Travel Risk Management
Overview:
A medium-sized manufacturing company based in Georgia had experienced rapid growth over a number of years, especially in their International division leading to more international travel for their employees, many of which had not travelled outside of the US previously. The objective of the review was to assess the company's approach to travel risk management and highlight provide recommendations to ensure the safety and well-being of its employees during all types of business travel.
Situation:
The company operates globally and frequently sends its employees to regions including South America, Eastern Europe, and Central Asia. With a growing workforce of approximately 500 employees, the company specializes in producing industrial equipment. Employees that travel range from executives to engineers, project managers and sales representatives, all of whom are regularly involved in overseas projects, business meetings, and sales activities.
Solution:
Our team initially worked with Senior leadership to determine the current status of their travel risk management program before interviewing key managers of the various divisions and teams involved with or responsibility for travel and employee safety.
Initial Report Findings:
Travel Risk Assessment and Planning:
The company did conduct a basic travel risk assessment before each employee's trip, however it was ‘adhoc’, fragmented and didn’t consider factors such as political stability, crime rates, healthcare infrastructure, risks from natural disaster, and transportation safety.
Based on this assessment and recommendations, the company moved to establish a more robust and consistent approach by developing travel guidelines and policies to support the growth in travel. This included the use of preferred airlines and hotels with a strong security record. Pre-travel briefings to be provided to employees that cover essential information on local customs, cultural norms, potential risks, emergency contacts, and communication protocols.
Security & Safety Measures:
The company also implemented a number of other measures to ensure the safety and security of its traveling employees:
1. Travel Tracking and Communication: A travel management system to allow employees to register their itineraries, enabling the company to track and locate them in emergencies. Regular communication channels were established to stay connected with employees throughout their trips.
2. Security Training and Awareness: Mandatory security training sessions to be conducted to educate employees on situational awareness, personal safety measures, emergency response protocols, and handling unexpected situations.
3. Local Contacts and Support: The company to develop and maintain a network of local contacts, including trusted security consultants, local authorities, and medical facilities, in regions frequented by employees. 24/7 emergency hotlines are available for immediate assistance and guidance. [Greater consideration to utilize a Travel Assistance provider to consolidate services as the company hits intended growth milestones]
4. Travel Insurance: The company wanted to ensure that all employees traveling internationally have comprehensive travel insurance coverage, including medical evacuation, medical expenses, trip cancellation/interruption, and emergency assistance services and met with brokers to review current and future insurance needs.
Continuous Evaluation and Improvement:
During the review process the company understood the dynamic nature of travel risks and has move to adopt regularly evaluations its travel risk management program. Incidents, near misses, and implemented an employee feedback process that helps identify areas for improvement. Lessons learned from each trip are incorporated into policies and procedures to continually enhance employee safety.
Conclusion:
This case study showcases a proactive approach that a company can take towards travel risk management. Through thorough program evaluation, risk assessments, implementation of security measures, training, and continuous learning, any company can prioritize the safety and well-being of its traveling employees to not only fulfill their ‘duty of care’ but to optimize business outcomes.
