Corporate travel is an important part of the work of most companies. Whether employees attend one major trade event every year or they’re on the road daily, their health and safety is the most important concern.

Companies have the same duty of care to their travelling employees as they do to their on-site workers. Producing a company-wide travel policy is one way to ensure the right steps are taken before, during and after each trip to make sure you’re compliant, and a risk assessment must be conducted beforehand to foresee any hazards.

What is a Travel Safety Policy and What Should it Include?

Travel policies set out the standards that all business travel is expected to meet. They can include rules on expenses (such as how much hotels and transport should cost, and the appropriate ways of paying for travel expenses), preferred hotels and car rental vendors. It must provide any details of your travel management company (TCM) if you have one, and make sure people are aware travel needs to be booked through them.

In terms of safety, there are many areas that need to be considered in a thorough travel policy:

Risk Assessment – Each trip requires a risk assessment tailored to the destination and individuals on the journey. This is a very important requirement and needs to be emphasised in a travel safety policy.

Itinerary and Emergency Protocol – Requiring employees to submit a detailed itinerary for their trip allows the company or their TCM to track them easily. This ensures they’re safe and that their journey is going to plan. They should have regular check-ins when possible so their safety can be established. How often and what form these take will be individual to each company and each trip. It’s important to check the business travellers have all necessary visas and vaccinations they will need for their trip in advance.

Letting travelling employees know what they should do in an emergency is important. It could be vital in a natural disaster or terrorist attack. If travellers fall victim to a more common problem like theft or a sudden illness, they will be better equipped to handle it if the travel policy for these matters has been communicated to them in advance.

Hotel and Transportation Standards – Perhaps the most dangerous part of many business trips is when the employees are getting from A to B. Their hotel can also be a problem area, where many health issues can arise.

Many travel policies put a limit on the price of the hotel. This should be carefully balanced with the need to secure safe, reliable accommodation in every location. If the company or their TCM have a price arrangement with a certain chain of hotels whose quality can be relied upon, this should be communicated to staff.

Training – Making sure all employees are appropriately trained in travel safety can give everyone peace of mind. It shouldn’t be assumed that all employees have extensive travelling experience outside of work, but even seasoned travellers can benefit from training geared towards business travellers.

Insurance – Employees should be made aware of what form of insurance the company has for them, what it covers and how to access details of it.

As with all business policies, it’s best if they’re created collaboratively. People are more likely to follow policies they’ve helped to create, and it can help to examine the rationale behind each decision before including it in the final policy. Surveys have shown that only 38% of business travellers think their company travel policy is satisfactory, so getting the input of those the policy will affect most is vitally important.

Benefits of Travel Safety Compliance

An estimated 6.8 million overseas business trips took place from the UK in 2017, with the number of domestic ones taking the overall tally much higher.

Like any company policy, a travel policy is only effective if it’s followed. It may seem time-consuming for busy employees to follow specific rules or book things through the correct channels, but if the reasons for these rules – which are primarily employee safety and the desire for the trip to run as smoothly as possible – are clearly communicated from the start, workers are more likely to be on board with them. This is especially true if the employees have some say in what goes into the policy. Working with those it directly affects guarantees a more effective document. If it is reviewed regularly, perhaps annually, this allows it to be altered depending on changing circumstances and gives newer employees a chance to have an input.

Following a travel safety policy allows the company to meet its duty of care and stay on the right side of any relevant health and safety legislation.

Business travel, like any work activity, comes with some level of risk. Whether the trip is a car journey from one company office to another within the UK or extended travel to a major trade show in another country, employers have a duty of care towards their staff just as they would if they were on their premises.

There are lots of personal accounts on the internet about corporate travel gone wrong – hotels that turned out to have infestations, travel delays stranding passengers in unsafe areas – but the majority of business trips happen without a hitch, and all staff return safe and healthy. Risk assessments increase the likelihood of being in the latter camp rather than starring in another internet horror story.

Why Conduct a Travel Risk Assessment?

Risk assessment is a vital tool in identifying hazards, making sure control measures are in place to avoid or minimise risks and ensuring employees are aware of the risks they might face. Just as with fire risk or hazardous substances risk assessments, travel risk assessments can be a useful way of noticing potential problems that might otherwise have gone undetected, and removing that portion of the trip if necessary; for example, if a meeting is taking place in an area with a poor safety record, it might be possible to rearrange the trip so that the meeting takes place elsewhere.

Employers are only expected to plan for events that are foreseeable. Though every effort must be made to consider all angles and likely scenarios, there are times when something so unlikely happens that it couldn’t reasonably have been thought about in advance. Unfortunately, this is part of the risk of business travel.

What Should be Included in a Travel Risk Assessment?

Travel safety training and thorough research into the destination in questions are important first steps to take. When the risk assessment is being conducted, it helps to consider the following categories:

Accommodation and Transport – A large amount of most business trips will be spent travelling and this is where many of the hazards will be found. Unfortunately, airports and train stations are often high-risk areas for theft, so there are potential issues before the journey even begins. Depending on the location, public transport may be unreliable or unsafe, and driving could be an issue because of poor road infrastructure, unfamiliarity with driving laws and customs, or vehicles that haven’t been maintained well. Any issues should be accounted for in a risk assessment.

Accommodation needs to be carefully considered in advance, and not only in terms of pricing and location. Safety issues such as fire risks need to be considered, as well as the water and food hygiene of the hotel. Stomach problems are one of the most common reasons business trips are derailed, and proper research into the safety of food preparation can make this less likely.

Work Activities – Anything the employees may do on a corporate trip as part of their job is subject to the same risk assessment standards as it would be if they were in the workplace. Will they be exposed to hazardous substances or operating dangerous machinery?

Health – The physical safety of employees on business trips is often considered but their health can sometimes be neglected. Travel, especially if it’s regular and longer than a day or two, is associated with health problems that can build up over time. Hazards local to the destination have to be considered too, and employees should be up to date with all the necessary vaccinations.

Destination – The UK government publishes travel advice for every country in the world on their website. This is a good starting point for research into the cultural, political, environmental and legal issues associated with that country, their entry and visa requirements and any government advice restricting travel to that area. Travel safety training for the individual employees can help them work out what to look out for in advance of their trip.

Individual – Do any of the employees going on the trip have characteristics or circumstances that might put them at particular risk? Disability, illness and mobility issues might all have this effect. They might also belong to a group that faces greater discrimination or legal barriers in other countries. If one of your travelling employees is a wheelchair user, for example, extra care would need to be taken to ensure they’re able to access their accommodation and any meetings they need to attend; they might also need alternative transport arrangements at some parts of their journey.

This is by no means an exhaustive list but it provides a good grounding in what an effective travel risk assessment should include. Every business trip is different, and the travel risk assessment should be updated each time.

Business travel is an integral part of many jobs and most employees will have to take at least a handful of business trips during their career.

Just as when they’re office-based, employers have a responsibility to make sure their travelling employees stay safe and healthy. Despite 86% of employers being unaware that they’re necessary, conducting a pre-travel risk assessment is important. It needs to cover all foreseeable issues the employee may run into before or during their trip, including mode of transport, itinerary and destination.

Knowing the Risks

Whether the trip is within the UK or overseas, the risks involved will change depending on the circumstances and the duration of the trip.

Pre-travel – Each country will have different rules about visas and the necessary vaccinations needed to enter. As some visa applications can take a considerable amount of time, this is something that ideally needs to be looked at many months before the trip takes place.

Training your employees on travel safety has huge benefits. Whilst 8 in 10 travellers reported fearing for their safety at some point in their travels, only 4 in 10 said they had researched crime and safety standards in the country they were visiting. Completing a suitable training course and following up with destination-specific research could mean the difference between a safe, healthy trip and falling victim to crime or an avoidable health issue.

Mode of Transport and Itinerary – It’s no secret that cars, trains and planes can all be dangerous in some circumstances, and there’s no getting away from the fact that an employee travelling abroad (or for extended periods in the UK) is going to face risks related to their chosen mode of transport.

Only 23% of travellers consider road conditions abroad before their trip, despite this being one of the major risks. Even a simple issue such as being unfamiliar with driving on the right side of the road can cause problems if it isn’t prepared for.

The itinerary should be considered carefully. If there is a likelihood of missing a connecting flight or train, the employee in question could be stranded in an unfamiliar place, putting their safety at risk.

Destination – Navigating a country you’ve never visited before can be a challenge at the best of times. Conducting research into the political, economic and cultural situations of the destination is a very wise move.

In summer 2018, dentist Dr Ellie Holman and her daughter were detained in Dubai. Ms. Holman was charged after drinking a glass of wine on her flight and therefore having alcohol in her system; it’s illegal to be under the influence of alcohol in the UAE. She was released without charge, but both she and her young daughter were detained for a month beforehand. The difference in cultural and legal expectations between the UK and some countries can be vast and needs to be treated very seriously.

Due to jetlag, tight schedules and long hours, business travellers can become rundown and this makes them more susceptible to health problems. They need to take extra care and be aware of possible health hazards. For example, in many countries visitors are advised not to drink the tap water and to use bottled water even when brushing their teeth.

Steps to Take

Studies have shown that people who travel very frequently for work are at a higher risk of poor physical health, developing mental health conditions and becoming dependent on alcohol or smoking. Although most business travellers will have a much more positive experience of corporate travel than this, it makes sense to be aware of the risks. If a particular employee has an especially large amount of business travel within their role, it may be worth considering if this can be reduced, if they would prefer to travel less; advances in teleconferencing technology have made this easier than ever.

As well as training their employees appropriately, employers should make sure that all travelling employees are insured and able to access emergency medical care when abroad. They should also be made aware of what to do in other types of emergency situations, either natural disasters or legal or political events they might be drawn into.

Staff members have a right to expect the same level of protection from their employer whilst travelling as they would when they’re sitting at their desks.

Around one in five business travellers from the UK, Germany, Singapore, France and India have had to change their plans on a business trip due to concerns about travel safety. With corporate travel playing such a central role in the work of so many organisations, staying safe and healthy on these trips is of paramount importance.

Business travel is on the rise and most employees will have to travel for work at some point in their careers. This could be within the UK, between sites, or across continents. In all cases, it’s very important for employers to take every step they can to ensure the safety of their travelling employees.

Protecting your Staff

Many companies could benefit from producing a travel safety policy. This should set out the key actions that need to be taken before and during the trip, such as leaving a detailed itinerary so that colleagues can confirm the journey is going to plan, and an emergency response plan so that the travelling employee knows what to do in the event of a natural disaster, political upheaval or terrorist attack. There should also be a list of important contacts so that they know what to do should they run into a more common problem like a sudden illness, loss of their travel documents or becoming a victim of crime while abroad.

Given the amount of organisation involved, some companies use a travel management company (TCM) to organise their corporate travel. Others, particularly larger firms whose employees travel very regularly, employ an in-house travel manager to take care of all arrangements. This ensures all logistics are handled appropriately and the accommodation vetted prior to travel, and many organisations find this saves them both time and money, as well as providing a likely increase in safety.

Businesses have the same duty of care to protect their employees’ health and safety when they’re travelling as they do when they’re at their desks. Making sure they’re appropriately vaccinated and have the correct visas for the country they’re visiting can save lots of issues further down the line. It’s also a good idea to consider what the safest mode of transport is in each case. If a journey can be made in both a hire car and by train, it’s worth researching the safety records of both forms of transport in that area and discussing the options with the member of staff involved.

Research is of vital importance before sending an employee abroad for work. This is especially true for any high-risk areas. The government runs a website that provides detailed information on every country, including health and security, terrorism risks, local laws and customs and entry requirements. It’s a good starting point for research. It also helps to keep up to date with the news for that country, to spot any potential dangers. Of course, even the safest destination will still have crime and health risks, so even for seasoned travellers it’s important not to be complacent. If possible, it’s best to avoid sending an employee on a trip alone; there’s safety in numbers. Where this isn’t possible, the lone traveller needs to maintain regular contact with the office to make sure they’re safe at all times.

A good rule of thumb for employers is to consider both the proactive and reactive steps they can take. The former refers to measures designed to avoid employees facing difficult situations and the latter is about being ready to deal with situations effectively when they do occur.

Equipping your Staff to Face Challenges

Unfortunately, there’s no such thing as completely risk-free travel – business or otherwise.

Good quality training can be very valuable in helping staff to know which steps to take before their journey and what to be aware of during it. It’s an investment that can make the difference between a safe, productive trip and getting stuck in a bad situation. It’s also a way for companies to meet their duty of care to their staff, ensuring in advance they’re aware of problems that could arise.

Business travel can be tiring. Allow employees the leeway to build sufficient rest time into their itineraries. With long and often irregular hours, the stress of getting from A to B under time constraints and an unfamiliar environment, work travellers are at a greater risk of a host of health problems, both mental and physical. Knowing they have the support of their employer and they’re covered for all eventualities can be very powerful and is something most employees will greatly appreciate.

After a business trip, it may be useful for managers to have a discussion with their employees about what went well on their trip and what could have been improved. This can help when planning future business travel.

Employers have a duty of care to their employees – a legal and moral obligation to do everything in their power to reduce the risks of injury or illness befalling their staff. At no time is this more important than when employees are away on business trips.

Although it can be beneficial for workers and businesses alike, corporate travel can never be completely risk-free. Travelling to a different part of the world and getting around in unfamiliar surroundings will always mean encountering various potential hazards. With some forward planning and effective employer due diligence, however, the risks can be minimised.

A Safe Trip

When planning a business trip, it’s easy to lose sight of the fact that employee safety has to be your number one priority. With price concerns high on the agenda and time constraints adding more pressure, sometimes it can feel tempting to skimp on things like accommodation.

For all businesses, their employees are their number one asset and people’s safety transcends any business goals. Protecting a company’s staff is therefore paramount, whether the business travel they’re conducting is a simple drive up the road to another company site or a weeks-long sales trip to a different continent.

The duty of care means that employers need to ensure staff are transported safely to where they need to go and have a safe, comfortable place to stay for the duration of their business trip.

In 2016 the Association of Corporate Travel Executives released a survey of business travellers that revealed 67% of them said there was a psychological effect on them or their families when they travelled to a region where they didn’t feel safe. This may be linked to terrorist attacks in recent years, which have often taken place in countries that would be classed as low risk in other ways. Knowing that their employers take their duty of care seriously and have carried out a thorough risk assessment, including consideration of a country’s political, economic and social situation, may go some way to easing this worry in the minds of employees – and their families.

The UK government website publishes up to date travel advice on all countries, including any specific risks associated with them, their terrorist threat level, and any visa and entry requirements travellers need to be aware of. It’s a good resource for pre-work trip research for employers and employees alike.

Whether the travel is abroad or within the UK, it’s important for people on a business trip to stay in regular contact with at least one other person from the company – preferably their line manager, who should have a detailed itinerary for their trip on-hand. Scheduling regular check-ins throughout the day can be beneficial and allows the employee to state when and for how long they will be out of contact (during supplier meetings, for example). This is a great way of making sure the alarm is raised early if something goes wrong with the trip or if the employee drops out of contact unexpectedly.

A Healthy Trip

Stomach upsets are one of the most common reasons for business trips to be disrupted. Although these (and other common travel health issues such as viruses) can’t always be avoided, there are ways the risk can be minimised. Travellers should be aware of any advice regarding water safety, since in some countries and regions it’s safer to use bottled water for drinking and brushing teeth, and to always order food and drink from outlets where they’re confident they’ve been prepared with hygiene in mind. Employers should ensure employees are all made aware of this advice and not assume all of them are experienced travellers in their personal lives. Training them in travel safety prior to their trip can be very valuable.

One of the most important aspects of an employer’s duty of care is its obligation to ensure they’re appropriately insured for their trip and can access all the medical care they need when out and about. Making sure they have a list of emergency contacts is a must, along with instructions for what to do if they’re ill, a victim of crime or if they lose their travel documents.

Regular business travel can have a cumulative effect on employees that leaves them at greater risk of certain health issues. Those that travel the most are more likely to have high BMIs, sleep issues, low exercise levels and a reliance on alcohol or smoking. While most of the advice on travel safety has focused on immediate and physical threats to business travellers’ health, they can also be at a greater risk of anxiety and depression, with the greater amount of time spent away from family and friends being a possible contributing factor. Employers should be aware of this and keep an eye on workers who are away from home more than average, with the possibility of decreasing the amount of travel their role requires (if this is something the employee wants).

Corporate Travel Management (CTM) is the business function handling a company’s strategic approach to travel, including vendor management, traveller safety, the company travel policy and related expenses. There is often a distinction drawn between CTM from the company, which creates the travel policy that all business trips must follow, and the day to day arrangement of travel.

The logistics of the actual trips are often handled by a Travel Management Company (TMC). They perform many of the functions of a traditional travel agency with the added duties of working with airlines, vendors and hotel chains to negotiate suitable business rates. Many larger organisations employ a Travel Manager to coordinate and handle their travel needs.

What are the Benefits of Corporate Travel Management?

Even the shortest, most straightforward business trip requires a large amount of planning and coordination. Without a strategic plan and direction that’s followed across the company, mistakes can be made and the process doesn’t necessarily improve from one trip to the next.

When done effectively, CTM can save companies both time and money. Many firms don’t have the resources to devote to the minutiae of organising travel and won’t always be aware of the best rates available. The assistance of a TMC or an in-house Travel Manager can ease these stresses.

Choosing a Travel Management Company (TMC)

Some companies choose their TMC by issuing a Request for Proposal (RFP). Potential suppliers can then get in touch to discuss their requirements and suggest how they could best meet them. In these circumstances, it helps to have as wide a pool as possible to choose from, and to select the chosen company based on how good a fit they are with the company’s own requirements and values.

There are some key things to consider when looking at potential TMCs:

Duty of care and out of hours cover – The safety of the travelling employees has to be priority number one. TMCs vary in how they track employees on the road and how often they check in with them, as well as how they handle their out of hours enquiries, if they offer this service.

Service and experience – Which companies on the list provide the best value? It isn’t simply a matter of picking the lowest price; different companies will have different offerings. Some TMCs will work across all corporate sectors and others will specialise or have valuable experience with similar companies.

Company values – All organisations have their own culture and corporate values. If these align with the company’s, this can form the basis of a long and beneficial partnership. Many RFPs include questions on corporate social responsibility and environmental issues.

What is a Corporate Travel Policy?

Producing a corporate travel policy is a key part of CTM. They can include preferred vendors, hotels and guidance on acceptable travel expenses. Essentially, they set out the standards all business trips must meet and the processes the person booking the travel must follow.

They play an important role in travel safety. If they stipulate that all employees must submit a detailed itinerary of their trip, this allows the company and the TMC to track them and make sure they’re safe at all points of their journey. Travel policies that make travel safety training mandatory ensure that every employee on the trip has a grounding in the important topics.

Sometimes travel policies place a limit on the price or rating of hotels in order to keep costs to a minimum. This is a good way of keeping unnecessary expenditure at bay and ensuring accommodation standards are kept regular for all travellers, but it needs to be carefully balanced with making sure all hotels are vetted and up to scratch in terms of health and safety.

Reviewing your Travel Safety Policy

Like all company policies, travel safety policies should be reviewed regularly, including after any changes in circumstances.

Just as the initial writing of the policy should take place with the input of the employees it affects, it should be reviewed in the light of feedback from workers who have returned from their business trip.