Get crisis-ready: Effective strategies for business travel risk management
Prepare for unexpected travel risks with expert crisis strategies. Build agility, streamline communication, and leverage tech to protect your team on the go.
Author: Thomas Arnold, Head of Customer Success, Corporate Traveler
As organizations increasingly navigate a complex and unpredictable global landscape, establishing robust crisis management strategies has become more essential than ever. From political instability to health risks and natural disasters, the travel sector is uniquely susceptible to a range of risks, both seen and unforeseen. Today’s proactive leaders understand that a well-defined travel risk management plan can be the difference between swift adaptation and prolonged disruption.
This guide, inspired by insights shared during our recent webinar on crisis management, explores key areas of preparation for travel professionals, executive assistants, and leadership teams responsible for managing and protecting their workforce on the go.
Understanding the spectrum of risk: Beyond the obvious
Travel risks can manifest in many forms, some predictable, others almost invisible until they surface. While executive assistants and travel bookers frequently consider risks like delays or logistical disruptions, today's complex environment means that hidden risks—such as supply chain instability, shifts in local regulations, or unexpected geopolitical developments—can have a profound impact on travel.
The key is to incorporate both expected and emerging risks into your organization’s planning framework. Businesses like Internews and Indiana University School of Medicine have made strides by embedding a thorough travel risk assessment process into their travel protocols. Taking their lead, consider implementing a risk categorization system that reflects both immediate and long-term concerns and keeps your team prepared for all scenarios.
Building agility into your travel risk management framework
Crises demand quick responses, but agility goes beyond speed. An agile crisis management plan means you can pivot without compromising safety, service, or control. Organizations that manage risk effectively typically follow a structure that allows for rapid decision-making and cross-functional coordination. For example, Internews' travel risk management program has multi-tiered approach that factor in resource reallocation and scenario-based actions.
To implement a flexible crisis management policy, work with your team to regularly test and simulate various crisis scenarios. This approach not only familiarizes your team with action plans but also helps uncover blind spots and areas for improvement.
Tactical takeaway: Develop a "playbook" that outlines contingency plans for varying levels of risk. This document should detail your travel managers, emergency contacts, communication protocols, and response steps for each scenario.
Establishing clear communication pathways in a crisis
Communication during a crisis can determine the tone and outcome of your organization’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 an overload of information. In our webinar, Alys Klouse emphasized the importance of transparent, centralized communication channels and demonstrated how even a small delay in information flow can escalate a crisis.
Actionable advice: Create templates and messaging guides for various crisis situations. These templates should be adaptable, allowing you to customize messaging for business travelers, internal teams, and external stakeholders without needing to start from scratch in an emergency.
Leveraging technology for real-time monitoring and swift response
Technology plays a significant role in modern travel risk management. By adopting platforms that enable real-time monitoring and instant communication, companies can maintain oversight of traveler movements, quickly issue updates, and streamline support. Tools that consolidate travel, risk assessments, and communication capabilities offer a comprehensive view of ongoing situations, helping travel bookers and executive assistants respond with agility.
For instance, many organizations are now integrating 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 travelers while keeping companies informed.
Future-ready recommendation: Consider a tech-enabled travel platform that provides real-time alerts and travel risk updates. The right tools will support swift responses, improve team alignment, and, ultimately, safeguard traveling employees.
Case studies: Learning from real-life scenarios
Our webinar showcased case studies from companies that have successfully navigated crises, with valuable lessons for those involved in travel management and workforce protection. For example, Internews shared their crisis protocol updates following an international civil war crisis. Their approach underscores the importance of regularly revisiting and refining travel risk management policies in response to new challenges.
Similarly, Topcon Positioning Group shared how proactive planning and robust response strategies enabled them to support their workforce amid weather and unexpected medical crises. They also stressed the need for close coordination with local stakeholders to ensure both traveler safety and mission continuity.
Dive deeper: Hear the full stories behind these travel risk strategies. Watch the webinar to learn firsthand from Topcon, and more on how top organizations are staying resilient and prepared in the face of unexpected safety challenges.
Key takeaways for building a resilient travel risk management program
- Identify both obvious and hidden risks: Develop a risk categorization system that captures a wide range of potential disruptions.
- Create an agile response framework: Prioritize flexibility and scenario-based planning to support quick, adaptive decision-making
- Establish centralized 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 program? Here’s a couple ways to get started:
Download our 5-step crisis management checklist for a concise, actionable guide to prepare your travel program for any unexpected travel related incidents. This checklist is designed to help you enhance travel security, streamline processes, and confidently manage crises.
Watch the travel risk management webinar for expert insights, case studies, and practical tools for crisis management. Whether you’re just beginning to build a travel risk management framework or looking to enhance an existing travel policy, the information shared in this session is designed to empower your team with actionable, impactful strategies.
Explore Melon, our travel booking platform, with an interactive, self-paced tour. See how our technology can enhance your travel risk management efforts.
Book a meeting with us to answer any questions on how we couple help you enhance your travel program as your travel management company.