Duty of care is much more than a tick-box exercise...
23 duty of care questions to ask in your corporate travel RFP
Duty of care is much more than a tick-box exercise.
It’s an ongoing initiative that should be present in all aspects of your organisation’s corporate travel programme if you’re going to protect your travellers and the reputation of your business.
Your TMC should be your partner in this and should bring a wealth of experience to your strategy, whether that’s in emergency response, repatriations, improving employee support and effectively enforcing your travel policy.
Here’s a selection of questions that it’s well worth including in your next travel RFP if safety and security is a top priority for your organisation right now.
Alternatively, if you’re nowhere near RFP time but are looking to improve your duty of care efforts, then why not fire a couple of these questions at your TMC and see what they say?
Employees who understand what duty of care is, how it’s relevant to corporate travel and how they are responsible for their own safety during a business trip are much more likely to adhere to policy, submit their personal information for tracking and profiling purposes and be more receptive to your organisation’s duty of care efforts in general.
However, gaining employee support can be challenging. Before working with a TMC, it’s a good idea to find out how they can help with improving employee engagement – this could be the difference between an uphill battle with employees and a smooth-running duty of care programme.
Can you advise on how best to educate our travellers on their own responsibilities regarding duty of care when travelling for business?
Do you have examples/case studies of how your organisation has helped clients to educate their travellers on their duty of care responsibilities?
Do you inform the traveller about vaccination, entry (visa etc.), baggage or other regulations prior the trip? If yes, how?
Will our account manager be up to date on the latest national occupational health and safety requirements?
Times of crises put any organisation’s duty of care efforts to the test and it provide peace of mind to many stakeholders to know that all procedures are robust before an emergency hits. Any prospective TMC should have experience of dealing with a range of emergency incidents and so now’s your chance to find out more about the support that they can provide.
- Please outline your standard emergency response procedure. Can this be tailored to our organisation’s requirements?
- What criteria do you use to determine that an incident has occurred which requires a formal response? How would you communicate with our travellers, and what recovery steps would you put in place?
- What types of support do you offer travellers during an emergency? Is this available 24/7?
- Can you share a case study/example of how your organisation has responded to emergencies for another client?
- How does your organisation stay up to date regarding travel incidents and emergencies?
- Please outline your post-emergency review procedure.
Traveller tracking & communication
Advances in technology mean that traveller tracking tools are becoming more and more common – but not all traveller tracking technology is created equally. A TMC having access to traveller tracking tools will not automatically mean that they’re the right fit for your organisation, so finding out about customisation, current and future capabilities and integration functionality is an essential part of your research.
- Please describe any traveller tracking tools that you provide. How do these work and what do they show?
- Can your traveller tracking tools integrate with third-party tools?
- What is your advice for travellers who are resistant to being tracked?
- Is it possible to communicate with travellers through your traveller tracking technology?
Although you can’t prepare for every emergency, you can certainly implement systems and procedures to mitigate the risk to your employees when they are travelling for business.
Being able to assess the risk level of a country before travellers are sent there can provide valuable peace of mind, as well as enabling your organisation and your chosen TMC to arrange the necessary security logistics is travel to the location is essential.
- Provide information on how travel is risk assessed for individual travellers to medium to high risk locations and how are recommendations for travellers provided.
- Do you offer any risk management services such as country profiling, in-country support or active monitoring of travellers?
- Do you have the ability to highlight any potential high risk destinations at the time of enquiry and/or booking and advise of any potential security/travel issues? How is this communicated? Do you communicate risk rating changes?
- Describe your ability to equip our travellers with planning and informative material before travelling. How is this provided?
- Do you have access to information from professional and independent medical and security providers? How is this shared with clients?
Although travel policies are often thought of as documents that aim to control spend, they’re also essential to any successful duty of care programme. However, travel policies can quickly be forgotten about and become outdated, meaning that their efficacy is immediately compromised. Find out how potential TMCs support in reviewing and enforcing your organisation’s travel policy to ensure that it’s a living document that truly reflects how your organisation travels.
- How can your organisation help us to enforce our travel policy?
- Does your online booking technology allow for travel policy integration?
- How do you manage travel to locations which may only be possible via black listed airlines?
- Please outline the process for reviewing our travel policy