How to...

Improve travel policy communication

When it comes to organising any form of business travel, it is vital that your employees are fully aware of and engaged with your company’s travel policy and processes. Mike Atherton, CEO at Mantic Point Solutions, offers five tips that will lead to travel policies leaving a lasting impression.

knowledge-July 17

STEP 1: PRE-TRAVEL BRIEFINGS. Pre-travel briefings for employees are essential and should be held immediately after booking to explain the company policy and specifics relating to the planned destination. Don’t take a blanket approach, instead tailor meetings to provide up-to-date and relevant information on risks and procedures. This will help them feel at ease and better equipped to handle any emergency situations should they arise.

STEP 2: INCENTIVISE TO ENGAGE. Whether it's creating a league table of travel spend and policy compliance, or personal scorecards to recognise and reinforce the correct travel habits, using informative and engaging ways to incentivise travellers to keep within company policies will help drive home the message that the travel policy is designed to make business travel easier.

STEP 3: OBTAIN FEEDBACK. Keeping the lines of communication open throughout the process is central to ensuring travellers engage with the policy. This includes post-trip follow-up, so implement a process to gain valuable feedback about what went well and what could be improved. This demonstrates the policy is an inclusive and evolving process.

STEP 4: RISK ASSESSMENTS. Keeping the lines of A travel risk assessment is a vital part of a travel manager’s duty of care. This should look at the length of the trip, specific issues associated with the destination and the traveller’s state of health and fitness to both travel and work abroad.

STEP 4: EMERGENCY PROCEDURES. Keeping the lines of While you work hard to fully inform travellers on every eventuality to minimise travel risk, the unexpected is always possible. Knowing what to do in a high-risk scenario will build travellers’ confidence. It is therefore important that clear procedures are in place to deal with travel emergencies, which encompasses communication strategy, response planning and technological processes – and that everyone is aware that these are in place to help them.