Spell Out Safety in Your Travel Policies

Many companies have travel policies that cover basics such as booking rules, but fewer companies have policies regarding safety practices for traveling employees. Employers have a duty of care — that is, a legal and moral responsibility to see to an employee’s safety while traveling for business. As part of this responsibility, employers should follow certain practices to give traveling employees the resources and information they need to be safe. These practices should be part of the company’s corporate travel policy, alongside other typical travel policy items, such as booking procedures and allowed expenses.

Travel safety policy guidance

Travel safety policies are aimed at reducing risk for traveling employees. Such policies may include safety tips, a travel assistance program to help during a medical or legal emergency, and an emergency response plan.

Offer safety tips. Providing your employees with important safety tips can help keep them safe while out of the office on business. Considering including simple tips such as these in your travel policies:

• Carry your wallet in a front pocket instead of a back pocket.
• Keep your handbag, wallet, and credit cards with you instead of leaving them unattended in a hotel room.
• Limit the number of valuables you bring on the trip by leaving unnecessary valuable items at home.
• Make sure to lock your hotel room door and windows securely.

Although these tips can seem like common sense, they’re practices that could be easily overlooked in the hustle and bustle of business travel.

Safety tips should also cover all modes of travel. For example, for employees who drive to their destination, you’ll want to provide tips such as making sure the vehicle is in good condition, familiarizing yourself with the route ahead of time, and knowing alternative routes to use in case of a delay or emergency.

Travel safety policies should also contain guidance to help your employees keep company data and devices safe — for example, avoiding public Wi-Fi when transmitting sensitive information, storing vital data in the cloud instead of on a laptop or smartphone, and using complex passwords to protect against data breaches.

Provide a travel assistance program. Setting up a travel assistance program ensures that your traveling employees can access vital services in an emergency, such as medical assistance, legal aid, emergency funds, and other services.

Establish an emergency response plan. Emergency response plans are vital for any company whose employees travel. Having a clear set of instructions for employees to get in touch when a disaster strikes can make all the difference in keeping them safe. Even a simple “I’m OK” policy like that used by Eli Lilly and Co. during Hurricane Katrina keeps you connected and able to confirm your employee’s location and safety.

An effective emergency response plan should take into account that certain forms of communication such as Internet access or cell phone service may be unavailable in emergency circumstances. The plan should provide instructions for establishing communication when such services are not accessible.

By spelling out safety practices in your corporate travel policies, you’ll do more than just pay lip service to your employees’ “safe travels.” You will help your employees to actually be safer and better prepared for emergencies while they’re on the road.