In this day and age, duty of care is one of the most important things for organizations to consider in their travel policy. While often believed to be focused solely on international travel, duty of care is also becoming more and more focused on supporting travelers domestically as well. From bigger emergencies to even small mishaps such as slips, trips and minor accidents, all of these are duty of care issues. With so much to think about, here are the 5 things to consider in your duty of care policy.
- Make sure travelers know who to call
Emergencies, issues and problems arise out of nowhere. Even if it’s someone waking up feeling sick in the middle of the night, you need to plan for, “What do travelers do if they need assistance?” In order to provide strong duty of care practices, make sure to let travelers know EXACTLY who to contact and what to do in case of any emergency situation. We know that getting traveler buy-in is important, so make sure that you are making their life stress free and, in return, getting more support from those on the front line.
- Is the executive team involved with the duty of care plan?
It is crucial that the executive team of any organization is involved with their duty of care policy. But why? What if a traveler got injured during a business trip and had to be sent back for medical attention? In many scenarios, a member of an organization’s executive team will have to be aware of these types of situations and might even need to make the call to help the traveler in need. Make sure you have a plan outlined in your policy to notify your executive team. This way if something does occur, you can appear cool, calm, collected and on top of things to your organization’s leaders.
- Who monitors travel to dangerous areas?
While some organizations have a fully-fledged security team, many of them do not. Since safety and security is so important in the office, make sure you are thinking about when employees are traveling as well. Connect with your organization’s security team or HR team to ensure that you are all on the same page of employee well-being. It is important to have the tools to ensure that you are able to monitor travel to all areas and you know who else at your organization might need to get alerts and access to these tools.
- Do you have visibility into where all your travelers are at all times?
Whether it’s booking flights, hotels or even renting cars, it is important to encourage employees to book under your organization’s TMC. This way, you will always have visibility to your travelers. This is especially helpful in case an emergency does come up such as an earthquake, where organizations can easily locate which travelers might be impacted and how to contact or communicate with them.
- Do you have a tool to send out a mass message to your travelers on the road AND allows them to respond?
Speaking of communication, this is always key when it comes to organizations and their travelers. Along with knowing who to call when in a tough spot, it’s important to think about how you will communicate. It is always essential to make communication quick, easy and allow for an open dialogue. For example, Fox World Travel offers Magnatech Travel Management Solutions’ SafeToGo Risk Messaging platform in order to keep in touch will all travelers.
Those were just some recommendations for 5 things to think about in your duty of care policy. If you would like to learn more about how we help you stay connected with your travelers, be sure to contact us with any questions or check out our Duty of Care – COVID-19 Webinar.
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