In today’s fast-paced business environment, ensuring the safety and well-being of corporate travellers is more critical than ever. Duty of care isn’t just a legal obligation – it’s a moral one, and it plays a vital role in a company’s travel policy.
What is Duty of Care?
Duty of care refers to the legal and moral obligation that an organisation must ensure the safety, security, and well-being of its employees while they are travelling for business. This includes taking proactive steps to protect travellers from potential risks, providing support in case of emergencies, and ensuring that all aspects of their travel are conducted in a safe and responsible manner. In the context of corporate travel, duty of care is a critical component of a comprehensive travel risk management strategy.
Here are some best practices for corporate travellers and travel managers to navigate duty of care effectively.
1. Plan Meticulously
A successful business trip starts with detailed planning. Travel managers should work closely with travellers to map out every aspect of the journey, from flights and accommodations to local transport and emergency contacts. This proactive approach minimises risks and ensures travellers are well-prepared for any eventuality.
2. Enforce Clear Policies
A well-defined corporate travel policy is the backbone of duty of care. It should clearly outline the procedures for booking travel, what expenses are covered, and the safety measures that must be adhered to. Travel managers need to ensure that these policies are not just in place but also consistently enforced. Regular training sessions can help keep these guidelines top of mind for all employees.
3. Maintain Open Communication
Effective communication is key to managing travel risks. Travellers should have access to 24/7 support, whether through a dedicated helpline or an app. Travel managers should stay in touch with travellers throughout their trip, providing updates on any potential risks and offering assistance if needed. This ongoing communication helps to address issues before they escalate.
4. Adapt and Evaluate
The corporate travel landscape is constantly changing, and so should your travel policies. Regularly review and update your company travel policy to reflect new risks and industry best practices. Encourage feedback from travellers to understand their experiences and improve future travel arrangements. Flexibility and adaptability are essential in maintaining a robust duty of care.
5. Collaborate Closely
Duty of care is a shared responsibility. Travel managers should collaborate with HR, legal, and security teams to ensure all aspects of traveller safety are covered. Working with reliable travel partners who understand the importance of duty of care can also enhance your company’s travel risk management strategy.
6. Leverage Technology
Incorporating technology into your travel risk management strategy can make a significant difference. Tools like GPS tracking, real-time travel alerts, and digital health passports can help monitor traveller safety and provide instant support in case of emergencies. Make sure your corporate travel policy includes guidelines on the use of such technologies.
7. Promote Health and Well-being
Travel can be stressful, and long hours on the road can take a toll on an employee’s health. Encouraging healthy habits – such as proper sleep, nutrition, and exercise – should be part of your duty of care strategy. Providing access to wellness programmes or suggesting ways to stay healthy on the go can help travellers maintain their well-being.
Ensuring Traveller Safety with Thompsons Travel
When your employees travel for business, their safety is your responsibility under Duty of Care. Thompsons Travel can help you achieve that obligation with:
- Real-time tracking to check your travellers’ locations and ensure their safety.
- Live advice from our experts to assist with any travel concerns or emergencies.
- 24/7 support to provide assistance whenever and wherever it’s needed.
Strengthen your Duty of Care and protect your employees on every journey with Thompsons Travel. Partner with us today to ensure a safe, efficient, and successful corporate travel experience. We’re here to help – get in touch with us today to find out more.
