Podcast: Real-time data transforms Ciena’s travel program

Corporate travel programs are evolving rapidly, driven by modern technology platforms that enable real-time decision-making and unprecedented visibility into travel spend and patterns.

For the 20th episode of The Travel Is a Human Emotion Podcast, Spotnana’s SVP of Marketing, Justin Schuster, spoke with Fazal Choksi, Global Head of Travel and Director of Indirect Procurement at Ciena. Fazal was recently recognized as a Best Practitioner by Business Travel News in 2025.

The conversation explored how Ciena transformed its global travel program by partnering with Solutions Travel and by leveraging Spotnana’s platform to gain flexibility, improve sustainability, and harness the power of real-time data.

From static policies to real-time flexibility

With operations in approximately 35 countries, nearly 9,000 employees, and annual revenues approaching $5 billion, Ciena powers everything from undersea cable networks connecting continents to 5G rollouts for major telecom operators.

Managing travel for an organization of this scale and complexity requires flexible and adaptive systems.

When asked what feels different about running a global travel program today compared to a few years ago, Choksi pointed to a fundamental shift in how travel managers can respond to changing conditions.

“In the past, especially during the pandemic, we had to manually adapt policies for flight cancellations and border restrictions,” he explained. “Now, with Spotnana, we can instantly adjust itineraries or policies in minutes based on current events, geopolitical developments, or weather disruptions.”

This real-time capability extends to sustainability initiatives as well. Ciena can now prioritize rail travel in regions like Europe or the Northeast Corridor in the U.S., making it easier to align travel decisions with environmental goals.

“Everything is instantaneous now; we have data at our fingertips,” Choksi said.

Moving beyond the mega TMC model

Ciena’s transformation included a strategic shift away from a mega TMC to Solutions Travel, which operates fully on Spotnana’s technology platform.

The change was driven by a desire for more focused attention and responsive service. “Previously, we were with a mega TMC and felt like a small fish in a big pond,” Choksi said. “We didn’t get the focused attention we needed.”

With Solutions Travel, Ciena gained direct access to senior leadership, including CEO Mark Walton, whenever needed. The partnership also supported the creation of a bespoke white glove VIP desk for senior leaders and road warriors, a service level the company needs.

The technology foundation made a tangible difference in operational agility. What used to take weeks or months with a mega TMC now happens in minutes.

“Implementing system changes used to take forever,” Choksi said. “Now, with Spotnana in the background, we can update policy requirements in minutes, whether it’s restricting travel to certain regions or managing security protocols, without waiting for a support ticket to be processed. We are leaner, faster, and more decisive.”

Data as a strategic asset

Choksi emphasized Ciena’s data-driven approach to travel management. What does that actually look like in practice?

“Being data-driven means using insights to optimize spend, improve compliance, and enhance traveler safety,” he said.

Real-world applications include analyzing booking data to identify low adoption of preferred airlines on certain routes, then using those insights to renegotiate contracts for better rates. Real-time dashboards revealed higher-than-expected hotel costs in specific cities, prompting adjustments to preferred chains and better discount negotiations.

The difference lies in accessibility and speed. 

“Having this data at my fingertips allows me to share a dashboard during a call with a partner and make decisions immediately, rather than wasting weeks downloading and analyzing Excel spreadsheets,” Choksi said.

The vision: AI-powered data nirvana

When asked about his ideal future state, a vision for data nirvana, Choksi painted a picture of a fully unified platform integrating spend data, traveler preferences, sustainability metrics, and external geopolitical risks.

“I’d love to use AI to predict the best travel options for employees based on their past behavior, knowing their preferred routes and seating, to optimize both cost and convenience,” he explained.

Sustainability remains a key priority. Choksi is particularly excited about automating carbon footprint analysis for every trip to align with Ciena’s environmental goals.

The company is also keeping a close eye on agentic AI capabilities in Spotnana’s development pipeline. 

“AI could handle bookings without human intervention, knowing exactly what a traveler likes and completing the task instantly,” he said.

Solving the unused ticket problem

One of the most persistent pain points in corporate travel has been managing unused ticket credits. For Ciena, this challenge was particularly acute across their global footprint.

“In the past, this was a nightmare managed on Excel spreadsheets,” Choksi recalled. “In some regions, like EMEA, our previous TMC didn’t track them at all.”

The reality was startling: over $300,000 sitting in unused tickets that required significant effort to recover.

Today, the problem is solved through Spotnana’s platform. “Canceled or refunded tickets are visible in the traveler’s profile and available at checkout,” Choksi said. “It works like a dream.”

Meetings and events efficiency

Beyond day-to-day travel, Ciena’s approach extends to meetings and events. While the marketing team manages large-scale events like their 1,300-person global sales kickoff, the procurement team handles smaller meetings using tools like Troop for location shortlisting and benchmarking.

“It makes the RFP process with our hotel partners very efficient,” Choksi noted.

Looking ahead, Ciena’s primary goals center on sustainability, improving the traveler experience through AI and cost optimization.

Travel as human connection

The Travel Is a Human Emotion podcast takes its name from a fundamental truth about business travel: it’s ultimately about human connection. When Schuster asked Choksi to reflect on this idea, the response highlighted why travel remains essential despite the rise of virtual collaboration.

“Travel is deeply emotional because it fosters connection and inspiration. I’ve seen how face-to-face meetings with customers and suppliers lead to stronger partnerships and innovations that simply aren’t possible on a virtual call.”