internal policies. The same number say managing travel budgets and reducing costs has become a constant pressure.
Other common hurdles include travellers ignoring company rules, difficulties with suppliers, sustainability goals, and the logistics of organising large group trips.
Even data management has entered the mix. Some firms say they are now juggling the need to protect sensitive information while still collecting the travel data needed to manage employees on the move.
Why stricter rules are not working
Interestingly, the report suggests that tightening rules rarely solves the problem.
Instead, businesses are finding that flexibility often leads to better compliance.
Some firms have started working more closely with travel management companies to design systems that allow personal preferences within policy limits. When travellers feel their needs are being considered, they are far more likely to follow official booking channels.
Industry professionals say trust plays a major role here. If travellers believe the system will deliver the flights and hotels they want, they are less inclined to bypass it.
Smarter travel management is replacing rigid policies
The report also highlights a few practical ways companies are adapting to the new reality of corporate travel.
One approach is to introduce flexible booking windows. Instead of enforcing a strict 14-day rule for everyone, companies can create pre-approved exceptions for roles where last-minute travel is common.
Another strategy focuses on making booking easier. Storing traveller preferences in company systems means employees no longer have to enter the same information repeatedly, which removes a major frustration.
Preferred suppliers are also part of the equation. By building stronger relationships with airlines and hotels that meet both budget and traveller needs, companies can reduce the temptation to book outside the system.
Finally, data is becoming an important management tool. By analysing booking patterns, travel managers can identify employees who frequently book late and understand the reasons behind it.
A changing travel landscape
Corporate travel is not disappearing any time soon. In fact, as businesses expand across regions and industries rely on face-to-face relationships, it remains a crucial part of doing business.
What is changing is the way companies manage it.
Instead of rigid policies built around cost control alone, many organisations are now shifting towards smarter travel programmes that balance budgets, productivity, and traveller experience.
For South African companies navigating a fast-moving business environment, that balance may prove to be the real challenge of modern corporate travel.
Source: eTNW
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