Business travel is no longer solely the domain of finance departments or travel planners. HR professionals play a critical role in managing employee safety, performance, and attracting and retaining top talent. With the rise of remote work and increased flexibility, HR teams have become more involved in the business travel process. In this article, we will explore why HR professionals should actively engage in business travel and discuss key considerations when onboarding a travel management tool.
1. Keeping Traveling Employees Safe
Ensuring employee safety is a paramount responsibility for employers during business travel. While travel inherently carries some level of risk, it is the employer's duty of care to take precautions and minimize potential incidents. HR departments should develop robust emergency response plans, akin to office fire drills, to address on-the-road emergencies effectively. These plans safeguard traveller safety and well-being while ensuring legal compliance.
2. Developing Employer Branding and Increasing Employee Engagement
Business travel experiences have a direct impact on employees' job satisfaction and their perception of their employers. According to the Global Business Travel Association (GBTA), nearly 80% of North American business travelers state that their travel experiences influence their overall job satisfaction. Additionally, approximately 60% of North American travelers consider a company's travel policy an important factor when evaluating potential employers. Hence, business travel initiatives are crucial for employer branding, talent attraction, and retention.
HR departments should be well-versed in their company's travel policies to effectively communicate them to job candidates. Moreover, they should recognize how business travel can positively or negatively influence employee engagement, retention, and company culture. By understanding these dynamics, HR professionals can leverage travel experiences to boost morale, enhance relationships, and provide unique learning opportunities.
3. Maintaining Compliance and Performance
HR departments are responsible for monitoring employee performance and compliance. Unfortunately, there may be instances where business travellers fail to adhere to company policies regarding expenses and reimbursements. When such issues arise, HR needs to be made aware of them promptly. Proactive measures, such as clear communication and comprehensive training programs, can help prevent policy violations.
Conversely, business travel can also positively impact employee performance. According to the GBTA, 84% of North American business travelers state that the quality of their travel experiences influences their work results. Travel can boost morale, foster well-being, improve relationships, and provide unique learning opportunities that are often unavailable within the confines of an office environment.
Key Considerations when Onboarding a Travel Management Tool
HR professionals play a pivotal role in selecting and implementing a travel management tool that aligns with the company's objectives. Here are some essential features to consider during the onboarding process:
- Traveller Tracking and Risk Management: Opt for a travel management platform that offers real-time tracking capabilities, enabling companies to locate travellers during emergencies swiftly. Platforms like BNW Travel provide travel and risk management solutions, along with instant updates and alerts to ensure traveler safety.
- Rapid Customer Support: Choose a provider that offers 24/7 customer support, allowing travellers to seek immediate assistance in case of emergencies or last-minute changes. Reliable customer support ensures duty of care is fulfilled and enhances the overall employee experience.
- Corporate Travel Policy Management: Integrate travel policies and approval processes directly into the travel management tool. This empowers HR professionals to maintain compliance without micromanaging every travel decision. Travellers can request approval within the platform, while administrators can set restrictions to ensure bookings remain within policy guidelines.
- Flexibility: Select a travel management tool that provides flexibility in rebooking and cancellations. For example, BNW Travel's FlexiPerk program offers fully refundable trips for a small surcharge, allowing travellers to cancel up to two hours
before departure and receive a minimum refund of 80%. This flexibility leads to cost savings and gives companies greater control over travel expenses.
By leveraging an appropriate travel management tool, HR professionals can effectively manage business travel, ensuring employee safety, compliance, engagement, and cost control. The right tool empowers HR departments to streamline processes, improve communication, and optimize the overall travel experience. To explore how BNW Travel's comprehensive travel management solution VoyagePro can help your HR objectives for business travel, book a free demo today!
