As much as we hate to think about it, the winter business travel season is quickly approaching. Winter means snow, ice and frigid temperatures—all of which could lead to travel disruptions.

The best time to plan for business travel disruptions is now, before they happen. Developing a plan that leverages your travel management company (TMC) is a great place to start.

Asking questions like, will my TMC work with their supplier networks to benefit our travelers? Will our TMC use emergency staffing to handle an uptick in calls? Knowing the answers to questions like these, will help you utilize the TMC expertise and supplier relationships so you and your travelers can weather-the-storm (pun intended).

Once you have your plan together, share it—preferably in writing—with your team. But, don’t stop there, make sure you communicate your preparedness with your business travelers as well.  It is just as important your travelers know and understand the resources available to them during a travel disruption.

There are a few things to keep in mind not if an event occurs, but when. First, make sure you understand what is actually happening. There can be a lot of misinformation, especially in when events are unfolding.  Use the intelligence and alert tools provide by your TMC to get the facts.

Also, make sure you use your traveler tracking programs and communications tools to quickly and easily find and communicate to your business travelers in need. A stranded traveler needs information for action more than anything else.