What is duty of care?

Duty of care is the employer’s duty to protect the physical, mental and general well-being of the employee in all circumstances, including when traveling.

It covers all risk areas, both physical and non-physical, for example:

• Health and Safety
• Food and beverages provided by the company
• Fire and earthquake regulations
• Discrimination (gender, sexual orientation, race)
• Stress
• Violence

Specifically, in the context of business travel:

• Environmental disasters
• Situation of discontent in the population
• Strikes
• Public health emergencies
• Transportation problems/disruptions

Key Elements of Duty of Care:

• Accessibility: The policy must be clearly written and easily accessible to all employees.
• Technology: Adopting risk management tools for travel helps monitor traveling employees and quickly locate them in case of an emergency.
• Anticipating critical situations: It is essential to prepare employees for adverse scenarios by providing adequate training to handle critical situations.
• 24/7 Support: Continuous assistance for travelers is crucial, ensuring a company contact is available when needed.

Duty of care vs travel risk management

Duty of care vs. Travel risk managementDuty of care is the legal and ethical obligation to implement strategies that minimize risks for travelers during business trips. This obligation is practically fulfilled through processes and methodologies consolidated in a structured document known as the Travel Risk Management Policy.

Duty of care encompasses all potential areas where risks may arise. Conducting a detailed analysis to assess specific risks associated with each destination or circumstance is essential for creating an effective and tailored action plan.

How to write a duty of care policy

As we have already mentioned, duty of care is nothing more than the employer’s legitimate actions to protect the employee.

Whenever something happens, or someone gets hurt, you need to be able to prove why it happened despite the fact that the employee was doing his or her duty, and you must always be able to prove whose negligence it was.

Steps include:

1. Risk assessment: Analyzing potential risks associated with the destination before approving a trip, considering factors such as political instability, health conditions, and local safety.
2. Employee training: Informing and training workers on the importance of duty of care and the procedures to follow during trips.
3. Continuous monitoring: Using advanced technology to track employees’ locations and receive real-time updates on potential threats or local changes.
4. Emergency plans: Establishing clear protocols to manage crises, ensuring quick and effective responses to incidents or emergencies.

Duty of care for the protection of minorities

As with the travel risk management policy, it is very important that those involved in drafting the duty of care are well aware of how disparate people in various parts of the world have different needs so they require different care.

For example, assessing all potential risks faced by an LGBTQI employee traveling to a country where not only is same-sex marriage not legalized, but having a non-heterosexual orientation is considered a crime. Protecting this type of minority is essential, but the same applies to female employees, who in many Asian countries do not have the same freedoms as they do in the West.

Not only should this kind of minority be protected, but the same thing applies to female employees who in many East countries do not have the same freedoms they have in the West.

What aspects should be considered?

Certainly it is imperative that the worker is protected in every possible circumstance, as mentioned earlier, beyond the simple calculation of risk.

According to Travel Guard, which has published this guide to safe travel entirely dedicated to the LGBTQIA+ community with testimonials and specific cases told by travelers, we can summarize the most important points as follows:

1. Understanding of the local community:
   1. Pay attention to local traditions (whether you’re talking about the way you dress but also eating habits)
   2. Be sure of the person you are talking to and do not share too much
   3. Keep a low profile so as not to become a target

2. Assess the potential risks of traveling to an intolerant country: this applies to both the LGBTQIA+ community and women for example. It’s legitimate to ask questions and make sure you have a support network behind you in case something happens. It’s legitimate to ask questions and make sure you have a support network behind you in case something happens.
3. Always stay connected: consider having devices to connect to the internet externally, so you can make sure you can access any communication service in case there is any urgency.
4. Social engagement: some testimonials point out how it is of absolute importance to try to find out, for example, which dating apps to use in certain countries because some are not safe.

How BizAway helps you

BizAway serves as a strategic partner for managing corporate travel, offering advanced technological tools to ensure safety and efficiency.

With its dynamic maps, businesses can monitor employees’ locations in real-time and evaluate risks associated with different geographic areas. Real-time alerts provide immediate updates on threats or changes in destination security. Additionally, BizAway ensures constant 24/7 assistance, offering support for any needs or emergencies during travel. Through these solutions, companies can implement a strong duty of care policy, safeguarding employees while enhancing their reputation and demonstrating a tangible commitment to the team’s well-being and safety.