How to perform a travel risk assessment for employees
When your employees are traveling for business, it’s your responsibility to keep them safe. Reducing risks before travel is a great place to start and more companies are recognizing the importance of this step when making business travel plans.This is where a risk assessment comes in; making it possible to identify and manage the potential risks before they happen. Not only does it show you, and the traveler, have done due diligence, but it can also help travelers avoid risks altogether.If you’re set with implementing a risk assessment process, this guide is here to help you.What is a travel risk assessment?
A travel risk assessment identifies any threats that an employee could face while traveling. It’s integral to achieving an employer’s duty of care obligations. Potential travel risks are constantly changing, a travel risk assessment covers everything from missing a flight to a global health crisis. It’s integral to achieving duty of care obligations.The results of the risk assessment will form the policies and procedures that will be implemented to lower travel security risks, wherever possible. Passing on this knowledge to the employee is essential, it can prevent incidents happening and protect employees in critical situations.Why should you perform a travel risk assessment?
Performing a travel risk assessment is key to protecting employees and your business, complying with the law, and fulfilling your duty of care responsibilities. The assessment gives the opportunity to train employees on how to stay safe while traveling, and what to do if something happens.A well-developed and communicated travel risk assessment will reassure the traveling employee, giving them the confidence to focus on their job with the peace of mind that they’ll know what to do if a situation arises. As a business, you can trust that the employee and you, the travel manager, are aware of potential threats, have set in policies to mitigate them, and have a well-informed employee out there—arguably the best defense against incidents.Risk assessment form [Free resource]
We've made a risk assessment form for you to either print and give to your employees or as a checklist to use pre-travel. Get access to the travel risk assessment template form by following the link below. Make a copy and use it as you need.Download your free travel risk assessment now
Your free travel risk assessment template is designed to prepare you for any risk that appears during travel, eliminating any uncertainties that can disrupt plans.When to do a travel risk assessment, and when not to
If you choose to perform a travel risk assessment, make sure to do sobefore any travel starts. Ideally, around five weeks in advance to give enough time to assess complicated trips along with medical conditions and history. The longer the trip, the longer the risk assessment will take to perform.Here are some common scenarios and how you should approach travel risk assessment for each.What should a travel risk assessment include?
Travel risk management (TRM) is divided into two categories: the individual and the external environment.The individual travel risks
For the individual, it’s important to have a general understanding of the following:- Traveler health: is the employee healthy enough to travel? Are there any health conditions or allergies to consider? Provide the employee with medical facility phone numbers in the destination area.
- Travel patterns: are you thinking of booking a car rental after an overnight flight? Think about the travel itinerary and its effect on the employee.
- Traveler-specific increased risk factors: Solo female travelers are more likely to be victims of crime than other traveler types, and LGBTQ+ travelers are at increased risk of violent assault, especially in certain parts of the world. It’s saddening that travel managers have to consider these factors, but the safety and well-being of the individual is paramount. Taking these factors into account for the given destination means you can prepare the traveler with all the information they need to make good decisions, and allows businesses to plan accordingly.
Once employee considerations have been made, it’s easier to find travel risk management solutions and reduce the risks. For example, if an employee discloses they suffer from anxiety related to air travel, you will want to consider booking a train or car instead. If the employee requires disabled access, this needs to be considered when making and managing travel reservations.To give employees the opportunity to disclose this information, the best option is to send them a questionnaire that they can complete pre-trip.The environment travel risks
The environment that the employee will be encountering needs to be carefully considered when creating a travel risk management program. Key things to review are:- Transport type: are there any travel restrictions, disruptions or regulations to be aware of, or are there increased risks (e.g. traveling by car in a part of the country with poor quality roads)?
- Illness or disease: is there a heightened health risk of catching an infectious disease such as typhoid, hepatitis A, or yellow fever? Does the employee need a vaccination or medication prior to traveling?
- Natural disasters: is there a chance of extreme weather or a natural disaster in that area, such as an earthquake or a hurricane?
- Crime rate: what are the annual crime rates of the destination? Provide advice and contact to local law enforcement to keep the employee safe.
- Civil unrest or political instability: check government travel advisories and local news to identify any ongoing protests, demonstrations, political tensions, strikes, and other events that may increase the risk profile of the travel destination
Make sure to have a crisis management and emergency response plan if sudden issues arise. Collect information on the destination, population density, and employee medical history. How to implement the risk assessment
There are a few general principles to follow to make sure you implement effective risk mitigation and assessment as part of your overall travel risk management strategy.1. Identify environmental threats
From searching travel data online, checking recent news stories, and calling local embassies, there are multiple methods to research for environmental risks. 2. Consider the individuals’ risks
Gather important information by asking employees to complete a risk assessment form or questionnaire prior to travel.3. Evaluate the risks and decide on mitigation measures
A business travel policy can help here: if you add personal safety restrictions to your policy, employees simply cannot book options that are deemed high risk.4. Communication and training
Talk through the risks with your employees so they understand and can ask any questions they may have. Teach your traveling team how to respond to a wide range of scenarios, provide them with travel advice, and give them an emergency contact they can reach with their mobile phone.This is an essential step.5. Review and update when necessary
Identify what procedures worked and which could be improved. Could any incidents have been prevented? Refresh your research each time you send an employee on a business trip to be aware of new and higher risks in that location.Make business travel risk assesment easier
Although valuable, developing a thorough travel risk assessment can be a time-consuming process. It’s no easy feat to assess all risks, educate employees, and do all you can to make sure they’re safe while traveling.If you’re looking to simplify the process of performing a risk assessment but want to make sure everything is covered, you can download your free form here.?)
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