What is a travel risk management policy?

A Travel Risk Management Policy is a set of protocols and tools designed to mitigate risks related to business travel.

It must include guidance on risk evaluations (or travel risk assessments), as well as on duty of care, meaning the company’s responsibility to take care of its employees. (We discuss it here).

Who prepares a travel risk management policy?

The travel risk management policy is drafted by the travel manager or security manager, in the absence of these two, it is the responsibility of the administrative or HR department.

What is a travel risk assessment?

A travel risk assessment is the process of evaluating potential risks that a traveler might encounter during a business trip, taking into account the geopolitical, socio-economic, and environmental specifics of the destination. This analysis allows for the identification and prevention of potential issues, ensuring a safer and more informed journey.

• Travel risks:
  • Travel-related risks: jet lag effects, mobility issues after long transfers, air or sea sickness.
  • Transport and accommodation: safety of transport means, infrastructure conditions, reliability of lodging facilities.
  • Trip duration: prolonged exposure to certain risk factors, climatic and seasonal impacts.
• Health risks: personal medical conditions, vaccination needs, risk of transmissible diseases.
• Destination-related risks: conflicts, acts of terrorism, high-crime zones.
• Personal safety: specific issues for women and members of the LGBTQ+ community.
• Environmental conditions: climate, altitude, differences between urban and rural areas.
• Individual factors: age, gender, nationality, solo or group travel, risk perception.

Proper study and communication of a risk assessment can give the traveler a clear overview of what they might face, providing reassurance.

It’s a procedure that must be carried out before the traveler departs, to analyze all potential risk factors.

When should a travel risk assessment be carried out?

It’s crucial that the travel risk assessment is performed well in advance of departure, to thoroughly examine all possible risk factors, including the traveler’s medical condition.

Here are some scenarios where risk analysis may not be strictly necessary:

• Frequent travel to the same destination: if a traveler regularly visits a particular location and knows it well, further assessment may not be essential, unless there have been significant political, economic, or environmental changes.
• Domestic flights: when the trip involves a short national transfer, especially if limited to travel between the airport and office, risks may be minimal. However, if the stay is extended or involves travel to unfamiliar areas, a review is advisable.
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  Last-minute trips: in these cases, although it’s always important to consider the destination’s conditions, limited time might not allow for a detailed analysis. A rapid assessment focusing on the most critical aspects is done instead.

What aspects need to be considered?

• Constant monitoring of geopolitical risks
• Enhanced cybersecurity for travelers
• Proactive management of climate-related threats
• Compliance with new travel regulations
• Greater focus on employee well-being during trips

What are the risks to be considered for women and the LGBTI community?

When it comes to a woman travelling for work, it is necessary to take into account aspects that usually do not concern men, such as:

• sexual assault and harassment
• theft of personal belongings

In fact, with regard to this category, the risk assessment must be carried out in greater depth, taking into account:

• local customs and laws of the country you are travelling to
• how the role of women is considered in the society of the country you are travelling to
• physical and health conditions
• security

In countries of Islamic origin, certain very normal behaviours or customs that women have in our society are not tolerated and may even be considered illegal.

It is therefore crucial that a thorough risk assessment is carried out to ensure that nothing is underestimated.Surveys by Sap Concur and Wakefield Research present the following analysis:

• 77% (more than two out of four women) have experienced harassment or mistreatment during their travels.
• 42% of women are asked if they are traveling with their husband.
• 38% of women are ignored by male staff.
• 31% of women receive inappropriate remarks in the workplace.

According to the ILGA World (lesbian, gay, trans and intersex association) there are still at least 70 countries in the world where same-sex relationships are criminalised, mainly in Asia and the Middle East.

When a traveller belonging to this community is sent on a business trip there are aspects to be taken into account:

• society’s attitude towards homosexuals
• the rate of racially motivated crimes
• protests in favour of legal equality
• some accommodations do not accept homosexual people
• lack of access to certain services
• risk of harassment by the authorities

Very often these people have not officially come out, so it might be a good idea to include this type of problem in the policy, specifying the risks, the solutions, who to contact in case of doubts (it would also be appropriate to have a person within the company who is sensitive to these issues and to whom people can turn without feeling in danger and without being afraid) so that one already has almost all the answers in hand without having to declare one’s orientation if one does not feel safe.

Support for travellers

The policy should mention who in the company is responsible if something happens or who to contact in case of an incident.

So there must be a section where telephone numbers and emergency contacts are included, how travellers should report incidents and how the company will deal with these incidents.

How to train employees

It is important that travellers are well informed of the risks they may encounter on any trip, but above all that they are aware of them.

The company should hold training and risk education courses to verify that its employees, besides being ready to go on the trip, are also really prepared to solve any inconvenience.

As already mentioned, the training of female employees and the LGBTI community should be treated with a different focus.Important aspects to evaluate are:

Pre-trip planningCommunication planningTransport and accommodation securityMedical situationsCrisis management

What can BizAway do for your travel risk management policy?

On the BizAway platform, thanks to its partnership with Riskline, you can access a dynamic map that shows where your employees are and who is currently traveling, for any necessary support. Travelers also receive real-time alerts in risky situations. Additionally, BizAway offers 24/7 support for any need.