Ah, reporting! The holy grail of business, supposed to reveal, explain and optimise everything. And yet, how many of us have found ourselves drowning under mountains of useless data, desperately searching for relevant information like looking for a needle in a haystack? Let’s be honest: the pitfall of reporting is trying to measure everything, consolidate everything, control everything. What if we stopped wasting our time and concentrated on the essentials? Here are our golden rules to avoid turning your reporting into a bureaucratic nightmare.
Define a clear objective: “Why am I doing this reporting?“
Before diving headlong into the figures, ask yourself this simple but essential question: Why am I doing this reporting and what do I want to get out of it? Because if the answer sounds like “well, because reporting is necessary”, you’re already off to a bad start.
Is your need for reporting clear and shared? Then move on to the next stage.
Once the objective has been clarified, the relevant sources of data naturally emerge.
Here are a few examples:
- HR Database: Perfect for details on employee profiles (supplemented, if necessary, by ERP or payroll for cost centre type analytics and supplier codes).
- OBT (Online Booking Tool): Ideal for analysing booking behaviour and lead times.
- TMC (Travel Management Company): For up-to-date data on online/offline bookings.
- Payment providers: Perfect for accurate cost analysis thanks to detailed financial information.
Do you want to track several items? You may need to connect several sources. But be careful: each added source must serve a clear purpose.
The 80/20 rule: keep it simple, not exhaustive
A universal truth: 80% of data provides a sufficiently representative view of reality . The other 20%? It’s just window dressing. Spending hours looking for this secondary data is time wasted for little added value. Concentrate on what really counts.
Don’t go it alone: master the tools or surround yourself with experts
Let’s face it: if you haven’t mastered Excel or the data model, it’s best to avoid playing the reporting adventurer. Data errors are like spelling mistakes on a CV: they undermine all your work. In that case, call in the experts:
- TMC: Handy, but beware, they are of direct interest and may lack objectivity.
- Editors (Concur, Cytric, etc.): Effective, but expensive and sometimes out of touch with business realities.
- Specialist T&E consultancies: dual business and technological expertise for reliable analyses.
Compare results excessively: Not too much, or it will sting
Cross-checking all the sources to verify each piece of data is like trying to count every grain of sand on a beach. Not only is it pointless, it wastes precious time. Trust your key indicators and move on.
Focus on key elements
For effective reporting, you need to focus on indicators that add value. Here are a few concrete examples:
- Adoption rate: Measure the use of tools (OBT, TMC) to identify gaps and improve adoption.
- City cap: Check that the company travel policy (PVE) is aligned with the city caps. Ceilings too low? No one will respect them, and hello deviations.
- Air and rail season tickets: Identify the populations who frequently change their bookings. Offering them season tickets can significantly reduce costs.
- Air fares: Identify the top 10 air routes and compare their negotiated fares with public fares to identify renegotiation opportunities.
In conclusion: Less is more
Reporting is not a race to exhaustiveness, but a quest for relevance. So stop trying to measure everything. Concentrate on what really counts, and leave out the superfluous details. Because at the end of the day, good reporting is like good coffee: simple, effective, no frills.
Laure de la Lande, Axys Odyssey