Creating a Travel Risk Management Policy
A comprehensive Travel Risk Management (TRM) policy should include several key elements to effectively mitigate risks, ensure traveller safety, and meet duty of care obligations. Below are the critical components that a TRM policy should include:
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Purpose and Scope
* Define the purpose of the TRM policy and who it applies to (e.g., all employees, contractors, guests etc.)
* Outline the scope, including all travel types (domestic, international, high-risk regions, etc.) and the activities covered (business trips, conferences, maintenance etc.) -
Risk Assessment and Travel Approval Process
* Establish a clear process for assessing the risks of a travel destination, considering factors like security threats, health risks, political stability, and environmental concerns.
* Detail a pre-travel approval process that evaluates the necessity of travel, the travellers own preparedness, and specific security measures for high-risk destinations. -
Duty of Care Obligations
* Highlight the organisations legal and ethical duty of care responsibilities to ensure the health, safety, and security of its travellers.
* Include guidelines for employees to follow during travel, covering expected behaviours and personal responsibilities. -
Roles and Responsibilities
* Define the roles and responsibilities of key stakeholders involved in travel risk management, such as HR, security teams, travel managers, and travellers.
* Identify the team who is responsible for monitoring risk levels, communicating with travellers, and managing emergency responses. -
Traveller Education and Training
* Specify the training required for travellers, including pre-trip briefings on health, safety, security, and cultural awareness specific to the destination.
* Include resources such as travel safety tips, medical advice, and emergency contacts. -
Emergency Response and Crisis Management Plan
* Provide clear protocols for responding to travel-related emergencies, including medical incidents, security threats, and natural disasters.
*Outline communication procedures and designate emergency contacts both at the company and locally, including any third parties. Include evacuation /shelter in place plans and insurance details. -
Health, Safety, and Security Measures
* Establish standards for safe accommodation and transport options, ensuring they meet health, safety, and security criteria.
* Provide guidance on managing personal health during travel, including vaccinations, medications, and travel insurance coverage. -
Traveller Tracking and Communication
* Implement a system to track travellers during their trips, ensuring real-time monitoring of their locations.
* Include protocols for regular check-ins and emergency communications to maintain contact with travellers. -
Incident Reporting and Post-Trip Debrief
* Establish a process for reporting safety or security incidents during travel, including near misses and emergencies.
* Require post-trip debriefing to identify any issues faced and capture feedback for improving future travel safety measures. -
Insurance Coverage
* Detail the insurance policies available for travellers, including health, accident, repatriation, and travel disruption coverage.
* Ensure that the policy aligns with local regulations and provides sufficient protection for high-risk or high-risk activity travel. -
Legal and Regulatory Compliance
* Ensure that the TRM policy complies with relevant local, national, and international regulations, including health and safety laws, and aligns with ISO31030:2021 Travel Risk Management guidelines.
* Include guidance on compliance with local laws and customs in the travel destination. -
Continuous Monitoring and Policy Review
* Establish procedures for continuously monitoring travel risks and updating the policy as needed to reflect new risks or changes in travel environments.
* Include a formal review process to assess the effectiveness of the policy and incorporate lessons learned from previous travel incidents or feedback. -
Traveller Well-being and Support
* Address the well-being of travellers, including mental health support, stress management, and maintaining work-life balance while travelling.
* Provide access to resources like employee assistance programmes (EAPs) or assistance services during travel.
At the Travel Risk Academy, we offer a multitude of resources and good practices to help guide you on your journey to protecting your travellers effectively. We align with the practices set out in ISO31030 and work with a myriad of experts across the widest scope of TRM.
Find out more about our services here; membership has additional benefits, and we look forward to welcoming you to our diverse community soon.