How change management transforms travel & expense programs
Implementing a Travel & Expense program at scale has little to do with tools alone. In global enterprises, true transformation only succeeds when supported by effective change management. A structured, strategic and human-centric approach that ensures teams adopt new ways of working.
At SD Global Consulting, we help multinational companies implement change, prepare for change, and build a strong foundation that makes Travel & Expense (T&E) a lever for efficiency, compliance, and employee satisfaction.
In this article, we explore how change management drives T&E success, what global organizations often underestimate, and the proven methods that consistently deliver results across regions, cultures, and business units.
Why change management matters in travel & expense
In large organizations, Travel & Expense touches thousands of employees: travelers, managers, finance teams, procurement, HR, and leadership. Any modification to this ecosystem (new tool, new travel policy, new approval workflow) requires a structured change management implementation.
Without it, frustration rises, adoption drops, and the investment fails to deliver value.
Sophie Dubien, Founder of SD Global Consulting, has led T&E transformations in many countries and organizations. She notes that the most common sources of traveler frustration come directly from poor change management:
- Policies that feel rigid or disconnected from reality
- Lack of clarity on what is reimbursed
- Heavy processes with too many approvals
- Limited flexibility for exceptional situations
This is where preparing for change, communicating effectively, and activating leadership become crucial pillars of the implementation plan.
A structured approach to change management in T&E
Preparing for change: build the foundation
Every global T&E transformation starts with a clear strategy. Before implementing anything, SD Global Consulting helps organizations:
- Conduct a risk assessment to identify cultural, organizational, and operational obstacles
- Develop a vision and strategy for the new T&E model
- Identify what will be improved, from compliance to user experience
- Set goals and define what success looks like
- Develop an implementation plan including metrics to monitor progress
This stage is essential to plan for change with accuracy and anticipate complexity across countries.
Activate leadership: the critical success factor
In global rollouts, the message must come from the top. We often say that “countries adopt five times faster when the message is carried not only by global leadership but also by local leadership”.
Effective change management requires:
- A global launch supported by top executives
- Regional and local sponsors to relay the strategy
- Consistent communication before, during and after deployment
- Leadership that reinforces the change through visible engagement
This is how SD Global Consulting helps clients engage stakeholders, create alignment, and secure long-term adoption.
Communicate with stakeholders through the right channels
Communication is the backbone of effective change communication. But not all change is equal. We distinguish two levels:
Light changes (tool updates, policy refresh):
- Webinars
- Short videos
- Quick-start guides
- E-learning modules
Deep cultural changes (from Excel or local processes to a modern global T&E ecosystem):
- Live training
- Hands-on exercises
- Demonstrations
- Targeted support for key users
- Local Q&A sessions
Every communication plan is adapted to the country’s maturity level and the magnitude of the transformation.
Provide training and reinforce the change over time
Training is not a one-shot event. It is an ongoing effort to reinforce the change and ensure that new behaviors stick.
SD Global Consulting deploys:
- Tailored training for travelers
- Practical workshops for managers
- Local onboarding sessions
- “Train the trainer” programs for long-term continuity
- Follow-up micro-learning to prevent regression
Because real transformation happens when everyday habits evolve, not just on day one of the deployment.
Embedding travel policy into the tools: where change becomes real
The most overlooked principle in global T&E programs is simple:
“If the rule is not in the tool, it does not exist.”
This is why change management must be fully connected to tool configuration.
A well-implemented T&E system must include:
- Policy visible directly in the booking tool
- Clear alerts in case of non-compliance
- Approval workflows aligned with corporate rules
- Local tax, per diem and regulatory requirements embedded in the system
This reduces frustration, improves compliance, and simplifies the traveler experience.
Monitoring progress and evaluating the change
Once the program is launched, continuous monitoring determines whether the change is delivering value. SD Global Consulting helps organizations:
- Monitor progress country by country
- Use dashboards to compare regional adoption
- Conduct compliance analysis
- Review progress and analyze results
- Adjust processes based on user feedback
- Evaluate the change against the goals defined at the start
With this structured follow-up, companies maintain momentum and avoid slipping back into old habits.
The manager’s role: the real driver of cultural change management
At SD Global Consulting, we say: “Travelers don’t change practices. Managers do.”
To strengthen accountability, SD Global Consulting implements:
- Compliance KPIs for managers
- Local adoption targets
- Coaching for countries struggling with adoption
- Transparent reporting that encourages improvement
This reinforces the change and anchors it in the global culture.
Celebrate success: a powerful lever in change management
Recognition accelerates adoption. Celebrating milestones like pilot success, country go-lives, compliance improvements, creates:
- Momentum
- Engagement
- Motivation
- Cross-country exchange of best practices
It is a core part of change management implementation that many organizations underestimate.
Why SD Global Consulting is the partner of choice
Implementing or transforming a global Travel & Expense program is never only a technical project. It is a change management journey that impacts behaviors, culture, and everyday processes in large organizations.
SD Global Consulting combines:
- Deep expertise in global T&E
- Proven methodologies in change management
- Hands-on support across countries
- A human-centric approach that accelerates adoption
- A commitment to measurable performance
For multinational companies seeking to optimize or overhaul their Travel & Expense ecosystem, SD Global Consulting is the partner that transforms complexity into clarity—and delivers change that lasts.
If you have any questions about Travel and Expense, don’t hesitate to reach out to our team of specialists. You can contact us directly via our website form.
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