Top Tips For Travel Managers

Top Tips For Travel Managers

Here are some best practice tips based on our recent conversations with our customers.

Set up a post-COVID-19 task force
A small, centralised team representing different skills and perspectives, such as human resources, finance and risk/security, can map out the road ahead and agree on a well-thought-out, shared approach to suit your organisation’s size and needs, reflecting current employees’ attitudes to travel and putting their safety first.

Decide what business travel is right for your company and people
As borders open and restrictions have eased, many people might now want to travel. Define your organisation’s overall criteria and triggers: who will be authorised to travel (both domestic and overseas), when, to which destinations and for what purpose?

Communicate your plan for resuming safe travel to all stakeholders
Setting out clear expectations and definitions of what ‘essential’ and ‘urgent’ travel means. Explain alternatives, such as using a car instead of public transport.   Also, keep in mind that some people might not feel ready to travel at all.

Establish a clear process for organising travel
Including simple guidance for how to apply for and organise travel, well-defined risk controls and ideally one-step approvals.

Review your risk and crisis management procedures
Make sure they reflect new learnings from tackling COVID-19, such as evacuation and repatriation and protecting travellers during border closures and quarantine restrictions.

Review your travel and duty of care policies to reflect new learnings, criteria and processes for end-to-end travel
Consider adding new criteria for sustainable travel. Your duty of care policy should cover all eventualities, including a future health crisis, also setting out expectations for travellers’ own behaviour and duty of loyalty.

  • KT Care enables organisations to deliver duty of care, depending on business needs. Support and Alert, an effective solution that ensures employees are supported whilst travelling. Track and Protect customised solution to add customised features designed to protect business travellers KT Care Safety & Wellbeing ultimate duty of care, offering maximum support
  • Expert Risk Management our partnerships with experienced risk management providers can provide tailor-made solutions.

Work closely with Key Travel Account Managers regarding change of travel policy, projection of travel and change in bookers and travellers’ details.

Protect your travellers’ health and well-being
With fewer flights, less flexibility, new risks and restrictions, travellers’ stress levels can easily rise. Make concrete plans for supporting your colleagues’ emotional well-being and mental health, including as part of your duty of care policy. Consider any potential protective equipment needs and how to comply with isolation/quarantine procedures.

Making use of lounge access, fast-track, concierge and private taxis will help to reduce transmissions and improve traveller wellbeing. If you don’t currently have these travel products activated within your travel policy, please speak to your Key Travel Account Management Team.

Review your emergency assistance and insurance providers
Including their financial health and stability, and make sure your colleagues know what precautions are in place. If you work with third-party providers, make sure your task force members are clear on the role they play and how they can add value.