What should the travel manager consider when managing traveler security?

RAQUEL GUTIÉRREZ, Travel Manager Outsourced de GAS NATURAL FENOSA

 

What we call Duty of Care is the obligation of companies to inform, care for and protect their employees on a business trip. The main objective is the well-being of the traveler, but the continuity of the business is also at stake, as the company's business continuity is at stake;reputation of the company can suffer when incidents occur if they are not properly managed.

The Spanish legislation is one of the toughest in the world in this field. Therefore, special care must be taken to ensure that we are covered for all possible incidents. The policy contracted does not necessarily have to be the one with the best coverage, but the one that best suits the company's needs, bearing in mind that the payment methods also have travel insurance associated with them.

The company must inform travelers about the risk level of the destination country. It is a duty that is reflected in the same Constitution and in the Penal Code. The travel manager can complement this requirement by providing complete and independent information to make the trip easier and safer. It is a very important educational task because it helps to prevent. This content can be complemented during the trip with warnings and recommendations. With the mobile devices, every day it is easier and easier to have updated information at all times.

The travel manager's support work is also essential. In the event of any eventuality, the most urgent thing is to locate the travelers and communicate with them while the security protocols are activated and the intervention with the insurance company is managed, as well as with their relatives or friends.

To manage travel safety well, it is necessary to create multidisciplinary teams organized in risk committees. These teams may include internal representatives from Human Resources, Finance, Public Relations and the travel manager himself, together with external advisors from the travel agency, the payment method or a contracted company with 24-hour assistance. It is best to assign a responsible person. Action plans should cover before, during and after the trip.

Monitoring and follow-up processes are those that serve to audit the security program and make the necessary changes to improve the response in the future.

Monitoring and Follow-up processes are those that serve to audit the security program and make the necessary changes to improve the response in the future.