What really determines the choice of airline for business travel?

Choosing an airline for business travel is more than just comparing prices in Excel. For companies, it's a process of optimizing working time, operating expenses, and employee safety. It's easy to see that modern travel management has shifted from a focus on lowest price to a focus on logistical efficiency and travel standards. In today's interview, I have the pleasure of speaking with Katarzyna Kulikowska, a travel expert with extensive experience in the travel industry. She will discuss the key decision-making factors for choosing an airline from the perspectives of companies and travelers in 2026.

Paulina: Thank you for agreeing to the interview. You work with airlines and clients using the worktrips.com platform daily, so you have a unique perspective that combines sales, technology, and the real needs of companies. What was your path to your current role like, and at what point did you realize that working with airlines is about much more than just sales?

Katarzyna: My adventure with airlines began in 1998. You could say it was a coincidence, although, as they say, there are no such things as coincidences. I studied tourism, and when the opportunity to apply for an airline job arose, I jumped at the chance. And so I've been involved in the airline and business travel industries for over 27 years.

I started my career serving individual customers and issuing airline tickets. It was a fascinating time when Warsaw was one giant construction site, and we were supporting giant groups of engineers, including those from Austria, who managed local investments. During 11 years of working directly for airlines and later in the business travel sector, I understood that it's not just about selling seats on a plane. It's about managing the dynamics of change. The biggest breakthrough I've observed was the entry of low-cost airlines into the Polish market, which forced a revolution in our approach to offerings. Today, automation and the ability to immediately respond to crises or geopolitical changes are key.

Paulina: Let's look at this topic from the perspective of business travel management. What is the greatest challenge in this industry and in working with airlines today? What does this look like in practice?

Katarzyna: Technology offers us enormous opportunities, and thanks to tools like the worktrips.com platform, companies and traveling employees have access to the most up-to-date and diverse offers. The first challenge comes when we need a non-standard approach, such as a last-minute flight change, ticket cancellation, or flexibility beyond the regulations. In such cases, direct contact with the airline is invaluable. The second challenge in business travel is reconciling different business models. Regular carriers (legacy carriers), like LOT Polish Airlines and Lufthansa Group airlines, prioritize comprehensiveness, global reach, and comfort, introducing intermediate classes like premium economy. Low-cost carriers, on the other hand, maximize efficiency by offering direct flights and a model that could be properly called “pay for what you need.” Our role is to bridge these two worlds so that companies and travelers receive a coherent experience.

Paulina: When you look at actual bookings in the worktrips.com system, could you point out what really determines the airline choice? How do these decisions differ depending on flight length, destination, and employee role?

Katarzyna: We need to debunk the myth that price is always the only criterion. From my observations and numerous conversations with travelers, it turns out that time is the key factor. In today's business, it's a luxury. Therefore, for short-haul flights, departure time and airport logistics are paramount. Airports that allow for a quick transition between gates are the most popular.

On long-haul flights, priorities are changing. Comfort and a modern fleet are becoming increasingly important. Companies increasingly understand that after a 10-hour flight, employees must be ready for work, not exhausted. Therefore, premium economy and business class are becoming standard on transcontinental routes. Employee position obviously influences these travel policy entitlements. Still, the trend is clear: we choose carriers that offer solutions that reduce the effects of jet lag through improved pressure or air ozonation in modern aircraft.

Paulina: That's very intriguing, what you said. To what extent does travel policy actually drive purchasing decisions?

Katarzyna: A travel policy is a kind of “framework” designed to keep budgets in check. In mature organizations, it's not a dead letter. Business goals are paramount. If a key meeting requires a flight outside the established price or class limits, our worktrips.com platform allows for a flexible approach through an approval process. A very practical solution is the ability for employees to add comments. If the system indicates a policy violation, the traveler can justify their choice of a specific class or connection, and their manager can see this justification upon approval. This builds trust and allows for adjustments to real-world costs – for example, different rates for flights within Europe and different rates for business trips to Asia or the US, where distances exceeding 5 hours often automatically open up the possibility of booking a higher standard.

Paulina: What are the relationships between companies and airlines like today? Are negotiated rates the dominant approach, or are flexible options more common?

Katarzyna: It depends on the scale. Large companies opt for corporate contracts. They provide access to fixed discounts on published rates, generating real savings. For smaller companies that don't have the volumes required by carriers, loyalty programs dedicated to businesses, such as LOT for Business or PartnerPlusBenefit, are an ideal solution. They allow companies to collect points for employee flights, which can then be redeemed for rewards or additional tickets. On the worktrips.com platform, ticket coding within corporate programs is automatic, allowing companies to manage their benefits effectively.

Paulina: What are the drivers of employees who actually book flights? What role do their personal preferences play?

Katarzyna: Employees primarily look for convenience and efficiency. A departure time that allows them to finalize office matters before a business trip is often more important than other factors. Personal loyalty programs, such as Miles & More, are also crucial. On our platform, users can save their loyalty card numbers, which means they earn miles for their personal accounts with every corporate ticket purchase.

Paulina: Let's move on to the topic of sustainability. How are companies handling carbon footprint (ESG) reporting in the context of flights?

Katarzyna: This is a topic that's becoming a legal requirement, including through EU directives. Although flights aren't the greenest mode of transport, companies are trying to manage them consciously. Our platform allows you to monitor CO₂ emissions with every ticket. Companies receive ready-made reports that they can use in their ESG reports. WorkTrips also collaborates with the myClimate Foundation, which allows companies to offset carbon dioxide. A noticeable trend, especially on European routes, is the choice of trains for ecological and logistical reasons – train stations in city centers often save time compared to traveling to the airport.

Paulina: What advice would you give to companies that want to move away from the chaos and manual booking of travel?

Katarzyna: The key is digitization and streamlining processes. An online platform like worktrips.com isn't just, let's say, a colloquial tool for “clicking” tickets in the middle of the night. Although, by the way, this “time freedom” is wonderful. Above all, it's transparency and security. Companies typically fear being left with an online system without support. In our cooperation model, each client has a dedicated account manager, and experienced agents oversee reservations 24/7/365. Digitalization doesn't eliminate human support. It simply relieves travel managers of operational work, providing them with cost control and employee satisfaction.

Paulina: If you had to point out one thing that really determines the choice of airline for business travel today, what would it be?

Katarzyna: From the employee's perspective: comfort, understood as time savings. From the company's perspective, it's a balance between price and employee efficiency. If I had to choose one commonality, it would be flexibility, meaning the ability to change plans without compromising budgets and operations.

Paulina: Thank you for the interesting conversation, full of practical experiences and accurate observations related to business travel and airlines.

Katarzyna: Thank you very much for the invitation and the conversation.

Comparison Table: Regular Airlines vs. Low-Cost Airlines for Business Travel

Characteristic	Regular Lines(Legacy Carriers)	Cheap Lines (Low-Cost Carriers )
Pricing model	Complex	Each service is charged separately
Connection network	Global hub (transfers + direct flights)	Point-to-point (direct flights only)
Cabin standard	Multiple classes (economy, premium economy, and first class)	Usually one class
Flexibility	High corporate tariffs	Limited (often non-refundable)
Additional costs	Often included in the price (meal, luggage)	High fees for additional services

 

Frequently asked questions

What factors determine the choice of airline?

Choosing an airline for business travel these days is no longer just about price but also about time and flexibility. For companies, punctuality, connection availability, and the ability to change fares are key, while for employees, flight times, matching departure times to business schedules, and comfort, which truly impacts work efficiency, are key.

How does the travel policy affect actual ticket purchases?

Travel policies define budgetary frameworks, but in business practice, they are interpreted flexibly depending on the purpose of the business trip. Most organizations allow for exceeding price limits if required by overriding business interests or the need to reach the destination within a specified time. Reservation systems such as worktrips.com allow for justification of such deviations through comments during the approval process.

How does the model of regular airlines differ from that of low-cost carriers?

Regular airlines (LC, short for Legacy Carriers) prioritize comprehensive offerings and global reach, while low-cost carriers (LCC, short for Low-Cost Carriers) focus on the lowest operating expenses and direct flights. Traditional carriers build value through airline alliances, offering a coherent transfer system and loyalty programs. Low-cost carriers employ an à la carte model, pricing each service (baggage, seat selection) separately.

Do loyalty programs still matter in business?

Loyalty programs are an important element that brings real benefits to both companies and travelers. Employees individually collect points (e.g., Miles & More), which increases their willingness to use the company's preferred carriers. At the same time, companies utilize corporate programs (e.g., PartnerPlusBenefit), which allow the organization to accumulate points.

What is premium economy class?

Premium economy is a mid-range class between economy and business class, offering more legroom, better seats, and a higher standard of service. Companies choose it as a cost-effective solution on medium- and long-haul flights, ensuring employee comfort without the costs of business class.

How to measure the carbon footprint of a business flight?

Modern travel management platforms like worktrips.com automatically show the CO₂ emissions for every flight and train booking. This data is presented in real time, enabling traveling employees to make decisions about more sustainable modes of transportation, such as trains for short journeys.

What are the most popular airline loyalty programs for companies?

The most popular loyalty programs for companies include LOT for Business (LOT Polish Airlines), PartnerPlusBenefit (Lufthansa Group), BlueBiz (Air France-KLM), and On Business (British Airways/Iberia/American Airlines). These programs allow companies to earn corporate points for employees' business trips, regardless of the miles they collect in their individual accounts. These points can be redeemed for free tickets, upgrades, or prizes, and in some programs, for ESG certificates.

What are the most popular loyalty programs for individuals in aviation?

The most popular loyalty program for individuals is Miles & More, used by passengers of LOT Polish Airlines and the Lufthansa Group. These programs rely on accumulating miles for distances flown or amounts spent, which travelers can redeem for private tickets, upgrades, or access to business lounges. In addition to Miles & More, key programs include Flying Blue (Air France-KLM) and Executive Club (British Airways). Modern travel management platforms allow loyalty card numbers to be saved directly to the passenger profile, ensuring automatic accrual of points with every corporate booking. This allows employees to personally benefit from their business trips without generating additional costs for the employer.