How Ricoh is Driving the Future of EMEA Corporate Mobility

Antonello Simoncini is the EMEA Procurement Category manager – Motor and Travel at Ricoh Europe procurement team.

Starting in 1999 in Account Payables, accounting and indirect Tax areas before moving into supplier management where he was responsible for managing Fleet and Travel operations in Spain and Portugal, roles he held for almost 20 years. 

In 2020, Antonello joined a global project focusing on the digital transition of its business travel and expense service model. I was in this role until the end of 2025 when, after the successful deployment of the new service model, he had the opportunity to join the EMEA Procurement team as regional Category Manager for Travel and Motor commodities. 

In his current role, he combines responsibility for Business Travel and Fleet, focused on mobility as a strategic tool for employee support, business growth and service delivery to our customers.

Speaking to Procurement Magazine, ahead of appearing at the Business Travel Show Europe, Antonello discusses how the company leverages cutting-edge technology, data analytics and strong supplier partnerships to streamline travel operations.

EMEA covers a lot of different countries. How do you keep your travel booking system centralised and smooth while still respecting local differences in each country?

In my experience the key is to combine global consistency with local requirements. 

Diversity across the EMEA region requires a standardised framework that is also able to accommodate local regulations, cultural differences and market realities without compromising the overall model. Achieving this means standardising and digitising as much as possible. 

Supported by the right technology and workplace policies, this approach simplifies processes and improves compliance to create a seamless mobility experience for our employees, whilst at the same time allowing them more time to focus on supporting our customers and the business more effectively.

Since you manage both corporate cars and business travel, how do you decide when it’s better for an employee to drive a company car versus booking a train or a flight?

In our current service model, Fleet and Business Travel operate at different levels and, even though both support business operations, they are not directly comparable. 

Fleet activities are typically linked to local customer support within the same city or area and so are rarely considered for long-distance travel. When alternatives do exist, factors such as urgency, distance, efficiency and employee safety all guide the decision. 

However, I believe these two areas will gradually converge, creating opportunities to evolve service models and ensure that our employees have the right mobility solutions to operate effectively, enhance their experience and meet client’s expectations. 

You can negotiate great corporate discounts, but they only save money if people use them. How do you get employees to actually stick to the official travel policy?

Compliance starts with creating the right environment. That means agile and effective service models and a positive user experience to support traveller buy-in to the compliance framework you have in place. It is important to bear in the mind that for many compliance regulations, savings are an additional benefit and not always the primary objective, particularly in the case of policies to support traveller safety and duty of care.

Our travel policies are developed to support the primary objective of business travel which is to support our wider objectives of growth as a business, whilst at the same time ensuring we have control, efficiency and value across our travel programme.

In my experience, investments in technology, workplace improvements, intuitive platforms, clear communication and process automations all generate more savings than complex approval workflows or excessive controls. Communication is also essential. To generate compliance, policies must be operational and end users need to understand the rationale behind rules and processes. All travel policies must be practical, support professional activities and prioritise operational efficiency and duty of care as well as the optimisation of company investments. Taking a broad and considered view when building travel policies is essential from that perspective. 

With prices and inflation fluctuating so much lately, how do you work with your suppliers to keep travel and vehicle costs stable for Ricoh?

Cost control is a combination of different actions. It requires flexibility, strong partnerships and the capacity to adapt the service models to market conditions. Strong, long-term supplier relationships are essential, supported by the constant connection with the market. I always try to build collaborative partnerships while maintaining a strong negotiation position to be able to respond effectively to inflation and price volatility. 

Data analytics play a critical role too, helping us identify trends and anticipate decisions. In any case, it is a combination of different factors. Good investments, flexible policies and services to business requirements, encouraging behavioural change and promoting internal collaboration across the business have also substantially contributed to keeping our costs under control and a better alignment with market conditions.

If a crisis happens, how does Ricoh track and communicate with travellers in real-time to make sure they are safe?

Employee safety is our highest priority and the base of our service model. Since COVID-19, we have improved our online booking tool and service platforms with real-time alerts, traveller tracking capabilities and clear communication processes to consolidate and secure our duty of care commitment. We also invest in continuous training and internal communications to ensure employees understand the available support resources. 

The objective is simple: to provide employees with the appropriate information, confidence and assistance they need to travel safely and ensure we are properly supporting them whenever needed.

On the fleet side, how do you use technology or data to keep your drivers safe on the road while also keeping vehicle maintenance costs down?

We already have several internal and external tools in place to collect and share fleet data, track fleet activities and support both fleet managers and drivers. Recent advances in telematics, data analytics and AI-driven solutions, combined with lower implementation costs, are creating new opportunities to make fleet operations safer and more efficient.

Consolidating the use of telematics and fleet data management is a clear short-term priority for Ricoh. Improving driver safety, optimise maintenance and support better decision-making will also enhance manager visibility and control while empowering drivers and managers with the right tools and information they need to do their job effectively. Route optimisation, predictive solutions and automated reporting combined will improve the driver experience, operational efficiency and also play a key role in supporting business growth and our client’s satisfaction.