How to P.R.E.P.A.R.E for Travel

Recently we’ve been looking at what business travel may look like post COVID-19 and what you can do to plan and prepare. In this post we look at how you can P.R.E.P.A.R.E for business travel with our easy to follow checklist.

Policy

Considerations

  • What are the acceptable reasons for travel?
  • What are the booking channels?
  • What is the approval process?
  • What are the new rules?
  • What is the procedure for emergencies?

Advisories

  • Consider if travel is permissible
  • Mandate Travel Management Company who can:
  • Arrange tracking procedures of travellers
  • Facilitate your approval process
  • Inform of regulatory and safety concerns of destinations
  • Provide notifications pre, during and post trip
  • Train approvers on new vetting process
  • Allow offline bookings so travellers can talk to their TMC for latest information
  • List approved suppliers which meet safety requirements, facilitate credit terms, satisfy scheduling demand and offer refundable terms
  • Limit advance booking
  • Limit cash payment
  • Liaise with approved suppliers, risk management and insurers to identify expectations for emergency
  • Allow for taxis, car hire, personal car use to limit social contact
Research

Considerations

  • What are the Government restrictions for local and destination?
  • What are the risks?
  • What is the level of cover and process for claiming?

Advisories

Resources:

Engagement

Considerations

  • Traveller health check
  • Traveller written agreement to travel / indemnity
  • Review and update of traveller profile information held by Gray Dawes

Advisories

  • Medical history (including relevant pre existing health conditions, blood type, any medications, allergies)
  • Traveller’s exposure to people at risk
  • What are traveller concerns pre trip and how can these be mitigated?
  • Training on how and when to access support
Plan

Considerations

  • Self assessment
  • PPE
  • Pre book all forms of travel
  • Download TMC App for notifications
  • Print tickets and luggage tags
  • Print Emergency contact and process information
  • Notify next of kin of travel plans
  • Local and destination travel regulations

Advisories

  • Does the traveller have any symptoms?
  • Masks, Wipes, Hand Sanitiser (100ml), Gloves, Themeteor, Pen, Cashless Payment
  • Book door to door, avoiding crowding and ride sharing
  • Avoid hand luggage
  • Prepare to show address and reasons for travel
  • Is there quarantine/air bridges, do you need health certification, download contract tracing apps, arrive times at airports
Action

Considerations

  • Employee Duty of Loyalty

Advisories

  • Employee adheres to usage of preferred suppliers
    Maintains 2m distance
    Wears PPE
    Washes hands / uses hand sanitiser frequently
    Avoids crowded areas
    Pays cashless
Respond

Considerations

  • What happens in an emergency?

Advisories

  • Who to contact for emergency services?
  • How is the company and family informed?
  • Where to quarantine?
  • What does insurance cover?
  • Reparation procedures?
Evaluate

Considerations

  • Survey traveller experience Survey traveller experience Update procedures based on traveller feedback and regulations

Advisories

  • Send post trip survey and distribute to all travellers
  • Include questions whether pre trip information was satisfactory, whether suppliers and offices during the trip met expectations, on any emergency services used?