Presentation of Egencia's Webinar: How Many Hats Do You Wear?
Guest Speakers: Kelley Smith from Xybix, Matt Osgood from Summer Search, and Kristina Myers from Club Assist.
These three speakers share their challenges and successes in setting up a travel program for their companies, while managing all their other responsibilities!
1. “How Many Hats
Do You Wear?”
A Best Practices in Travel
Management Webinar
Wednesday Sept 21
10am PT | 1pm ET
For Audio Dial Toll free
(877) 397-0297
Passcode: 6869954
If dialing from outside the United States
(719) 325-4900
Passcode: 6869954
2. Introductions and Agenda
Jenny Kelley Matt Kristina
O’Brien Smith Osgood Myers
District Sales
Manager
2 | Egencia Confidential
3. Introduction to Xybix
Designs and manufactures
ergonomic dispatch furniture and
consoles for 24/7 mission critical
environments
Approximately 55 employees
Kelley
22 employees travel for business Smith
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4. National Installation Manager
Formally Dispatch Supervisor
Installation Project Manager
Team of 5 Installation Supervisors
Design, Manufacturing and Marketing
Sales Support Kelley
Smith
Consulting
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5. Former Travel Management Culture at Xybix
Independence - Each employee
makes their own travel
arrangements
Travel Policy was written, but not
enforceable in “real-time”
Kelley
Accounting Team struggled to Smith
reconcile Job Costing
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6. Xybix Best Practice Tips
Grant C-level employees own
access
Accelerate approval for travel
requests with TripController™
Simplify job costing for accounting Kelley
team with Custom Data Fields Smith
Spend less than 90 minutes
per week managing travel
6 | Egencia Confidential
7. Introduction to Summer Search
Founded in San Francisco in 1990,
Summer Search now operates
seven offices nationwide helping to
place more than 1,100 high school
students annually on a path of
positive change. Matt
Osgood
College Alumni
2 summer
advisory support
Weekly experiential
services throughout
mentoring education
throughout college and
programs
high school beyond
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8. Introduction to Matt Osgood
Hanover, IN
South Korea
Kansas City, KS
San Francisco, CA
Matt
Osgood
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9. National Summer Program Coordinator
Program Development and
Scholarship Management
Program Management
Logistics
Insurance Matt
Osgood
Foreign Policies
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10. Former Process to Book Travel
Student
Travel
Matt
Agency
Matt
Osgood
Travel
Mentor
Agency
Matt
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11. Current Program Utilizing Egencia
Student
Matt
Osgood
Egencia
Mentor
(Online)
Real-Time
Visibility
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12. Summer Search Best Practice Tips
Empower your travelers - allow
them to book their own travel
Automate approval requests to
eliminate steps in the process
Leverage the platform across Matt
various departments - students & Osgood
staff
12 | Egencia Confidential
13. Who is Club Assist?
Club Assist is the world leader in
automotive club-branded roadside
and support services
Kristina
Myers
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14. Kristina Myers, Executive Admin to President
Studied Behavior Management
Organizational Psychology
Incentive programs, Team Building
Events
Kristina
Myers
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16. Club Assist Best Practice Tips
Internal Help Desk Team of Five
Across US
Kristina
Myers
Various Communication Channels
Skype Phone Email
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17. Club Assist Internal Travel Help Desk
Travel Team Conference Calls
Monthly Newsletters
Reduce Travel Expenses
Kristina
Myers
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18. Takeaways
Kelley at Xybix
Grant C-level employees access
Accelerate approval for travel requests
Simplify job costing for accounting team
Kelley
Smith
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19. Takeaways
Kelley at Xybix
Grant C-level employees access
Accelerate approval for travel requests
Simplify job costing for accounting team
Matt at Summer Search
Empower your travelers to book their own travel
Automate approval requests
Matt
Leverage the platform Osgood
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20. Takeaways
Kelley at Xybix
Grant C-level employees access
Accelerate approval for travel requests
Simplify job costing for accounting team
Matt at Summer Search
Empower your travelers to book their own travel
Automate approval requests
Kristina
Leverage the platform Myers
Kristina at Club Assist
Create an internal travel support team
Highlight improvements in a newsletter
Track missed savings opportunities
20 | Egencia Confidential
21. Questions?
Jenny Kelley Matt Kristina
O’Brien Smith Osgood Myers
District Sales
Manager
21 | Egencia Confidential