Travel Managers & The Importance of Duty of Care: Ensuring Traveller Safety

21 Feb 2025

Business travel has become an essential part of many companies' operations, yet with it comes a responsibility that goes beyond simple logistics—ensuring the safety, security, and well-being of every traveller

This is where the Duty of Care becomes crucial. Duty of Care refers to a company’s legal and moral obligation to ensure that its employees are protected and supported when traveling for work.
Are you confident that your company’s Duty of Care covers all aspects of employee safety during business travel? For travel managers, this is not just a checklist—it’s a proactive approach to safeguarding travellers in any location or situation.

In this post, we explore the five key components every travel manager should consider to uphold Duty of Care for employees on the go.

1. Risk Assessment and Pre-Trip Planning

A crucial part of Duty of Care is performing comprehensive risk assessments before travel, especially for destinations that may pose safety or health risks. Travel managers analyze various factors, from political stability and local crime rates to climate conditions and health alerts, tailoring their travel protocols accordingly.

Essential Steps in Risk Assessment:

Destination Risk Analysis: Understand any geopolitical or environmental risks that could impact safety, such as natural disasters, civil unrest, or health outbreaks.

Itinerary-Specific Assessment: Determine if certain events or locations could pose risks, like crowded areas that may be prone to pickpocketing or regions with limited healthcare facilities.

Personalized Risk Levels: Factor in traveller demographics, such as age and health status, to address individual needs and ensure a tailored approach to safety.
A risk assessment ensures that all possible hazards are identified and mitigated ahead of time, creating a safer travel experience from the start.

2. Real-Time Travel Tracking and Communication

In times of crisis, every second counts. Real-time tracking enables travel managers to know the whereabouts of employees in case they need immediate assistance. Today’s technology offers GPS-based tracking tools that provide continuous updates, keeping both travellers and managers informed.

Benefits of Real-Time Tracking and Communication:

Immediate Crisis Response: In the event of a natural disaster, political upheaval, or health emergency, travel managers can quickly coordinate evacuation or relocation efforts.

Location-Based Alerts: Travellers receive location-specific safety alerts, such as weather warnings or travel disruptions, helping them stay aware of risks.

Constant Communication Channels: Travel managers can reach out to travellers via SMS, email, or app-based notifications to provide guidance or verify their safety in an emergency.
By having real-time tracking and robust communication systems, companies uphold their Duty of Care, ensuring that they can react swiftly when circumstances demand it.

3. Health and Medical Preparedness

Traveling can expose employees to a variety of health risks, especially in regions with limited access to healthcare or specific regional health concerns. Health preparedness includes ensuring access to medical assistance, preventive care, and resources to help employees manage both expected and unexpected health issues.

Key Elements of Health and Medical Preparedness:
Pre-Travel Health Briefing: Educate travellers on region-specific health risks, vaccination requirements, and preventive measures.

Emergency Medical Support: Partner with healthcare providers who offer global medical assistance, ensuring that travellers have access to help when needed.

Mental Health Resources: Long-haul travel or high-risk destinations can lead to stress and fatigue. Provide travellers with resources to help them manage stress and maintain well-being throughout their trip.
Health preparedness is essential to an effective Duty of Care, enabling travel managers to protect travellers from potential health risks and offer assistance if something goes wrong.

4. Emergency Response and Crisis Management

Even the best-laid travel plans can face unexpected disruptions. A comprehensive emergency response plan is critical for handling everything from minor inconveniences to full-scale crises. Travel managers coordinate with other departments and external service providers to ensure that travellers receive immediate support when the unexpected arises.

Components of Effective Emergency Response:

Crisis Management Team: Ensure there is a trained team available 24/7 to respond to emergencies and coordinate rescue, relocation, or evacuation efforts as necessary.

Detailed Evacuation Protocols: Have clear, actionable evacuation plans tailored to different types of emergencies, from natural disasters to political turmoil.

After-Crisis Support: Once travellers return home, offer post-crisis counseling or support if they’ve experienced a distressing event, recognizing the impact such situations can have on mental well-being.
Emergency response and crisis management form the backbone of Duty of Care, ensuring that a support system is in place to protect travellers at every step.

5. Compliance with Legal and Regulatory Standards

Duty of Care also includes compliance with the legal and regulatory standards governing employee safety and data security. Travel managers are responsible for ensuring that all travel protocols comply with relevant safety, health, and privacy laws, especially when employees travel internationally.

Key Compliance Considerations:

Employee Privacy and Data Security: Ensure traveller data, such as location and health information, is stored securely and managed according to privacy laws like GDPR.

Insurance Coverage: Provide comprehensive travel insurance that covers medical emergencies, evacuations, and other potential incidents, ensuring travellers are financially protected in case of a crisis.

Documentation and Training: Offer training on relevant safety regulations, emergency procedures, and cultural sensitivity for high-risk or high-security destinations.
Compliance ensures that the organization not only protects its travellers but also meets the legal standards that safeguard both employees and the company.

Duty of Care in corporate travel is an essential aspect of ensuring employee safety and well-being. By taking proactive steps in risk assessment, real-time tracking, health preparedness, emergency response, and regulatory compliance, travel managers help create a safer, more supportive travel environment for every employee.
As business travel continues to evolve, a strong Duty of Care program not only fulfills a legal obligation but fosters trust and confidence within the company. With the right planning and support, travel managers can make every trip safer and more secure—allowing employees to focus on the purpose of their journey without undue worry.

Get in touch today & find out how VMR Travel can help your business travel make a difference.