Complexities of booking travel management

The Harvard Business Review recently quoted, “The most pressing issue for businesses today is the health and safety of their workforce amid the Covid-19 crisis”. This quote is paramount to any Travel Management Company working with customers who have to travel, whether domestically or overseas. It is particularly important to us here at Good Travel Management (GTM) as we see new and existing client partners work closely with us as we support them with traveller safety concerns and Duty of Care requirements.

Today, with vaccines being provided throughout the world, this opens the potential of enhanced travel amongst nations in the future; and companies must be ready to manage travel risks, safety concerns and increased directives affecting their travelling workforce. The past 12 months have heightened the importance to work in partnership with a Travel Management Company (TMC) that is prepared to face any challenges with you, in short, it’s such a complex world that it needs expert support and guidance.

Good Travel Management’s Strategic Account Manager Andy Sison discusses in this 3-part series how to incorporate traveller safety and wellbeing into your travel programme to support you with the complexities of booking travel management.

Traveller Safety (Part 1) – Travel Policy

A solid foundation for your travel programme is built on safeguarding your employees. Doing so, helps to meet your Duty of Care obligations and focus on traveller safety and wellbeing. A sensible place to start is to ensure your travel policy is fit for purpose in an ever-transforming world.

Here at GTM, we work with stakeholders across our client partners travel programmes, we consult on the many priorities to include within their updated or emergency travel policies concerning traveller safety and wellbeing.:

Emergency Contact Information. Emergency processes including tools and contacts used for travel risk management need to be detailed clearly in your updated policy guidelines.

Cleanliness and wellbeing. Procedures should be in place relating to what to do if travellers start to feel ill ahead of, or during a trip. Furthermore, as we live in this new era of increased cleanliness and safety, make sure your policy highlights preferred hotels that are adhering to newly introduced hygiene initiatives, social distance measures, and contactless check-in/out processes to ensure the safety of your employees.

Pre-trip approval. Set clear guidelines for new approval processes within your policy for seeking approval. Your Air policy can be used to restrict air bookings to future widespread and high-risk Covid-19 areas and to limit the number of travellers per flight.

Preferred suppliers: Ensure your policy only approves travel bookings to be made through your preferred channels to enable you to track who is where at any given time. By doing so, this allows your organisation to have visibility of your employees’ previous, current, and up and coming trips, where your employees have been, where they now are and where they are going to.

Traveller Profiles – Your policy guidelines should outline a mandatory update of all existing traveller profiles which will ensure all emergency contact details and passenger data is up to date. This reduces the risk of missing key traveller data at the airport and will eliminate any unnecessary interactions with airport staff, thus making the check-in and boarding process as contactless as possible.

As a result of incorporating such policy examples above, we are seeing client partners refresh and implement new travel practises in readiness for travelling for business to return, enabling employees to stay on task and focus on their work without having to worry about whether they are within new corporate policy guidelines. This all works together to help improve efficiency, take away travel stress, and streamline your business, to benefit it in a multitude of ways.

Don’t forget to check out our Post Covid-19 complete traveller checklist to ensure you have all the information and advice when considering, booking, or embarking on travel post-Covid-19.

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