While many organizations are not yet allowing their staff to travel for business purposes, a growing number of companies are loosening their travel restrictions and allowing their travelers to get back on the road. But as we prepare for a full resumption of travel in the near future, virtually every company is taking a new look at how they have managed travel in the past to ensure that their travel programs can get back to business in a safe, efficient, and intelligent manner. If your company is currently engaged in that review process now, or if you expect to begin that review in the coming weeks, here are some key travel management lessons from the pandemic for your consideration:

Duty of Care is a Priority

Every company has a vested interest to ensure the safety and security of their associates when they are traveling on business. Now is the time to put the resources in place that you need to help you better manage and mitigate travel risk. Consider implementing a “duty of care” tool such as SafeToGo that allows you to immediately identify the location of any travelers who might be in harm’s way so that you and your travel management company (TMC) can take necessary actions to get them home safely.   

When international travel restrictions and border controls were implemented in March 2020, travelers en route had little notice. Most who were outside of their own country needed assistance in changing flights or extending hotel accommodations until they could repatriate. In this very fluid situation, businesses had an obligation to take care of their employees.

Traveler Communication is Critical

As travelers prepare to get back on the road, they need access to the latest safety and wellness information. They also need clear guidelines on current travel requirements and regular updates on any changes that might impact any upcoming trips.

Rather than have travelers take time to seek out their own disparate sources of information, which may or may not be accurate, consider providing them with an approved resource that efficiently consolidates information from reputable sources. Examples include:

• Centers for Disease Control and Prevention
• TSA Tips for Flying During the Pandemic
• Current Entry Restrictions by Country

Spend Management is Essential

Every company wants to control costs and improve their cash flow management as it relates to travel. But the current health crisis has clearly demonstrated that forward-thinking companies can also incorporate health and safety measures into their traditional sourcing strategies. This approach pays dividends from a financial perspective while also providing a more positive experience for your travelers.

For example, one company changed its travel policy to allow individual car rentals when two or more employees were traveling to the same place to allow for social distancing during transportation. It’s also important that employees have access to travel suppliers’ current COVID-19 policies, such as who has eliminated change fees and which airlines are blocking middle seats so they can make informed travel decisions.

Of course, these powerful travel management lessons from the pandemic are only truly effective when applied to all corporate travel bookings. Some companies may need to update their corporate travel policies to require that all future travel be booked through their approved TMC channel, ensuring consistency in travel management. 

If you would like assistance updating your travel policy, or if you have any questions on these key lessons for travel management, please let us know. The travel management professionals at Covington Travel will be happy to help you identify ways to make your travel program simpler, more productive, and safer. 

Contributed by Rob Haislip, Vice President of Business Development, Covington Travel