Our world is more complex and unpredictable. Think about all the strikes, disasters, health pandemics, extreme weather, and fluctuating crime rates. From political instability to health risks and natural disasters, the travel sector is uniquely susceptible to a range of risks, both seen and unforeseen.

Then think about your workforce, out there on behalf of your organisation. It's more important than ever to have a solid travel risk management plan to mitigate travel risks and to protect your team. Today’s proactive leaders understand that a well-defined travel risk management plan can be the difference between adapting swiftly and prolonged delays. After all, you not only have a legal duty of care obligation to protect employees, but they are your most valuable assets.

This guide explores how UK businesses can begin to start a travel risk management programme that is effective from leadership through to those travelling.

Understanding the spectrum of risk: Beyond the obvious  

Travel risks can manifest in many forms. Some predictable, others almost invisible until they surface. While business travellers, executive assistants and travel bookers are used to travel risks like delays or logistical disruptions, today's complex environment means that there are more hidden risks. These are just some of the instances that should be considered in travel risk management:

  • Airline supply chain and workforce challenges, driving disruption
  • IT meltdowns
  • Shifts in local regulations or unexpected geopolitical developments
  • Border closures
  • Extreme weather

There are also the more individual travel risks to consider which still impact the global workforce such as:

  • Losing a passport or falling victim to local theft
  • Medical risks such as an injury or mental health impact if involved in an accident
  • Cybersecurity risks

The key is to incorporate both expected and emerging travel risks into your organisation’s planning framework and travel risk management solutions. Businesses in the UK have already made great strides by introducing thorough travel risk assessment processes and using travel risk management technology.

Travel risk management takeaway #1: Taking their lead, consider first assessing your company's risk tolerance. You could categorise travel risks based on a red and amber system, or carry out risk assessments on business travel processes to understand the security risks.

 

Establishing clear communication pathways in a crisis

Communication during a crisis can determine the tone and outcome of your organisation’s response. Clarity, frequency, and empathy are essential to ensuring everyone remains informed and calm.

The challenge lies in striking the right balance between being informative and concise while avoiding information overload. Transparent, centralised communication channels are very important, and even a small delay in information flow can escalate a crisis.  

Travel risk management takeaway #2: Get key heads of departments in a room to plan and determine your travel risk management plan. You would be amazed at what IT, Finance, HR, Security, and other departments bring to the table that you need to consider when organising.

Travel risk management takeaway #3: Create templates and messaging guides for various crisis situations. These templates should be adaptable, allowing you to customise messaging for business travellers, internal teams, and external stakeholders without needing to start from scratch in an emergency.  

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Assess your travel risk management needs

  • How will you track potential risks?
  • Who will assist your travellers in an emergency?
  • If a traveller needs emergency medical assistance, where do they turn?
  • How do you ensure your team has accurate, up-to-date information?
  • Do you conduct any security awareness training ahead of trips, especially to high risk destinations?

These are some of the questions you will want to think about when assessing your duty of care needs. This checklist will help you decipher your travel risk needs even further.

Travel risk management takeaway #4: Consider using external risk management services and a specialist travel risk management provider. They can take on the emergency response capabilities and support you with security concerns and be there for emerging risks.

Building agility into your travel risk management programme

Crises demand quick responses, but agility goes beyond getting information out quickly. An agile travel risk management plan means you can pivot while ensuring employee safety remains intact, and business is not majorly disrupted.

Organisations with effective travel risk management typically follow a structure that allows for rapid decision-making and cross-function coordination. For example, our clients in the film and television sector sometimes visit remote and sometimes dangerous locations. This means they not only need stringent risk assessments, but clear communication lines and round the clock support if something goes wrong.

To implement a flexible travel risk policy, work with your team and your corporate travel agent to regularly test and simulate various crisis scenarios. This approach not only familiarises your team with action plans and travel risk management tools, but also helps uncover blind spots and areas for improvement.  

Travel risk management takeaway #5: Develop a "playbook" that outlines contingency plans for varying levels of travel risk. This document should detail your travel managers, emergency contacts, communication protocols, and response steps for each scenario.  

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Leveraging technology for real-time monitoring and swift response

Technology plays a significant role in ensuring traveller safety. Either through a travel risk management provider or as part of a corporate travel agent package, you can use technology that includes:

  • Traveller tracking so you know the whereabouts of your colleagues.
  • Communication tools to keep travellers updated.
  • Easy access to operational support so a human can give immediate assistance.

Working together with a corporate travel agent, these tools mean you can consolidate business travel, risk assessments and communication into one or two providers. That means you get a more comprehensive view of travel risks, and can help travel bookers, executive assistants and travellers respond accurately and with agility.  

For instance, many organisations are now integrating travel risk management systems that feed into their corporate travel booking platforms, providing insights that enhance both duty of care and compliance. This integration allows for a seamless experience that protects travellers while keeping companies informed.  

Travel risk management takeaway #6: Consider a business travel platform that provides real-time alerts and travel risk updates. The right tools will support swift responses, improve team alignment, and, ultimately, safeguard travelling employees.  

 

Case studies: Learning from real-life scenarios  

Business traveller Denis, who works at environmental consultancy LTS International, was stuck in Cameroon when the COVID pandemic forced the border to close. He immediately called Corporate Traveller for advice. It took a lot of flight bookings and new rebookings but after 12 days, 67 emails and who knows how many WhatsApp messages, Denis was on his way. "I am very glad to get out of Cameroon. I want to tell you how grateful I am for your great support. Sarah had a Plan of Action! We made it!" said Denis.

Solar energy company Bboxx has used our tools to improve its governance and systems, which boosts its duty of care to staff. When they introduced the Melon business travel platform to the organisation, they got access to real-time safety and risk dashboards, which has helped them mitigate risks and better prepare their teams.

Travel risk management takeaway #7: Read more case studies on how UK businesses have improved their duty of care to travellers and integrated travel risk management services into their business.

 

Key takeaways for building a resilient travel risk management programme

  • Identify both obvious and hidden risks: Develop a risk categorisation system that captures a wide range of potential disruptions and foreseeable risks.
  • Create an agile response framework: Prioritise flexibility and scenario-based planning to support quick, adaptive decision-making.
  • Assess your travel risk management needs: Ask key questions that will drive your solutions and help you evaluate security risks.
  • Establish centralised communication channels: Prepare templates for crisis communication, ensuring a consistent and empathetic response.
  • Leverage technology for real-time insight: Integrate monitoring tools that align with your travel management practices, supporting quick response times and informed decision-making.
  • Regularly review and adapt: Use past experiences and industry examples to evolve your travel risk management approach. 

Ready to build a more resilient travel programme? Here’s a couple of ways to get started:

Download our 5-step crisis management checklist for a concise, actionable guide to prepare your travel programme for any unexpected business travel-related incidents. This checklist is designed to help you enhance travel security, streamline processes, and confidently manage future risks. 

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Explore Melon, our travel booking platform, with an interactive, self-paced tour. See how our technology can enhance your travel risk management efforts. 

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Book a meeting with us to answer any questions on how we couple help you enhance your travel programme as your corporate travel agent. 

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