In an increasingly unpredictable world, duty of care is a critical component to a successful travel program. It encompasses everything from ensuring traveler safety and health to providing timely support in emergencies. Yet, those who manage travel for their organization may find it challenging to effectively oversee these responsibilities alone. From juggling multiple time zones to ever-changing regulations, travelers need real-time communication and support across the globe.
For travel managers who are in search of ways to strengthen their organization’s duty of care, here are seven essential steps to help keep your travelers safe and supported – no matter where business takes them.
1. Start with a Clear Definition of Duty of Care
In the context of corporate travel programs, duty of care means safeguarding the well-being of employees when they’re on the road. This can include anticipating potential risks, ensuring employees are prepared for any situations they may encounter, and responding promptly to emergencies. While the concept is straightforward, the actual implementation can be complex, especially when employees travel to high-risk or unfamiliar locations.
Employees rely on their company for guidance and support, so a strong duty of care strategy isn’t just about risk avoidance, it’s about creating a culture of safety and responsibility.
2. Develop a Strong Duty of Care Policy
A proactive approach to duty of care begins with a well-defined policy. It should outline the company’s commitment to traveler safety and include protocols for everything from risk assessment to emergency response. A clear, comprehensive policy ensures both employees and travel managers are on the same page regarding expectations and procedures.
Confirm that the policy is easily accessible and communicated to all employees. This clarity can help travelers feel more informed and at ease when they’re on the road.
3. Provide Pre-Trip Preparation and Training
Preparing travelers before departure is one of the most effective ways to promote their safety. This can include offering destination-specific safety briefings, sharing travel advisories, and ensuring they have access to resources for managing health or safety risks. Pre-trip training can empower travelers to handle unexpected situations with confidence.
Consider sharing digital resources or quick-access checklists so travelers have a go-to guide they can rely on before and during their trips.
4. Implement Real-Time Tracking and Communication Tools
With travelers often on the move, it is essential to stay connected and informed about their whereabouts. Tracking tools allow travel managers to monitor travel patterns and detect potential risks as they arise. Should an emergency occur, these tools enable quick communication with travelers, ensuring they know what steps to take.
At Direct Travel, our partnership with Crisis24 delivers real-time global alerts along with the ability to monitor threats and critical world events. As an event develops, alerts are automatically sent with essential information related to transportation, health, weather, security, and how to manage the situation on the ground. Travel managers can also utilize 2-way communication to stay in touch with employees who are abroad or traveling solo.
5. Manage Health and Safety Risks
From global health concerns to political instability, the risks for business travelers are constantly evolving. In addition to providing regular safety updates, companies should work with local experts or risk assessment services to stay informed about the latest developments in high-risk areas.
Health resources such as access to nearby medical facilities and telemedicine options can be invaluable for travelers. Consider partnering with a health and risk management service to ensure your travelers have immediate access to medical advice, emergency evacuation, or local assistance when necessary.
6. Respond to Emergencies Swiftly and Effectively
Despite the best planning, emergencies can and do happen. If a problem occurs, travel managers must have a quick, efficient plan in place. This includes having contacts for local assistance, secure transportation, and pre-planned responses for natural disasters, civil unrest, or medical emergencies.
To ensure the organization’s response time meets the needs of travelers, protocols should be regularly tested. It is also best practice to have a dedicated duty of care team or emergency contact system that operates 24/7 so that travelers feel safe at any hour.
7. Support Traveler Well-Being Beyond Physical Safety
A complete duty of care program supports not only physical safety but also the mental well-being of travelers. Extended travel can lead to burnout and fatigue, which impacts both the traveler and the company. Providing tools for wellness on the road, such as access to fitness or stress-relief activities, can contribute to happier, healthier travelers.
Encourage travelers to take mental health breaks and prioritize rest. Small changes can make a significant difference in overall well-being.
Build a Culture of Care With Your Travel Program
Duty of care isn’t just checking a box within a travel policy, it is a commitment to creating a supportive, responsive, and traveler-first environment. By implementing proactive safety measures, leveraging real-time tracking, and promoting well-being on the road, travel managers can ensure a safer experience for their team.
The world is unpredictable, but your company’s approach to duty of care doesn’t have to be. Creating a safety-focused travel culture reduces risks and fosters trust, allowing travelers to focus on what matters most – achieving their business goals with peace of mind.
For more tips and insights on how to elevate your travel program and keep employees safe on the road, reach out to the Direct Travel team.
