THINGS YOUR COMPANY’S TRAVEL RISK MANAGEMENT (TRM) PROGRAM MIGHT BE MISSING
NOW MORE THAN EVER, AS ORGANIZATIONS ARE OPENING THEIR TRAVEL PROGRAM BACK UP, IT’S TIME TO FOCUS ON PROTECTING WHAT MATTERS MOST.
PREPAREDNESS IS THE KEY TO ORGANIZATIONAL READINESS, RESPONSE, AND RECOVERY.
As businesses are expanding their global reach and beginning to travel once again, it’s a great time to capitalize on the awareness of the Travel Risk Management (TRM) program. In addition, as travelers are more concerned with their safety and security, this yields an opportunity to enhance their aptitude and bring recognition to the program. Whether traveling domestically or internationally, the traveler can face various challenges and obstacles that must be addressed. Additionally, as procedures are adjusted to fit a post-pandemic world, travelers must be prepared to handle all situations and changes they may be unaware of. Therefore, they should feel confident that their organization has a comprehensive TRM program to cover all aspects of their travel needs and concerns. In addition, every traveler should feel prepared and supported by their organization through understanding the risks they could encounter, from expected events to unforeseen circumstances.
Evaluating Your Company’s TRM Program
At an Organizational level, the program’s objective is to put efficient measures in place to effectively manage the acceptable risk ratio while still meeting the business objective. This should be adequately measured, approved, and recorded. At an individual level, the purpose is to communicate the anticipated risks to the traveler and elevate their awareness through education and training, advising them of their options and providing guidance should disruptive events occur.
Critical Components Often Overlooked
Continuous Monitoring
There should be processes in place to continuously monitor risks and threats to the organization. Rather than just during specific events or once a crisis takes place, it’s advantageous to monitor and evaluate risks on an ongoing basis.
Traveler’s Profile
When assessing risks, the TRM program should consider the traveler’s profile in relation to the location. Things like race, gender, sexual orientation, religion, and competencies should all be factored in when determining the risks of travel. This measure is usually lost in the organization’s sights but is at the forefront of the travelers’ concerns. These considerations should also include medical needs and the pattern of travel.
“Bleisure”
Often unnoticed is the category of “bleisure,” which is a term used to describe travelers who plan on mixing business with leisure. This is a growing trend and an increasing liability to any organization, especially if left unaddressed. If this is practiced and allowed, it should be addressed within the TRM policy, clarifying how it’s managed and what, if anything, is covered. Of course, all of this must be communicated to the traveler before departure so the levels of understanding are precise.
Implementation Plan
A policy is only as good as its implementation plan. An organization can have the best, most well-developed TRM program, but if it’s not communicated and understood by everyone it affects, it becomes useless to the organization. Known as the “duty of loyalty,” this is the responsibility required of the traveler, ensuring they adhere to the policy. Key topics should be clearly outlined and examined.
Topics to Include
The implementation plan should include destinations and time frames, giving each one a classification based on risk assessment. Traveler specifics should be factored in to include any event that can influence a traveler’s health, safety, and security. Also, particulars related to the traveler should be identified, like their profile, plans while traveling, and their level of training. Processes and procedures need to be identified, such as pre-travel authorization, booking process, whom to communicate with in the event a disruptive event occurs, relevant information, and the responsibilities of key stakeholders. Lastly, incident management should be outlined before travel to identify the crisis management team, their role and responsibilities, and what assistance is available to the traveler.
Training
A TRM training program is essential for individuals and organizations to develop the knowledge and skills to identify, assess, and manage risks and threats to their operations.
So, who should receive training as part of the implementation plan, and what should it cover? First, all key stakeholders should fully understand the program they are responsible for, ensuring they know the current threats and risks and have the knowledge and skills necessary to manage them effectively. Next, travelers must be informed about their responsibilities, restrictions, and other policy-related topics. Lastly, and often forgotten about, is anyone accompanying the traveler, like a client, customer, or family member. They, too, need to be informed of the TRM policy and their responsibilities, as applicable.
Based on the frequency of travel and risk assessment, the organization should outline how often training is required to meet national and international requirements. It should align with an organization’s TRM policy and risk operations. It should also cover all aspects of travel, from safety and security to health considerations that can occur before, during, and after travel.
ENSURE YOUR ORGANIZATION HAS A COMPREHENSIVE TRM PROGRAM.
Every organization can have a comprehensive TRM program. Follow the guidance listed in ISO 31030, and don’t forget about the areas commonly overlooked. Provide thorough training to anyone involved in this process to ensure every stakeholder is up to date, every traveler is prepared, and the program is utilized to the best of its ability. By addressing these potential gaps, a company can improve the effectiveness of its TRM program and better protect itself from threats and risks.
