Travel Risk Management: How to Help Protect Your Road Warriors
A corporate travel program helps fuel growth, innovation, and global connections; it also exposes employees to risk. From health concerns to geopolitical uncertainties, navigating challenges like these requires a solid travel risk management strategy.
A robust risk management strategy is especially important for growing businesses in order to uphold duty of care and maintain business continuity. This guide explains how to anticipate risks, help protect employees, and keep operations on track in the face of inevitable disruptions.
What is duty of care?
Duty of care is an organization’s moral and legal obligation to ensure the safety of traveling employees while on business trips.
Understanding Travel Risk Management
Travel risk management involves identifying, assessing, and mitigating the risks employees may face during business travel. As these risks have evolved in recent years, corporate travel managers must be proactive and remain vigilant.
Health-Related Risks
The COVID-19 pandemic highlighted how quickly a health crisis can disrupt international movement. But it doesn’t take a global pandemic to create risks, which can arise from factors like infectious disease outbreaks and inadequate healthcare infrastructure.
To mitigate these challenges, businesses can implement pre-travel health screenings and vaccination requirements. Educating employees on local health risks, such as waterborne illnesses or poor air quality, can also help them take precautions before and during their trips.
Security Threats
Political instability and civil unrest can make specific destinations unsafe. Regions with ongoing conflicts often present heightened risks, and businesses should assess safety conditions before sending employees abroad.
That’s where risk assessment protocols come in. Real-time intelligence tools and government travel advisories help companies stay informed about emerging threats. Additionally, pre-trip safety training equips employees with the knowledge to recognize risks, respond to emergencies, and adapt to local conditions.
Environmental Hazards
Rising global temperatures have increased the number of severe weather events — disasters that can lead to travel disruptions, infrastructure damage, and safety risks for traveling employees.
Having a backup plan is key. Last-minute flight and accommodation changes can help keep the business moving forward when travel plans go sideways. Teaming up with travel management companies that provide real-time alerts help employees stay informed and supported, no matter the forecast.
Keep trips on track with Navan
Flight canceled? No problem. Navan’s automatic rebooking system instantly finds alternatives, notifies travelers, and keeps trips on track — with no frantic calls or last-minute scrambles. Less stress, more time for business.
Cultural Awareness: A Key to Traveler Safety
Understanding local customs enhances situational awareness and helps travelers better navigate unfamiliar environments. This knowledge also plays a role in risk management: An awareness of social norms and varying communication styles can help prevent awkward encounters and facilitate business operations.
A little effort, like learning key phrases or respecting dress codes, can help turn a business trip into a business success story.
The Core Elements of Travel Risk Management
Knowing what to do during a crisis can make all the difference. Implementing a solid travel risk management plan helps keep employees safe and operations on track. Here are the key elements to include.
Risk Assessment Protocols
“Winging it” does not apply to travel safety. Businesses should identify and assess destination-specific risks to decide the proper course of action, whether it means rerouting a trip or preparing employees with necessary vaccines and safety tips before departing.
Traveler Tracking Systems
In a crisis, “Where are they now?” shouldn’t be a guessing game. GPS-enabled traveler tracking and real-time check-ins provide businesses with a live view of employee movements, allowing for quick action when it matters most.
Above: Navan’s live traveler map shows companies where their travelers are.
Emergency Response Plans
A well-prepared company identifies potential risks and crafts solutions in case problems occur. These emergency response protocols may include securing alternative transportation, coordinating evacuations, or offering access to local medical care. Businesses can also arrange secure transportation in unfamiliar cities or provide cybersecurity measures to protect sensitive data while employees are abroad.
Clear Communication Channels
Timely and accurate communication is essential, especially during emergencies. Businesses should establish reliable channels like real-time SMS, mobile app notifications, or direct hotline support to inform travelers about potential risks and necessary actions. This practice also extends to pre-trip briefings, where employees receive critical safety insights before departure.
Above: Navan allows companies to communicate quickly and easily with traveling employees.
Mental Health Support: The Missing Piece in Travel Risk Management
For seasoned road warriors, nonstop schedules, jet lag, and the mental gymnastics of adjusting to time zones can snowball into exhaustion. Add in some unexpected disruptions, and manageable stress can quickly become overwhelming.
A common (and significant) oversight of businesses is to deprioritize mental health services as part of the travel risk management strategy. With American adults experiencing more anxiety than in 2023, it’s safe to say many business travelers are feeling stressed before they even hit the tarmac.
Lack of proper support can affect well-being and productivity — and increase corporate liability. Today’s travel risk management must take mental health as seriously as safety protocols.
Benefits of Implementing Travel Risk Management Strategies
A solid travel risk management (TRM) program doesn’t just mitigate risks; it builds the foundation for stronger travel policies and a reputation that says, “We’ve got your back.”
First and foremost, TRM enhances employee safety. By identifying and mitigating potential risks before employees even pack their bags, businesses can sidestep health issues, security threats, and travel hazards. A strong TRM program helps reduce the unpredictability of travel and gives employees confidence that their safety is a top priority.
Plus, companies have a duty to protect employees on business trips. Neglecting this responsibility can lead to costly lawsuits, fines, and PR disasters. A well-structured TRM program helps protect businesses from legal, financial, and brand reputation issues.
Financial savings are another big benefit. Travel disruptions like delays, cancellations, and emergencies don’t just inconvenience employees — they cost money. TRM helps businesses avoid potential disruptions and offers real-time solutions to minimize the effect.
But there’s more. A strong TRM program can also positively affect employee confidence and morale. When employees know their company is actively supporting their safety and mental health, they’re more likely to have a positive outlook on their trips, work more efficiently, and stay engaged. A company that shows it cares fosters trust, commitment, and long-term job satisfaction.
Steps to Develop a Travel Risk Management Plan
To create a top-tier travel risk management (TRM) strategy, here’s what’s needed:
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Harnessing the Power of Technology for Smarter Travel Risk Management
Enter the game-changing digital sidekick — a TRM program. Equipped with real-time risk intelligence platforms and mobile safety apps that monitor risks as they pop up and send instant alerts can support TRM. Here’s why companies should leverage technology.
The Strategic Edge of Predictive Analytics in TRM
Risk management shouldn’t be about scrambling when things go wrong but about avoiding the crisis altogether. That’s the power of predictive analytics. By using historical data, spotting patterns, and incorporating machine learning, businesses can better anticipate risks and adjust plans before they turn into chaos.
Predictive analytics help travel managers spot delays or disruptions before employee luggage even gets checked.
Predictive Analytics in Practice: Why Wait for the Crisis?
AI-powered tools enable forecasting potential risks like flight cancellations, emergencies, or even price hikes. By analyzing past incidents, businesses can predict the likelihood of future issues in specific destinations and prepare accordingly — helping to cut down on unexpected expenses and prevent travel stress.
Meet Navan
Navan offers a comprehensive suite of travel and expense management services that provide real-time risk assessments and 24/7 emergency support to help ensure employee safety during business trips.
Conclusion
If travel risks aren’t properly managed, they can lead to financial losses, disrupt operations, and jeopardize employee safety. But with an effective travel risk management program, employees can perform their duties knowing someone has their back.
Opt for a strategic, forward-thinking approach that turns uncertainty into opportunity.
Ready to manage travel like a pro? Try Navan’s solutions today.
This content is for informational purposes only. It doesn't necessarily reflect the views of Navan and should not be construed as legal, tax, benefits, financial, accounting, or other advice. If you need specific advice for your business, please consult with an expert, as rules and regulations change regularly.