If you're a business owner or manager with employees who travel, you have a legal and ethical duty to keep them safe. You never know what risk may lie around the corner, so it's best to be prepared for anything that may be thrown your way. Communication and training are key to preparing your valuable talent for their next business trip. What do you need to bear in mind? 

Travellers can face health issues, physical safety concerns, delays, disruptions... the list goes on. Using these travel safety guidelines can help set a plan for proactive corporate travel safety to crucially protect your employees at every step.

Pre-trip Planning and Preparation 

When employees are due to travel to unfamiliar places, provide any specific guidance on the area you may have or encourage them to research the area ahead of time. There may be local regulations and cultural differences to be mindful of.

Extreme Weather 

All around the world, there are weather events travellers may not know about. Floods and earthquakes are common in some places. Your traveller should stay up to date about the weather in the area. They can use apps and other resources to get weather warnings. 

Cultural Differences 

Local customs change quickly across different areas. When travellers aren’t familiar with them, they are likely to make mistakes. While some mistakes are embarrassing, others could come with fines or imprisonment. Business etiquette is also an essential part of travel. If the traveller is going to an area where a different language is spoken, they should learn a few phrases ahead of time.

Local Civil Unrest 

Depending on where travellers are going, there could be political instability. These concerns can impact travel and often cause dangerous situations. Understanding the political climate of an intended area of travel is crucial for traveller safety and when determining if the traveller can add some personal travel experiences to their business trip. 

Proper Documentation 

If travelling internationally, travellers must prove they are legally allowed to enter the area. This means always carrying proper documentation. Documentation could include travel tickets, a passport, and possibly a visa. In addition, it’s imperative to keep all documents safely in one place. Travellers should also keep insurance information, car rental documents, and hotel reservations together in case they need to provide them.

 

Travel Policy Guidelines for Business Travel

Tips for putting in place an effective business travel policy, including what you need to know about sustainability, risk management and flexible working.

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Travel Training and Support 

Doing the research for any upcoming travel for your company only gets you halfway there. You also need to share this information with those who are going to travel. It’s important to let your staff know that you won't be able to control every situation. However, you can guide them on common threats and how to handle them. Training should be centred more on employees preventing themselves from getting into dangerous situations. It’s easier to avoid danger than to remove yourself from it. 

Training should include what to do when a traveller gets into a dangerous situation. In certain areas, there may be common scenarios that highlight a danger. When discussing these, you want to talk about what to do in the event they are caught in one of these situations. With proper training, they should feel competent about responding properly. Educating travellers properly can save their lives. While it may sound dramatic, it’s true. The more you discuss the risks with your travellers, the better they can identify and avoid them.

Travel Tips 

When talking to employees who travel, you want to stress the importance of safety guidelines. For some, it may seem like excessive worry for no reason. However, they should understand that you are giving them guidelines for their own safety. 

Some of the top examples of safety guidelines include:

Keep Belongings Safe 

Anytime an employee is travelling, they should stay on high alert. They should follow their gut and stay aware. Travellers should avoid unfamiliar or low-lit areas, especially at night. Always keep documents and valuables in a secure place that is not obvious. 

Keep Emergency Contacts 

It’s pertinent for travellers to carry emergency contacts with them. This includes the contact information for the consulate or embassy as well as contacts from home. By carrying a contact list, the traveller won't have to rely on memory or digital contact storage. 

Transportation 

Only consider reputable transportation options. Use licensed taxis, reputable companies, or public transportation. Travellers want to be sure to wear seatbelts or hold onto the handrails. Even if no one else is, they should. The rules of the road are different in other countries. 

Health Concerns 

Making an appointment with travel health professionals or a travel clinic can be helpful before your employees travel. Those professionals can alert the employee of any health concerns in the area. Travellers must have appropriate vaccinations and medications for the destination. 

Comprehensive travel insurance may be a requirement for your traveller. This can cover medical emergencies, trip cancellations, and other unforeseen events. All travellers should carry a card or document with important medical information, including allergies, blood type, and any existing medical conditions. 

When your employees follow these tips, it allows for a safer and, perhaps, slightly more relaxed travel experience. There are some steps all travelers should take to ensure their safety. These tips are essential for your employees to have a memorable and stress-free journey.