Travel Management Companies - The Vital Role They Play in Safety and Security

In the increasingly volatile and unpredictable world of global executive traveller safety, duty of care responsibilities and corporate liability are at the forefront of many decision makers’ minds.  Five years, even three years ago, had anyone heard of Sarbanes Oxley?

For years corporates have had a focus on travel expense management, but what about traveller safety management?

One of the many valued-added benefits of using an ATMC member is the support they can give in this crucial area of Risk Management.

How do we define Risk Management?

"The practice and process that protects the corporation and its employees from threats and incidents that may have an adverse effect on Health, Safety and Wellbeing of the workforce and in turn Business Profitability, Shareholder value and Reputation."

The threats facing world travellers are real and varied: 
·       Natural disasters
·         Severe weather
·         Terrorism
·         Health issues
·         Political issues
·         Social unrest
·         Acts of war

Decision makers should answer the following questions:  

• Do you know if you are sending your valuable human assets into a potentially dangerous environment?  
• Do you have a Travel Risk Management policy that goes beyond checking the DFAT Travel Advisory three weeks before you travel?
• Do you strictly enforce booking all your company travel via your TMC, or is there "internet leakage"?
• Do you have a process for urgent response to an incident or event impacting your traveller(s)?
• Do your travellers know what to do and who to contact in the event of an emergency?

If you answered "No" to any or all of these questions, I would recommend you review your Travel Risk Management process immediately!

The Travel Risk Management process has three key elements: Policy, Monitoring, Response.

In creating a Travel Safety Policy, Corporates should consider :  
·      Country risk assessments
·         Insurance requirements and liability limits
·         Hotel security and safety
·         Airline safety scoring
·         Employee requirements and procedures
·         Vaccination requirements
·         Emergency Contacts

Once the policy is in place and has been distributed through the workplace, it is recommended that stakeholder briefing sessions be conducted so that the policy is fully understood. Following this implementation phase, monitoring can begin. Critical to the monitoring process is travel booking consolidation and policy compliance.  

Travellers booking outside of policy guidelines increases risk - if you can't track the travellers, how can you monitor and respond?

How quickly and appropriately you respond to an emerging or active threat or incident can have a significant impact on your travellers' safety.

ATMC members recognise the importance of risk management, and many offer integrated programmes that advise risk levels, provide alerts and enable communication .

I urge all corporates to review their current travel risk management policy and contact their ATMC member for further advice .

The ATMC is the peak representative body for Travel Management Companies throughout Australia. Our strength is reflected in our membership which now comprises 18 leading TMC’s, with combined revenues of more than AUD4 Billion annually.

Wayne Swaysland
Committee Member, ATMC