building a travel risk management program

The Basics of a Successful Travel Risk Management Program

Travel for both business and pleasure is steadily increasing, along with a return to more regular commutes as the hybrid model of work becomes the norm. Through all the changes, risk never took a break – in fact, it’s on the rise.

Up to 10 physical threats can occur every minute, according to the 2023 Global Risk Impact Report . Travel volumes are at 124 percent of pre-pandemic levels according to our Passenger Name Record (PNR) data, and approximately 64 percent of CEOs believe there will be a full return to the office in three years. Not surprisingly, almost three out of four U.S. companies (71 percent) expect a complete recovery in travel spending by the end of 2024.

The challenge is protecting employees wherever they are. For security and travel professionals, the weight of this responsibility lessened after 2020, when travel went down significantly. That's no longer the case. Remote and hybrid roles have created a dispersed workforce, while the return to in-person conferences and other business events has resulted in more domestic and international travel.

As business travel rises beyond pre-pandemic levels, the line of sight into risk blurs. That makes it a must for organizations to implement and continuously refine a comprehensive travel risk management (TRM) program. Security and travel professionals can build a solid foundation with best practices and expert tips to create a successful program that supports their organization at every step of the journey.

Understand the Scope of TRM Today

Travel risk management is at the intersection of the rise in risk and the rise in travel. It’s the process of analyzing and preparing for threats to the safety of your people during travel and in remote locations. To keep your people safe and informed, follow these best practices:

• Manage travel as a unified approach to organizational resilience.
• Leverage AI-powered risk intelligence to identify threats wherever your travelers may be.
• Provide a reliable mass notification system so everyone can communicate, anytime, anywhere.

With a holistic platform capable of addressing all your security needs, you can inform and protect your travelers every step of the way – before, during and after their journey.

How to Build a Better Travel Risk Management Program

Build a better travel risk management program with OnSolve.

Identify Your Stakeholders

As organizations grow, the internal stakeholders who focus on travel and travel risk management will also evolve. In the early stages, many organizations see travel mostly as an expense to be managed. With greater maturity, travel risk management can be seen as a benefit and a value differentiator.

Here are some of the most common key stakeholders who own and support TRM within organizations:

• Human Resources: In many organizations, the role of travel manager falls under HR.
• Office Manager: In smaller organizations, the office manager is often responsible for travel.
• Finance: Because travel is one of the largest categories of expense, sometimes travel and expense are merged under Finance.
• Travel Manager: More common in larger organizations and often reporting to HR or Finance, the travel manager’s primary role is to manage travel costs while balancing savings, safety, satisfaction and sustainability.

It’s important to note that travel risk management is increasingly becoming a collaborative effort across departments. Responsibilities and accountability often overlap between multiple stakeholders, making clear communications a must.

Don’t Drown in Alphabet Soup

Travel risk management processes often involve a slew of terms and acronyms. Did you fulfill your DOC by issuing a PTA in case there’s a BTA? To help you get familiar, here’s a cheat sheet of some of the most common TRM acronyms:

• BTA: Business Travel Accident – This is a type of insurance policy for travel risk. Make sure to determine whether or not your organization has one and what it does and does not cover.
• DOC: Duty of Care – This is a term used to represent a company’s reasonable efforts to ensure the safety of their employees, including while they’re traveling.
• GDS: Global Distribution System – This system is used by airlines, hotels, cars and trains to aggregate their bookings.
• OBT: Online Booking Tool – This technology can be accessed in real time to make travel arrangements and is commonly called a booking engine.
• PNR: Passenger Name Record – This is the specific format for airline information that comes from the GDS. It’s also known as a travel itinerary.
• PTA: Pre-Travel Advisory – This notice gives a traveler information about risks related to their destination and/or their route, typically via email.
• TMC: Travel Management Company – This is primarily a service-focused company that often serves in an advisory capacity to corporate customers.

With this list for reference, security and travel professionals can focus on the task at hand rather than trying to decipher the jargon.

Determine Your TRM Maturity Level

Once you understand the fundamentals of the inner workings of the travel industry, you can use that knowledge to build the right TRM program that supports where your organization is today and will allow you to grow and scale as needed. The travel risk management maturity level curve can help you identify where you are now and where you want to be in the future. There are five levels along this curve.

• Level 0: New and/or focused on delivering services in a targeted location
• Level 1 : Starting to expand and looking to international boundaries for new markets or new supply chain opportunities
• Level 2: Multiple facilities and locations across a single geographic region
• Level 3: Actively building a global presence
• Level 4: Larger and/or with an established global footprint and dependencies across multiple regions

You can learn more about these levels in this short video:

OnSolve Senior VP of Alliances & Channels Jason Scott explains the travel risk management maturity curve, including how to identify where your organization is today and where you want to be in the future.

Perform an Organizational Self-Assessment

You're already anticipating and mitigating risks. Now it’s time to incorporate travel under your risk mitigation umbrella. Instead of thinking about travel as an expense, reframe it as a value center. When TRM is done well, the benefits of travel are far-reaching, from building relationships to expanding your territory and improving employee safety.

Use these questions to focus your organization’s TRM efforts and decide next steps.

• Who owns travel in your organization? Is it one department or multiple?
• Do you have a travel solution or a program in place currently?
• Is travel risk a component of that program or is it primarily focused on expense management?
• Is travel data available to your organization? If so, how do you receive or manage that data?

The answers will help you understand where you are in the maturity curve. Then you can start to craft a plan to get you where you want to be. For a smoother journey to your highest destination, download our ebook: How to Build a Better Travel Risk Management Program .

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Corporate travel safety 2024

5 steps to build the perfect travel risk management program, 1. clearly define policies and procedures -- and communicate them to employees, 2. access real-time data to inform travel decisions.

• Current or near-future travel restrictions
• Any issues with transportation methods (air traffic control strikes, for example)
• COVID rates in the area

3. Enforce relevant pre-travel training for business travelers

4. develop a travel risk assessment framework for business travel in higher-risk regions.

• Any political instabilities
• The potential for natural disasters
• Any regional endemic diseases
• Crime rates in the region
• Country-level entry requirements
• Limited/non-existent rights for the LGBTQIA+ community

5. Build out a communication and support plan for employees involved in incidents while traveling

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Building a Travel Risk Management Program: Traveler Safety and Duty of Care for Any Organization Paperback – Illustrated, 4 April 2016

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• ISBN-10 0128019255
• ISBN-13 978-0128019252
• Edition Illustrated
• Publisher Butterworth-Heinemann
• Publication date 4 April 2016
• Language English
• Dimensions 15.24 x 1.27 x 22.86 cm
• Print length 222 pages
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Product description

"...the concepts explained...should be second nature to those who are responsible for the security of travelers… I recommend this book highly to corporate security managers, and especially to executives who travel internationally." --Security Management

"This handbook is an authoritative and comprehensive account of applying what are considered industry best standards for an organization’s travel risk management (TRM) program framework and metrics. It also contains numerous case studies." --Perspectives on Terrorism

"Whether you are a physical security person, or a specialist in business travel, this book is a concise and wise place to turn... In a word, never assume. Or rather; assume at your peril." --Professional Security Magazine Online

"...offers a broad perspective on reducing exposure and liability for corporate travel activities...argues why planning makes sense and how to sell it to senior mgmt." --Security Letter

Bridging the gap between travel management, security, and risk management and reaching across departments such as human resources and legal, this book shows how to understand and mitigate the risks associated with business travel, thus enabling businesses to grow, meet their legal obligations, and continue to run smoothly

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Product details.

• Publisher ‏ : ‎ Butterworth-Heinemann; Illustrated edition (4 April 2016)
• Language ‏ : ‎ English
• Paperback ‏ : ‎ 222 pages
• ISBN-10 ‏ : ‎ 0128019255
• ISBN-13 ‏ : ‎ 978-0128019252
• Dimensions ‏ : ‎ 15.24 x 1.27 x 22.86 cm
• 336 in Business Health & Safety Reference

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Building a Travel Risk Management Program

Traveler safety and duty of care for any organization, publisher description.

Building a Travel Risk Management Program: Traveler Safety and Duty of Care for Any Organization helps business and security professionals effectively manage traveler risk by showing them how to build a complete travel risk program. While global corporate travel risks are increasing exponentially, many security and business managers are not well-versed in the rapidly changing global landscape of travel risk, nor do they fully realize the multitude of risks their companies face if they don’t comply with their legal obligations—“duty of care"—for protecting their employees from foreseeable harm, which can cost a company in the form of extensive fines, productivity loss, business interruptions, stock price loss, litigation, and even potential bankruptcy. This book is the first to bridge the gap between the topics of travel management, security, and risk management. It serves as a reference point for working with other departments, including human resources and legal, paving the way for better internal cooperation for travel managers and security managers. In addition, it helps organizations craft a travel risk management program for their unique needs that incorporates the most important policies and procedures that help them comply with legal obligations. Illustrates common mistakes that can have a devastating impact across the entire enterprise with real-world examples and case studies Includes testimonies from corporate travel risk security experts on best practices for meeting the constantly changing duty of care standard Presents best practices for reducing the risk of exposure and liability Offers models for effectively promoting and advocating for travel risk management programs within the organization Compares laws like the UK”s “Corporate Manslaughter Act” (considered one of the world’s most strict legislative standards) to similar laws around the world, showing how compliance requires constant supervision and process improvement

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Building a Successful Travel Risk Management Program

Protecting your people outside the office.

The ever-changing landscape of COVID-19 restrictions and protocols has ushered in a new wave of considerations when planning your organization’s travel risk management. The goal of any successful TRM plan should be to enhance an organization's overall resilience: When companies prioritize resilience, they begin tackling risks from a proactive stance versus a reactive one, even as the target for best practices is constantly in motion. 

Read this white paper to learn:

• Pillars of a successful travel risk management strategy
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Read the white paper

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ISO 31030: Building a Travel Risk Management Programme in an Evolving Risk Landscape

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This ISO 31030 training course was designed to provide individuals responsible for, or part of their organisations travel risk management team with the competencies necessary to enhance their travel risk management (TRM) programme to encompass  ISO 31030:2021 . The six hour course, delivered virtually will equip stakeholders with the practical tools necessary to develop or update their travel risk management policies to address the most pertinent health and security risks impacting their workforce. The course will lead with a comprehensive review of ISO 31030 specifically focused on the core areas most impacting organisations – managing risk, assessment and treatment. Our experts will disseminate how to proactively integrate these elements into your organisations policies, through case studies, exercises and simulations. By attending the course, delegates will be suited to lead their travel risk management response, define the roles and responsibilities of an effective programme and how to monitor its success. 

Who should attend

Security experts, risk managers, health practitioners, travel managers, or others with equivalent experience in managing safety, health and security of their travellers.

Day 1 - A focus on the critical sections of ISO 31030

• Introduction into the standard and its contents
• The importance and benefits of ISO 31030 in the context of the pandemic
• The role and benefits to integrating medical and security policies to proactively mitigate travel risks

Day 2 - How to implement ISO 31030 into your Travel Risk Management programme

• How does ISO 31030 fit within existing policies and programmes
• The key pillars of a TRM programme
• How to identify the critical risks impacting your workforce depending on the unique profile of the organisation
• The role of ISO 31000 and ISO 45001
• Action plan for implementing and updating a TRM programme

Certification

Upon successful completion of a course, participants will be awarded a certificate from the Foundation to put towards their professional development.

Active learning

The training will take place in a virtual classroom where the trainers will guide participants through the subject in an interactive learning format. Participants will acquire the skills through simulation exercises, discussions, and break out sessions for networking. Participants will be encouraged to ask questions and discuss their real-life examples so that they can apply learnings in their work immediately after the training.

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Building a travel risk management program : traveler safety and duty of care for any organization

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Description

Creators/contributors, contents/summary.

• Front Cover; Building a Travel Risk Management Program; Copyright Page; Contents; Foreword; Introduction; About the author; 1 Planning for known and unknown risks; Legal duty of care-definition; Duty of care and tort law in the United States; Case study-U.S. workers compensation and arbitration; Examples of potential risk exposures and incident types; Medical issues or concerns; Mistake
• 1: Assumption that vaccines are complete preparation for an overseas trip; Mistake
• 2: Conflicting Internet information; Mistake
• 3: Failing to make simple preparations for predictable health issues.
• 4: Assuming the quality of care for chronic conditions abroadMistake
• 5: Assuming that travel to a Western-style country is travel to a low-risk country; Biohazards, toxicity, epidemics, and pandemics; Pandemics; Ebola's impact on Fonterra's bottom line; Air travel health risks and concerns; Air quality within commercial aircraft; Disinsection; Immobility-blood clots (deep vein thrombosis); Civil unrest (including active shooter situations); Harassment by authorities; Considerations for female travelers; Cultural or social stigmas and violence against women; Honor killings.
• Dress expectations for womenSexual assault, harassment, and objectification; Sexual harassment case study; Hate crimes; Anti-LGBT laws and cultural acceptance of violence; Kidnapping and ransom; Who is at risk?; Medical emergencies, evacuations, and insurance; United States-Workers' compensation; Natural disasters; Evacuations for the disabled; Nonmedical evacuations; iJET case study-iJET and the South Sudan evacuations; Open bookings; Open booking data issues; Open Booking Case Study; Personal property and identity theft; Mugging and pickpocketing; Traveling with prescription medicine.
• Measuring traveler wear and tearTraveler friction versus travel policies; Personal well-being and stress; Repatriation of mortal remains; Theft of intellectual property; Traveling light; International protections for intellectual property rights; HIV-positive travelers and expatriates; 2 Assessing your current approach to travel risk management; Defining travel risk management; What is an employer's "duty to disclose"; Push versus pull disclosures; Travel risk management maturity model (TRM3) overview; Policy/procedures; Training; Traveler training.
• Travel advisor training (travel agents or counselors, not corporate administrators or "bookers")Travel risk management employer stakeholder training; Crisis management team (CMT) training; Cyber security and social media training safety training; Risk assessment; Risk disclosure; Risk mitigation; Risk monitoring; Risk monitoring-common mistakes; Response; Notification; Data management; Communication; The end result of thorough assessments; 3 Building a proactive travel risk management program; Planning; Training; Crisis and incident response hotlines; Feedback.

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ebook ∣ Traveler Safety and Duty of Care for Any Organization

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9780128019252

Charles Brossman

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04 April 2016

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Building a Travel Risk Management Program: Traveler Safety and Duty of Care for Any Organization helps business and security professionals effectively manage traveler risk by showing them how to build a complete travel risk program. While global corporate travel risks are increasing exponentially, many security and business managers are not well-versed in the rapidly changing global landscape of travel risk, nor do they fully realize the multitude of risks their companies face if they don't comply with their legal obligations—"duty of care"—for protecting their employees from foreseeable harm, which can cost a company in the form of extensive fines, productivity loss, business interruptions, stock price loss, litigation, and even potential bankruptcy.

This book is the first to bridge the gap between the topics of travel management, security, and risk management. It serves as a reference point for working with other departments, including human resources and legal, paving the way for better internal cooperation for travel managers and security managers. In addition, it helps organizations craft a travel risk management program for their unique needs that incorporates the most important policies and procedures that help them comply with legal obligations.

• Illustrates common mistakes that can have a devastating impact across the entire enterprise with real-world examples and case studies
• Includes testimonies from corporate travel risk security experts on best practices for meeting the constantly changing duty of care standard
• Presents best practices for reducing the risk of exposure and liability
• Offers models for effectively promoting and advocating for travel risk management programs within the organization
• Compares laws like the UK”s "Corporate Manslaughter Act” (considered one of the world's most strict legislative standards) to similar laws around the world, showing how compliance requires constant supervision and process improvement

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Corporate Travel Risk Management Program & Duty Of Care

Travel risk management

Put your business travelers first with a robust strategy to help you mitigate and manage risk.

Put duty of care front and centre

Business travel can be unpredictable. The wellbeing and security of your people shouldn’t be.

If a natural disaster happens or travel security issues arise, knowing about the problem and getting in touch with your travelers is paramount.

Duty of care falls on travel managers’ shoulders. With the right travel risk management program in place, you can ensure that the welfare of your employees — from the time they book a trip until they return home — is a significant part of your travel policy. Let us help you protect your business’ biggest investment and most valuable asset.

We can help you to make sure your travelers don’t feel vulnerable and make managing risk simple with our effective travel risk management solutions.

Why you should do a travel risk assessment

Build a travel program that works for you

COVID-19 has impacted businesses and travelers across the globe. Because of this, now could be the time to optimize your travel management program. One way to do this is to examine your options when it comes to negotiating with suppliers.

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Wherever your travelers may be, our Traveler Tracker lets you monitor specific regions across the globe. In no time, you can generate a report on travelers’ booking details and get up-to-date information on flight updates or new trip bookings.

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Higher Education: Building a Travel Risk Management Program

Learning Objectives :

• Explore the guidelines, recommendations, and requirements for higher education travel risk management programs.
• Discuss critical considerations for communication, reporting, and procedures for travel risk management programs.
• Describe how organizations can enhance safety and security through travel risk management.
• Pinpoint the key stakeholders within institutions that can enhance travel safety and security.

The Joint Committee on the Research Environment (JCORE) recently recommended safety and security practices that will ultimately require institutions to “maintain international travel policies for faculty and staff” going abroad. Building a travel risk management program for universities and higher education institutions requires taking a holistic view of risk and mitigation. Processes and procedures for a mature travel risk management program include preregistration requirements, record-keeping considerations, briefing and communication, electronic device security, and more. Learn how one university built its travel risk management program, identifying potential threats, incorporating existing technology to gain intelligence, and ensuring students and staff receive the assistance they need to stay safe, wherever they are.

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