Business travel is crucial for building partnerships, nurturing relationships, and driving growth in today’s global environment. However, unexpected events can easily disrupt these journeys, putting employees at risk.
Embracing a proactive stance on crisis preparedness is essential for employers to ensure workforce safety. By implementing effective crisis management strategies, businesses protect their employees, maintain their reputation, ensure operational continuity, and minimize financial repercussions from travel disturbances.
Formulating a crisis response strategy: A comprehensive checklist
The inherent risks associated with business travel have always existed. Issues can range from lost passports and delayed flights to medical emergencies and natural disasters. In the post-COVID landscape, travel carries even greater uncertainties, making it critical for organizations to be well-prepared to fulfill their duty of care.
Companies must have a solid crisis management plan that distinguishes between crisis and risk management. While risk management involves identifying and minimizing potential threats, crisis management focuses on effective responses to unforeseen events.
Organizations sending employees on international trips should create a travel risk management plan as the foundation for their crisis preparedness strategy. Employees must understand their employer’s provisions and how to mitigate personal risks. They must also be clear about the difference between crisis and risk and their roles in reducing those risks (e.g., what to do and avoid while traveling in a foreign country).
Crisis: An unexpected event that can harm an organization or its employees. Effective crisis management focuses on response and recovery strategies, which significantly influence the severity of an event’s impact.
Risk: Any activity or situation that poses a threat to an organization or its personnel. Risk management involves identifying, assessing, and mitigating dangers to minimize their impact.
Several root causes can put a business traveler at risk. The following are examples of unplanned events that can create a crisis for an employee traveling internationally, highlighting the importance of their employer’s provisions and plans to support them:
Natural disasters: Earthquakes, hurricanes, floods, and wildfires can threaten safety and disrupt travel plans.
Political unrest: Protests, riots, and government instability create unsafe conditions and potential violence.
Health emergencies: Outbreaks of infectious diseases can pose health risks and lead to travel restrictions and quarantines.
Terrorism: Acts of terrorism, such as bombings or armed attacks, significantly threaten travelers’ safety.
Transportation disruptions: Flight cancellations, delays, and accidents can endanger travelers and disrupt their itineraries.
Family emergencies: A sudden illness or death in the family can necessitate immediate travel home, creating added stress and urgency.
Crises can occur whether employees are traveling internationally or domestically, with risks heightened in unfamiliar areas. For example, a Canadian traveling in the U.S. may face different challenges than those encountered in the Middle East due to cultural differences and language barriers.
Three fundamental elements of crisis management in corporate travel
Engaging in the three fundamental elements of crisis management empowers employers to safeguard their workforce and ensure operational continuity during unexpected events. By proactively planning, implementing responsive strategies, and providing essential resources, organizations can significantly reduce risks and enhance employees’ safety while traveling.
Pre-crisis planning: Effective crisis management starts with thorough planning. Travel management companies can provide valuable insights into global risks, including geopolitical issues and health concerns. Travelers should know how to access their nearest consulate or embassy and ensure they have contact information, local emergency numbers, and directions from their accommodation readily available. Additionally, having copies of essential documents and a clear emergency plan enhances preparedness.
Implementing an action plan: A robust crisis response plan should include activation protocols that specify when to trigger a response and establish a clear chain of command to prevent confusion. Detailed action plans for crisis scenarios should be developed alongside internal and external communication strategies that utilize technology for real-time updates.
Resources, training, and insurance: Keeping up-to-date contact information for traveling employees is critical for effective emergency communication. Consistent training and regular drills help identify gaps in the crisis management plan. Offering travel insurance provides employees with additional protection during trips, ensuring they are fully supported.
Considerations for employers to reduce risk and prepare for crises
Organizations should thoughtfully consider measures to prepare for crises and mitigate travel risks for employees to foster a culture of safety and responsibility. In regions with high levels of uncertainty, consulting federal government officials may be prudent to ensure comprehensive preparedness alongside traditional crisis management strategies. A crucial piece of advice for all employers is: The wrong time to prepare for a crisis is when you are already in one. By planning ahead, businesses can better protect their workforce and respond to unforeseen challenges effectively.
Routine risk assessments: Regularly assess potential threats associated with travel destinations, including natural disasters, health emergencies, and security risks.
Comprehensive emergency plans: Develop detailed plans outlining responses to crises, including communication protocols and evacuation procedures.
Traveler tracking systems: Utilize technology to monitor employee locations, ensuring timely assistance when needed. Leverage apps to track geolocation for enhanced safety and protection.
Health and security measures: Ensure employees are vaccinated and their technology aligns with IT security standards. Provide travel medical insurance and assess hostage insurance requirements for high-risk roles.
Educate employees: Offer regular emergency procedures and crisis communication training to enhance preparedness.
Feedback loop on employee experience: Establish a system for gathering employee feedback regarding their experiences with the preparedness plan. This includes evaluating risks they encounter and collecting suggestions to enhance safety and reduce risks, especially for timely access to medical assistance during a crisis.
Open communication channels: Establish clear methods for disseminating alerts and updates about emerging threats to keep employees informed and safe.
Behaviors and actions for responsible crisis preparedness
Employers can adopt the following strategies to ensure they are responsible and effectively implementing a Plan-Do-Check-Act approach to crisis readiness:
- Conduct regular risk assessments to stay informed about potential threats.
- Develop comprehensive emergency response plans defining employee roles and responsibilities.
- Establish clear internal and external communication protocols for quick outreach during emergencies.
- Invest in real-time tracking tools to monitor employee locations and enable swift assistance.
- Provide essential emergency kits containing supplies for various scenarios.
- Conduct regular debriefings, particularly for first-time international travelers or those entering high-risk zones, to ensure they understand the crisis response plan.
- Facilitate access to insurance and medical assistance for employees while traveling.
- Create family communication plans to maintain contact between employees and their families during emergencies.
- Stay informed about local conditions, including weather, travel advisories, and crime activities.
- Periodically review and update policies based on feedback and changing situations to enhance preparedness.
Implementing a proactive approach to crisis preparedness is essential for employers to protect employees during business travel while preserving the organization’s reputation and ensuring operational continuity. Investments in comprehensive training, clear communication channels, and robust emergency planning empower businesses to respond to crises confidently and resiliently. However, seeking feedback and avoiding assumptions about the effectiveness of crisis readiness measures for business travelers is crucial. When in doubt, obtaining insights from external experts can help ensure effective protection and risk mitigation.
Vigilance and attention to detail are essential for domestic and international travel. By prioritizing effective risk management and implementing protective controls, organizations create a culture of responsibility and care that benefits employees and the business, enabling them to navigate the complexities of business travel in an uncertain world.
