5 phases of managing crew travel in a crisis situation
5 Phases of managing crew travel in a crisis situation. What do you need in each stage?
Phase 1: Take the Hit
When the crisis occurs, the key word is immediate. Crew Managers need immediate knowledge about the size and complexity of the crisis.
Are there travellers or crew rotations affected? Which existing bookings do you have and how can they be reorganized? How big is this crisis, do you need to put together a crisis response team?
What you need:
- Automated Travel Alerts – that inform you about the travel disruption (size and complexity)
- Traveller Tracking – Immediate visibility of all your affected travellers worldwide
- Crisis Response Team (including your travel partner)
Phase 2: Manage the Change
After you taking the hit, the most immediately disrupted travel is already organized. When the crisis extends and spreads (like COVID-19), more travel gets disrupted.
Crew Managers need to be aware of the status in each country, as the crisis spreads. So they can reorganize their bookings if possible. Besides that, it is important to have control over the bookings made worldwide, to ensure tickets are only booked when really needed, as refunds have been changed to credit vouchers. This can have a significant impact on the clients' cash reserve.
What you need:
- Daily overview of all travel that is suspended and for who
- Immigration updates by country
- Control travel bookings centrally to optimize cash position
Phase 3: Intermediate Balance
In the 3rd phase it is important to intermediate balance. This phase is necessary because this crisis (COVID-19) is so profound, global and exhausting. Almost no flights are active. It is clear that the operations are no longer the same. In order to be able to transport travellers, it is possible to use charters. ATPI can help you with that.
What you can do:
- Government organized repatriation flights
- Organize private charters with an experienced partner
ATPI can help you, email email@example.com
- Combination of chartered and scheduled flights
- Resell capacity
Phase 4: Returning to Business
We are starting to see light at the end of the tunnel. Important now is, to make sure your business processes are most up to date. This is the time to change any cumbersome and manual processes and automate these as much as possible, so
you set your business up for growth once you get back in full swing. Look at travel booking processes, invoicing and reconciliation processes and stakeholder notification processes, as these tend to be the most intensive.
Is your business prepared for the new reality at the end of the tunnel?
Now is the right time to review your processes and take learnings
- Do you have real visibility and grip?
- Are the right people making the travel bookings?
- Do you maximize your savings potential?
- Which processes can be automated?
- Booking process
- Invoice and reconciliation
- Stakeholder notifications
Phase 5: Grow!
Things are running again and once you have started again, you can now grow more and with a stronger margin than before. Now you need to develop that strategic relationship with your travel partner. To use their experience and services more and generate more value in your processes.
Let us support you and help you grow. Work on the items that you had not covered in the earlier stages so that you are well prepared when a new crisis arises.
Crises are common in the travel industry, but not of the same magnitude as the COVID19 crisis. Strikes, natural disasters, force majeure, they occur and can seriously affect and disrupt your travel needs and crew rotations. You can then be better prepared for this with your duty of care program. Prepare this together with your travel partner.
With the newly implemented processes, you are fit for the future
- Develop a strategic relationship with your specialized travel partner to get more value out of our knowledge and experience in the marine or energy business
- Implement process efficiencies to run your business with more profitability and better control on your travel budgets
- Crisis action plan
- Set up crisis travel response team
- Alerts, tracking, coordination and booking
Checklist: How to get your crew travel management fit for future!
A summary of the key elements that you need to have in place to be preprared for the next crisis, and to come out stronger!
Do you have that strategic relationship with your marine nor energy travel specialist?
- Travel alerts in place?
- Tracking of all travellers in one place?
- Global visibility and grip?
- Centralized coordination for all crew nationalities?
- Reporting and analysis of spend and savings
- Crisis response:
- Response team identified
- Communication lines and technology