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For Business, Corporate Travel & Meeting Buyers & Arrangers

Five tips on managing safety and security in your programme

IATA calls for strengthening of airline security

Are you stuck on how best to manage safety and security within your travel programme?

Travel management company Chambers Travel has provided five key tips to get you started:

  1. Communicate

Communicating efficiently and thoroughly is incredibly important whether this is done through training, newsletters, intranets or travel portals, people need to be able to find information quickly.  Think of the places where your travellers can go quickly, easily and get what they need- whether this is through social media groups such as LinkedIn or a travel portal.

Modify your policy in terms of risk and safety. Look to associations for resources on this. What should and what could your policy look like. You then need to communicate and have a contingency plan. It is no good just to have a policy you also need a plan to complement it.

  1. Track

You need to know exactly where your people are so if something goes wrong you have a better chance of getting hold of them.

To complement this you need to be able to manage all your data and have everything in one place.

You can do a travel tracker through something as simple as a spreadsheet but it is more reliable to use your TMC, as nearly all TMC’s have a tracking system to be able to report on passenger activity. However unless you have a plan of what the next step is then implementing a tracking system is fruitless. You need to not only know where they are but also have an action plan for the ‘what if’.

  1. Prepare

It's great having a contingency plan but you need to prepare people so that things don’t go wrong in the first place!

Prepare your travellers to minimise risks to themselves and to the company. Preparation ties in with communication. Think about how you can communicate to your travellers how to be prepared in risky situations; whether it is a visa issue, driving precautions or vaccinations.

  1. Respond

So how do you respond?  Do you have a security department or perhaps use a third party or even a number that is in place?  What are you going to do when something goes wrong- if you have done the preparation then hopefully you have what you need to minimise risk to your staff abroad.

  1. Do not be complacent/Lead your travel programme

Lead your travel programme by taking your place at the table because travel is always involved - don’t wait for something to go wrong.

It is important for the different internal departments to be working succinctly with the company’s travel programme.  Have a plan in an emergency so that you know what to do as well as your traveller. Ultimately you need to constantly be aware and manage the programme effectively.

Jade Lynch is the digital marketing executive at Chambers Travel

 

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