What is Working at Height?

Any task that carries a risk of personal injury from a fall counts as “working at height”. In many industries, such as construction, cleaning and agriculture, working at height is a major component of the day to day job; in others, it happens rarely, but can still be dangerous if the correct precautions aren’t taken. Most workers will work at height in some capacity during their career, so it pays to be trained in safety techniques and know what to do to keep you and your staff safe.

Working at height is currently the biggest cause of fatal workplace accidents. It also causes 8% of non-fatal accidents, many of which result in life-changing injuries.

What Legislation covers Working at Height?

The main piece of legislation is the Work at Height Regulations 2005. Introduced with the aim of reducing the amount of deaths and injuries taking place, the regulations have had some success – though there is still a long way to go.

The Health and Safety Executive (HSE) defines the legislation’s overriding principle for employers: “you must do all that is reasonably practicable to prevent anyone falling”. Employers must conduct a risk assessment before any work at height takes place to make sure all potential hazards have been eliminated or at least minimised. They must also make sure that all employees are properly trained in working at height, are competent to do so, have the tools and knowledge to complete the job to a high standard and are aware of all health and safety obligations. Providing the correct safety equipment is an important part of an employer’s duty of care to their workers, in this respect as in all others.

General health and safety requirements, as set out in the Health and Safety at Work etc. Act 1974, apply in cases of working at height.

Which Jobs Class as Working at Height?

Any tasks where a fall could cause personal injury class as “working at height”. This covers window cleaning, painting and decorating, construction, and any job role which includes retrieving things from a height, such as working in a warehouse or library. If your job doesn’t usually include these tasks but you need to work at height on a one time or occasional basis (for example, you need to use a stepladder to get some files from a high shelf), this counts too, and you will be covered by all relevant legislation and protections.

Even if you have completed the job in question many times, it’s important to never become complacent about working at height. In November 2018, a Scottish arable farmer spoke to a trade magazine about a 2013 fall from his tractor. He had been knowingly climbing out of his tractor “incorrectly” for many years but had never come to any harm before. However, on that particular day, he slipped and fell, suffering serious leg injuries and missing six months of work. He now climbs out of his tractors the right way and has spoken about how his accident shows the importance of safe working at height, with 23 fatal farm accidents taking place in the last five years alone.

An often-overlooked category of work at height is tasks that take place at or below ground level. If a fall can take place and cause injury, the legislation applies – even if the fall is underground. In construction, for example, there could be large holes on site that workers or the public could fall into if safety precautions aren’t observed. They should be properly signposted and guarded with railings, and everyone except the workers who need to work on that specific part of the site should be kept at a safe distance. Workers who need to be in the hole should have the correct training and safety equipment, including fall prevention and fall arrest systems as appropriate.

What Employers Need to Do

Employers have a legal and moral duty to take any step in their power to keep their staff and the public safe from all work activities.

A working at height risk assessment is a useful document for identifying hazards (as well as a legal requirement). It provides a written record of any recognised problems and how they’ve been addressed. It should be updated on an ongoing basis to make sure different projects and circumstances are accounted for.

They need to provide all equipment required, including personal protective equipment (PPE).

What is Working at Height Legislation?

“Working at height” means doing any job where the person could be injured by falling. This includes work at or below ground level.

Unfortunately, working from height continues to cause significant numbers of workplace injuries every year, including 8% of non-fatal accidents and more fatalities than any other cause. Like all of the major topics in health and safety, working at height has been covered by legislation to try to bring down the amount of accidents, and employers should ensure they’re complying with all of the relevant laws.

Due to the dangers of this kind of work, staff should always receive good quality training before taking part.

Work at Height Regulations 2005

The primary piece of legislation dealing specifically with working at height, the Work at Height Regulations 2005 apply to employers and anyone who controls work at height, including people supervising contractors. The people in question must ensure that all working at height is carried out by a competent person who knows how to complete the work to a high standard and is aware of all safety obligations.

Employers must also carry out a thorough risk assessment before the work takes place to make sure all possible control measures have been enacted and the work is as safe as it possibly can be.

According to the Health and Safety Executive (HSE), the legislation’s overriding principle for employers is: “you must do all that is reasonably practicable to prevent anyone falling”.

Health and Safety at Work etc. Act 1974

The basis for all British health and safety legislation was established with this Act. Subsequent legislation such as the Workplace (Health, Safety and Welfare) Regulations 1992 and the Management of Health and Safety at Work Regulations 1999 also had an important role to play.

Under the Act, employers are required to take all possible steps to protect the health and safety of their employees and the public. In cases where prosecutions are brought, this piece of legislation is often cited.

What must Employers do to Comply with the Working at Height Legislation?

Put simply, every employer must take every step they can to prevent any danger befalling those who work at height.

Conducting a good risk assessment is vital (for employers who have five staff or more, this must be recorded in a written document). Working at height is much more dangerous if the staff doing so haven’t been trained, or if the equipment they’ve been provided with isn’t in good repair or isn’t the best tool for the job. These hazards can be foreseen and dealt with before they become a problem. The best risk assessments are written with the input of the staff doing the work involved, who will most likely have great suggestions for improving safety. Any “near misses” or minor accidents in the past should also be considered so they can be learnt from.

Each project should be considered on its own terms. If, for example, a construction project requires extensive working at height, this should be a major focus of the safety plan drawn up before work starts.

The penalties for not complying with work at height laws can be huge – and more importantly, it can lead to serious injuries or deaths for the workers involved. In 2016, Allen and Hunt Construction Engineers Limited were fined £274,671 after one of their workers fell through the roof of a farm building in 2014, suffering life-changing injuries. The Health and Safety Executive (HSE) found the company had failed to create a proper safety plan for the job, did not provide their workers with the correct equipment and hadn’t correctly trained the employee to carry out such work. The company went into liquidation soon after.

The business and human costs of falls from height can be devastating but, as with most health and safety risks, they are almost always preventable with the right preparation and staff training.

What is Ground Level Working at Height?

Our related Courses

When most people think of “working at height”, they might picture construction workers high on scaffolding or window cleaners up ladders. Though these situations do of course count, the true definition is far broader than that.
The Work at Height Regulations 2005 (WAHR) are the main piece of British legislation around the topic. They state that work that takes place “at or below ground level” is covered by the laws just as much as above ground work at height. In fact, any task where a fall might cause an injury falls within the remit of the WAHR.
What Counts as Working at Height, at or below Ground Level?
When considering the definition of working at height as “anything involving a potential fall liable to lead to personal injury”, it’s clear it covers many projects that might take place below ground.
Below-ground excavations, cleaning out a dry swimming pool, and climbing a ladder down a hole are just three examples. A fall into a well, for instance, could potentially cause serious injuries, just in the same way as a fall from scaffolding to the ground could. In law and in terms of an employer’s duty of care to its workers, both sorts of situation should be considered with the same level of seriousness.

Keeping Workers Safe during Ground Level Working at Height
In August 2018, air ambulance services were called to a Glenrothes construction site after a worker fell down a hole and became trapped after catching his leg on an object. He suffered leg injuries, but the emergency services were able to release him before he came to any serious harm. This case illustrates the importance of keeping workers and the public safe from falls from height, whether they take place above or below ground level.
If there is a hole on site, it needs to be cordoned off, preferably with sturdy railings. There should be clear signage and workers who don’t have to be near the hole should be kept at a safe distance. For those who do need to work in or around the hole, there should be safety features such as netting or safety harnesses – but these are a last resort and employees must receive good quality training.
It’s helpful to conduct thorough research into the different kinds of fall arrest and fall prevention options and to decide which would work best in the circumstances. Generally, passive safety protections (i.e. those that work regardless of human behaviour) are preferred over active precautions or ones that rely on people following a set protocol.
Many of the steps employers need to take to protect workers during ground level working at height are the same as the ones they need to take when the work is above ground:
Risk Assessments – A complete risk assessment needs to be drawn up along with a thorough safety plan for the project. All hazards should be identified and their corresponding control measures recorded and monitored to decide how effective they are.
Employee Feedback – The people conducting the work at height should be asked for their input, as they’re likely to have the best idea of which safety measures the work requires. Checking back over any near misses or minor accidents in the past can also give an indication of which areas pose the biggest potential dangers.
Provide the Right Equipment – It’s an employer’s responsibility to provide all the necessary equipment to carry out the job well and safely. This covers access equipment such as ladders and platforms, which must be inspected very regularly to ensure they’re always in good working order. It also covers personal protective equipment (PPE) for all workers.

Our related Courses

What Different Access Equipment can be used when Working at Height?

Working at height can be a dangerous part of a worker’s occupation. Responsible for 8% of non-fatal accidents and causing more deaths in the workplace than any other issue, protecting employees from these risks is one of the key responsibilities organisations have.

A big part of ensuring staff safety when working at height is choosing the right equipment for each job. All equipment should be checked thoroughly before and after each use in case of any damage.

In December 2016, Volvo were fined £900,000 after an employee fell from a badly-maintained stepladder, suffering serious injuries and being placed into a medically induced coma for two weeks. The stepladder was not the companies’ property but they had failed to properly train their staff to inspect equipment such as this and no precautions appeared to have been in place to prevent people from using worn, damaged stepladders. The employee involved suffered ongoing complications and was unable to return to work for a significant period of time following his fall. This incident highlights the importance of proper staff training in the use of equipment for working at height.

The main piece of legislation for this subject is the Work at Height Regulations 2005. Employers must ensure they’re compliant with all aspects of this legislation.

Selecting the Right Equipment

As with all health and safety hazards, the best way to remove the danger is to eliminate the hazard entirely. This might be possible by using extendable tools. For example, in a window cleaning business, extendable cleaning tools can remove the need to climb a ladder for some jobs.

Where this is not possible, the safest access equipment should be chosen.

Ladders and Stepladders – There’s a misconception that ladders and stepladders are banned by health and safety legislation but this is not the case. The Health and Safety Executive (HSE) says they can in fact be a good choice for low-risk, short duration working at height tasks. Ideally, a worker should be up a ladder for no longer than thirty minutes; if the job takes longer than this, their employer should consider alternative equipment. The risk level is the key factor in deciding whether or not to use a ladder.

Once selected, the ladder or stepladder should be thoroughly inspected to make sure its rungs, stiles and feet are not worn and that it is in good working condition. It’s important to never use a ladder or stepladder if you have any doubts about its safety.

Scaffolding – All scaffolding and tower scaffolding should be assembled by trained professionals. The Work at Height Regulations 2005 state that scaffolding should either be assembled to a recognised specification or designed to a bespoke calculation by somebody competent to do so.

Always ensure the scaffolding is erected on firm, level ground.

Platforms – Mobile elevating work platforms (MEWPs) and other, similar equipment can be a safe way to undertake longer working at height tasks. However, all access equipment comes with risks, and with MEWPs people should be aware of entrapment (getting stuck between the basket and a hard surface), overturning, falling and collisions, along with other potential hazards.

Unfortunately, there’s no way to work at height that doesn’t include some level of risk. Most accidents of this kind, however, are highly preventable with the correct training and if suitable, well-maintained equipment is used. Employers should judge each project on a case by case basis and produce a safety plan based on this, taking into account all issues specific to that job.

What are the Work at Height Regulations 2005?

The Work at Height Regulations 2005 came into effect on 6th April 2005 with the aim of reducing the amount of accidents at work caused by falls from height. The term “working at height” means undertaking any work (whether on, below, or above ground level) where there is a risk of falling, or where objects could fall and injure the workers below.

In the year the regulations were introduced, there were 46 workplace fatalities caused by falls from height. In 2017/18, this figure had fallen to 35. Although this is a significant reduction, it is still 35 deaths too many and falls from height continue to be the most common cause of fatal accidents at work. Following the regulations is more important than ever.

Who do the Work at Height Regulations 2005 apply to?

All employers are bound by the laws regarding working at height. They also apply to anyone who contracts others to work at height or controls work at height. This can include building managers, facilities managers and the owners of the premises in question.

As with all health and safety matters, training and learning about the relevant legislation can be useful to the employees themselves, as this will allow them to better protect their own safety whilst conducting the work and flag up any breaches to their employer or the authorities.

Why are the Work at Height Regulations 2005 important?

Falls from height can have devastating consequences for the people involved and their families. They account for 8% of non-fatal accidents and nearly a quarter of fatal accidents in the workplace. Of those where the victim survives, a significant amount require extended periods of leave to recover. In some cases, they will find it difficult to return to their previous role and may have greater physical challenges for the rest of their lives.

In May 2018, construction company Fleming Builders were fined over £9000 after pleading guilty to breaching the Work at Height Regulations 2005 and the Health and Safety at Work etc. Act 1974. A self-employer joiner working on their behalf fell more than 3 metres onto some timber and suffered an injured spine and ribs. The company involved did have a risk assessment in place but has not taken necessary steps to prevent this type of incident, such as a safety net.

What Duties do the Work at Height Regulations 2005 give Employers?

Employers – or those supervising or otherwise in control of the working from height – must ensure all work is planned, properly supervised and carried out by people who are competent and able to carry out the work to an acceptable standard. They must be provided with the most suitable equipment for the job and sufficient training to be able to undertake the work professionally.

Along with other British health and safety legislation, the regulations require employers to conduct a thorough risk assessment before work is carried out to minimise risks to the greatest extent. They need to take after practical step in their power to protect the wellbeing of their staff and the public at all times.

The Health and Safety Executive (HSE) guide to the legislation states the overriding principle for employers: “you must do all that is reasonably practicable to prevent anyone falling”.

What Should a Company’s Due Diligence in Travel Safety Include?

“Due diligence” refers to the steps employers can take in advance to remove or minimise any foreseeable health and safety risk to their employees.

All employers have a duty of care to their staff. They have a legal responsibility to ensure their health and safety is protected at all times; this includes the times when they’re on a work trip, either domestic or abroad.

Business travel can be good for employees and companies alike. The face-to-face connections that are formed and strengthened are often stronger than ones built remotely and the break from routine is often welcome for workers, with 37% in a recent study saying business travel improved their skillset and 6 in 10 claiming it had allowed them to see parts of the world they wouldn’t otherwise get a chance to visit. However, it’s also full of potential risks, and appropriate training and preparation is very important.

What does Due Diligence mean for Business Travel?

Workers on business trips are subject to the same risks as all other workers, as well as many that are specific to travelling. Conducting a risk assessment is an important way of identifying hazards that might cause problems. Of course, there can be issues that crop up unexpectedly, and employers are only expected to look at risks that could be deemed foreseeable.

Due diligence extends over the following areas:

Transport and Accommodation – Employees will face lots of potential risks when they’re in transit from one place to the next and when they’re at their hotels.

Accommodation should be researched in advance to ensure it’s appropriate, with more than just price and location taken into consideration. This is easier than ever today, with travel review sites providing a good starting point for research. If employees from your company regularly travel to the same location, it’s worthwhile discussing options with people who have already been there to find out about the pros and cons of a particular hotel. There are many horror stories online about business travellers arriving at their hotels and finding safe or unclean conditions. Considering that people are more at risk of many health complaints during corporate travel – including food poisoning, viruses and stress-related conditions – it’s vitally important to make sure they’re returning to a comfortable, safe place after their work is done in an evening.

Driving in an unfamiliar environment can cause many issues. Any employees doing so should be aware of the rules of the road in that specific country and should be properly trained in safe driving techniques. Public transport can also vary in both its reliability and safety records depending on the area. All trips within the country should be considered and all modes of transport included in the risk assessment.

Supplies – Workers should have emergency documents, means of communicating (such as fully charged mobile phones) and first aid equipment with them on their travels. Employers should ensure they have these and not assume that all employees are seasoned travellers in their personal lives. They should also provide their staff with a list of emergency contacts to get in touch with in any kind of emergency.

Communication – Staying in contact with employees on the road is extremely important, especially for those who are travelling alone or for extended periods of time. Although work trips can often be very full on and employees won’t always be contactable (for example, during client meetings), it’s a good idea to schedule regular check ins. This ensures the employer is meeting their duty of care throughout the trip and flags up that there’s a problem quickly in the event of a worker falling out of contact while abroad.

Emergency Response and Support – The list of potential risks to a business traveller is quite long: natural disasters and terrorist attacks can all be classed as foreseeable risks in some parts of the world, and fall under an employer’s due diligence. Employers should plan for day to day risks too, such as an unexpected illness or injury, loss of travel documents or falling victim to a crime. They need to produce a plan for all of these eventualities and make sure this is communicated clearly to their staff before their trip.

Itinerary and Safety – Even with all the due diligence in the world, unexpected travel delays happen; trains and planes can be delayed or cancelled with no warning, sometimes leaving business travellers stranded. The itinerary of a work trip needs to allow for such eventualities and also have some built-in down time for employees. Business travel can be very tiring and regular trips are linked with health issues, so workers need time to unwind and rest between meetings.

Should a member of staff be stranded unexpectedly, they need to know who to contact and that their employer has a backup plan. If possible, avoid transfers and waiting time in high-risk areas in case they are delayed there and unable to leave for some time. This is another issue that’s particularly important to consider if people are travelling alone at any point in their trip.

Safe, healthy business travel that benefits the company and the employees is very much achievable. A small amount of preparation and research can make sure employers are honouring their due diligence and doing everything they can to protect their staff.

What is Corporate Travel?

Corporate travel – also known as business travel – refers to any journey undertaken for the purposes of a business. Sales and supplier meetings, networking, training sessions, trade shows and trips between different company locations all fall within the definition, though commuting to and from work is usually not included.

Business travel is a key part of many jobs and plays an important role in strengthening partnerships between suppliers and customers. Even with the growth of teleconferencing technology, face-to-face meetings can make a huge difference to business relationships and drive sales by adding a personal touch that it’s difficult to replicate over Skype. In fact, business travel is generally on the rise in the UK; already accounting for an estimated £39 billion in spend in the UK alone, it’s forecast to increase by 3.7% a year over the next decade.

Types of Business Travel

In 2017, there were 6.8 million business trips abroad from the UK – the third most common reason for leaving the country after holidays and visits to loved ones. In the same period, 8.8 million people visited the UK for business purposes. Although this was a dip from the previous year’s figures, it represents a large boost to the economy, and clearly businesses still see value in conducting corporate travel. The general trend is towards an expansion of business travel.

Of course, not all business travel involves trips overseas. For companies with multiple sites, it’s often necessary for people to travel between them regularly. Sales pitches and supplier evaluations are often more effective when conducted in person. Physical deliveries require business travel. In these cases, it’s often an expectation that the income raised from these activities will more than compensate for the initial outlay of sending the employees out to other locations.

In many industries, trade shows are very important for keeping up to date with the latest developments and meeting with partners and competitors, as well as advertising a company’s products and services to a relevant market. For exhibitors at larger shows, this may require several employees to travel to the show.

Business travel is central to SMEs and larger organisations alike and the amount required varies between companies.

Knowing the Risks

Whilst corporate travel can be beneficial and often enjoyable, it’s also one of the riskiest parts of many job roles.

  • Irregular hours and unfamiliar surroundings can contribute to fatigue and accidents.
  • Road travel over long periods can become dangerous, though proper training in road safety can help.
  • Travelling abroad can put employees at greater risk of crime or health issues, depending on their destination.
  • Keeping track of employees and making sure they’re safe can be more challenging when they’re in transit or staying elsewhere. If possible, it can be safer for colleagues to travel together so no-one is left alone for extended periods of time.

Just as for office-based workers, employers have a legal and moral responsibility to ensure the health and safety of their staff at all times. Making sure employees are aware of the risks, properly trained in dealing with them and fully supported before, during and after their journey can go a long way towards avoiding any hazards.

Benefits of Corporate Travel

When done correctly, corporate travel can be great – both for the company and for the person travelling.

For the employee, it can be a valuable opportunity to experience different cultures, including the working culture of the place they’re visiting. Assignments abroad (or involving lots of locations within the UK) can be an eye-catching addition to their CV, especially if the logistics involved required lots of forward planning. In an increasingly interconnected world, fostering business relationships with colleagues, customers and suppliers in a different part of the world can be a huge bonus.

It’s increasingly common for members of staff to use annual leave to extend their stay and spend the extra days exploring a new place without having to pay for their flights. An estimated 80% of Millennial workers have considered taking this option. For people whose family obligations allow, this can be a major perk of the job.

On the business side, face-to-face meetings can be very effective in securing new business. Many people are more likely to trust someone who they’ve met in person, and for some larger contracts it can be a requirement before any paperwork is signed. Though it can be costly, corporate travel is often a huge benefit to new and existing business relationships.

What is a Security Review?

Business travel is an important and often enjoyable part of a huge number of jobs, but it isn’t without its risks.

Conducting a thorough assessment of the potential hazards associated with the destination and the means of transport is a key part of meeting the employer’s duty of care towards its staff. Employees are protected by all the same rules during travel as they are when they’re at their desks.

An Ipsos Mori survey from 2017 suggested 58% of businesses had changed travel plans due to security concerns. It pays to be aware of security problems and stay informed of any changes, as security threat levels can change in an instant.

How do you Conduct a Security Review for Business Travel?

All security issues should be considered as part of a broader risk assessment covering all aspects of the trip.

A 2016 survey from the Association of Corporate Travel Executives revealed 67% of business travellers report a psychological effect on themselves and their families when they travel to a region where their safety may be compromised. Though sometimes travel risks may be truly unavoidable, it pays to be aware of them well in advance and for employers and employees alike to do everything they can to minimise them.

The areas that should be covered by a travel security review are:

Destination – The UK government publishes travel advice on every country in the world, which is a great place to begin when assessing security risks. It includes a terrorism threat level which is updated regularly, like all information on the site. If a country has travel warnings associated with it, it might be time to cancel or postpone the trip. Meetings that can be done remotely could be rearranged to remove the threats to the security of the employees who were planning to travel.

It’s useful to conduct thorough research into the country’s political, economic, social and cultural situation before booking. Some countries will be obviously high risk due to being part of a warzone or having frequent terrorist attacks, but others might have issues that many won’t be aware of without looking into the subject more deeply. Some hazards will apply to all travellers equally and others will affect certain groups of travellers disproportionately, such as women, members of the LGBT+ community or people with disabilities.

Emergency Response – If the worst happened and there was a security breach or a terrorist attack, would the travelling employees have an emergency response plan? Are they properly trained in travel safety?

Even the safest destination won’t be entirely free from crime. If employees are well-versed in security issues around travel safety, they’re less likely to fall victim to theft. It’s the employer’s responsibility to make sure their staff are trained in this, without assuming all employees have travelled extensively before.

All travelling employees should have all necessary emergency contacts with them and should know who to contact first in case of any emergency. They should also have regular check-ins to ensure their travel is going to plan (this is often a service offered by Travel Management Companies (TMC)).

Hotel and Airport Security – If a business traveller has to catch a connecting flight in a third country before reaching their destination, even if they don’t plan on leaving the airport, this should form part of the security review. Like all public places, airports and train stations can be at particular risk of attack, as the March 2016 bombing of Brussels airport illustrated.

Likewise, the choice of hotel should take security issues into account. If it’s in a higher risk area, does it have good security and has it got a good record of client safety? Employees should never be booked into places where there are concerns about their security.

What is a Request for Proposal?

With so many businesses relying on well-organised corporate travel, increasing numbers are partnering with Travel Management Companies (TMCs) to handle their requirements on an ongoing basis. TMCs perform many of the functions of a traditional travel agency but tailored for business needs, and often negotiate special rates with hotel chains and airlines. They also track employees on their journeys to protect their safety.

With so many TMCs in the sector, it’s difficult to choose the one that most closely matches the needs of your business. Offerings will vary as will prices, and sector-specific specialisms. The Request for Proposal (RFP) process allows companies to choose the TMC that’s right for them by inviting providers to submit proposals outlining how they would meet the key requirements. It’s essentially an invitation to tender.

How do you Write a Request for Proposal (RFP)?

The clearer you are about your requirements, the easier it will be to filter out any TMCs who can’t meet them and find the ones that fit.

The beginning is the best time to consult with employees from all departments, including accounts or finance and any group that travels regularly, such as sales or on-site support. They will all have valuable insight into what their needs are and take the process beyond the simple “cheapest quote wins” stage, which can lead to a bad fit between company and TMC and settling for a lesser service.

Decide on your key requirements early on. It might help to research some TMCs to see which services they offer. Knowing how they vary will give you a clearer idea of what sort of TMC you would prefer to work with. Sometimes companies issue a Request for Information (RFI); shorter and more focused than the larger RFP, they can help to get a feel for a TMC’s values and how they work, and are less time-consuming than going through the longer process. Another avenue to explore is asking for the TMCs’ “standard proposals”, which summarise what they offer in an easy-to-compare format. At this stage, you will have a much stronger idea of what’s available and the criteria you’re going to use to decide between competing bidders at the RFP stage.

Although you want your RFP to be thorough, try to keep it as focused as possible when writing the questions you want to use. It’s a balance between getting all the information you need (and making sure you haven’t missed any key requirements out, as getting to the final stages of the process only to find your chosen providers don’t offer a vital service is frustrating) and avoiding being overwhelmed with information when the TMCs’ proposals arrive. There are many companies in the sector all providing slightly different offerings, and sometimes RFPs will draw a surprisingly large amount of responses.

Make sure your deadline for TMCs to respond is realistic and allows them time to pull together the necessary information. This can sometimes take longer than expected.

How do you Choose a TMC from their Responses?

Bear in mind that price is not the only concern. Out of hours services and regular employee safety tracking can have a big impact on workers’ safety when they’re on the road and can be especially important if they’re travelling to high-risk areas. If TMCs prefer to book with a particular airline or hotel chain, ensure these meet your internal standards and your employees will be happy to use them.

It’s up to each company to decide which factors they put the most weight on. In order to assess all responses fairly and make sure you don’t miss an outstanding bid, it could be useful to produce a scoring system and measure all proposals against it.

Assuming more than one proposal meets your pricing and services requirements and is a good cultural fit for a partnership, you may want to consider other factors. Is the TMC new or established? Is it a large company (which often have the resources to offer more) or a smaller, boutique style company that might be better equipped to provide personalised attention and give your account priority at times? Some TMCs work with all kinds of companies in all sectors and others are more specialised. It might help their case if they’ve had success with similar organisations in the past.

Like many business partnerships, the link between TMC and company is largely about relationships. It’s likely to be long-term cooperation and it’s important to find the TMC that’s right for your company’s needs.

Travel Safety in the Workplace

Many professions require regular domestic travel, whether as part of their day to day role or to attend special events such as trade shows. With 8.8 million business trips going overseas from the UK in 2017, international travel is also very common, and many predict that this trend will grow in the years to come.

For many employees, travelling for work is one of the riskiest activities they undertake in their jobs. Though the vast majority of work trips take place without any serious issues and everyone returns safe and healthy, it’s vital to be aware of the risks so that they can be avoided or minimised.

What can Employers do to Improve Travel Safety?

Employers have a duty of care towards their travelling employees. It’s both a legal and moral responsibility to ensure their health and safety, just as much as it would be for on-site staff. Employers should have a detailed itinerary and must check in regularly to make sure everything is on track; this is also a way of making sure the alarm is raised early should anything go wrong or if the employee is unexpectedly out of contact.

Implementing a travel safety policy can be a useful way of making sure everyone is aware of travel safety standards and that they must be followed for every trip. It should set out what needs to be done before and after the journey, both by the employee and their manager, and other relevant people.

A thorough travel risk assessment should be conducted. As the circumstances and individuals travelling for each trip will be different, this process will need to be repeated for each journey, though it might be sufficient to conduct just one for the entire travelling group (as long as any relevant individual circumstances are taken into account). This is something that needs to be decided according to what’s appropriate. Risk assessments can raise any issues with transport, accommodation, safety, security and health that might otherwise go unnoticed.

Employers need to ensure that employees have basic supplies such as a first aid kit, a working phone charger and contacts for emergencies, such as local hospitals, insurance details and the number of the UK embassy or consulate.

In a recent survey, 58% of UK business travellers reported being concerned about travelling to places they did not know, with 66% concerned about not being able to make changes to bookings if something unexpected occurred. Anything employers can do to ease these anxieties and help their employees have a safe trip should be done. If possible, it’s better for employees not to travel alone due to safety, especially if they’re unexpectedly delayed in an unfamiliar place.

If the company takes part in lots of business travel, it may be worth hiring a travel manager to arrange it. Alternatively, employing the services of a travel management company (TCM) can be helpful, and good ones will risk assess all transport and hotels beforehand, giving the employees and their employer peace of mind.

What can Employees do to Improve Travel Safety?

Training staff in travel safety can be very useful. This equips travelling employees to prepare for their trip, even if they haven’t travelled abroad a lot in their personal lives, and alerts them to common hazards and how to deal with them if they arise.

Research is key. The more research that is conducted into the culture and political situation of the destination, the better. It’s also worth being aware of any environmental risks such as extreme weather conditions. If the corporate travel involves meetings with businesspeople from the host country, researching their cultural and business behavioural norms can be very useful for building relationships. One of the most important aspects of pre-travel research is finding out about the entry and visa requirements for each destination. Both the employer and the employee should look into this so nothing is missed, and ideally it should be looked at a few months in advance in case the visa process takes a long time.

Being aware of general safety advice such as keeping travel documents in a locked safe in the hotel when they’re not needed, sticking to well-lit places at night and not going off alone unexpectedly without informing people where you’re going will always help.