5 Reasons Your Business Needs a Corporate Travel Agent to Handle Duty of Care

In today's fast-paced business world corporate travel is essential, but it also comes with responsibilities. One of the most important is Duty of Care — the obligation to ensure the safety and well-being of employees while they travel for work. Here are five key reasons why your business needs a corporate travel agent / travel manager to maintain Duty of Care:

1 | Proactive Risk Management

One of the primary responsibilities of a corporate travel agent / travel manager is proactively identifying and managing risks that may affect business travellers. Whether it’s global health concerns, natural disasters or political unrest, corporate travel agents / travel managers stay informed about potential hazards and plan accordingly. Here’s how they protect your employees:

• Conducting pre-trip risk assessments for high-risk destinations.
• Providing travellers with essential information on safety protocols and emergency contacts.
• Ensuring employees are aware of travel advisories and have access to the necessary vaccinations and/or travel insurance.

With a dedicated corporate travel agent / travel manager, businesses can stay one step ahead of travel risks, reducing the chances of disruption and ensuring the safety of their teams.

2 | Streamlined Communication and Support

Effective communication is essential for maintaining Duty of Care, especially when employees are travelling across time zones or to unfamiliar regions. A corporate travel agent / travel manager provides a central point of contact for employees, ensuring that they have access to immediate assistance when they need it. This includes:

• 24/7 support for emergencies, such as flight cancellations, missed connections, and/or security issues.
• Coordinating communication between travellers and relevant stakeholders, such as HR and/or security teams.
• Providing real-time updates on travel disruptions, safety and health concerns, and/or any new regulations that may impact a trip.

With a corporate travel agent / travel manager, your employees never feel like they’re travelling alone, knowing they have dedicated support at their fingertips.

3 | Real-Time Traveller Tracking and Safety Monitoring

Tracking employees in real time is a crucial component of Duty of Care. A corporate travel agent / travel manager uses advanced technology to monitor the location of employees during their travels, which can be invaluable in case of an emergency. Here’s how this benefits your business:

• Instant location tracking allows a corporate travel agent / travel manager to quickly reach out to travellers during critical events, such as natural disasters or political unrest.
• They can reroute travel plans or arrange safe accommodation if a destination becomes dangerous.
• In the event of an emergency, the corporate travel agent / travel manager can activate evacuation protocols, ensuring your employees are safely relocated or brought home.

Having real-time traveller tracking in place gives your business peace of mind, knowing that your employees are accounted for and can receive assistance whenever they need it.

4 | Compliance with Local Laws and Travel Policies

Business travel often involves navigating complex regulations and local laws, especially when traveling internationally. From visa requirements to health and safety regulations, a corporate travel agent / travel manager will ensure your employees remain compliant throughout their trip. Key benefits include:

• Managing visa applications and ensuring employees have the correct documentation.
• Keeping up with country-specific travel restrictions and health protocols.
• Ensuring adherence to corporate travel policies, such as budget limits and approved suppliers.

By handling these complex regulations, a corporate travel agent / travel manager ensures compliance while reducing the risk of legal or financial complications for both the business and its employees.

5 | Crisis Management and Emergency Response

When a crisis strikes during corporate travel, having a dedicated corporate travel agent / travel manager is invaluable. Whether it's a health emergency, political unrest or severe weather, corporate travel agents / travel managers are equipped to handle crises swiftly and effectively. Here’s how they help:

• Implementing contingency plans; such as rebooking flights or finding alternative accommodations if travel plans are disrupted.
• Coordinating with local authorities, embassies and emergency services to ensure the safety of employees in high-risk situations.
• Providing immediate assistance to travellers, whether it’s arranging medical care, facilitating evacuations or managing legal issues.

A corporate travel agent / travel manager’s crisis management skills are crucial to maintaining Duty of Care, ensuring that your employees are safe and well supported no matter where they are in the world.

Why a Corporate Travel Agent is Essential for Duty of Care

Duty of Care is more than just a legal obligation — it’s also about the moral obligation to prioritise the safety and well-being of your employees while they’re travelling for business. A dedicated corporate travel agent / travel manager is a key player in maintaining this responsibility, offering proactive risk management, real-time tracking, emergency response and seamless communication.

By investing in the services of a corporate travel agent / travel manager, your business not only protects its employees but also ensures that corporate travel runs smoothly and efficiently. For businesses committed to safeguarding their travellers, a dedicated corporate travel agent / travel manager is an essential part of the team.

Sure Corporate is a division of the Sure Travel Group, the oldest travel agency consortium in southern Africa. All Sure Corporate travel agencies are expertly positioned to manage corporate clients’ every need, including Duty of Care. Book an obligation-free appointment with a Sure Corporate consultant to find out how our agencies can streamline your business’ travel and ensure Duty of Care.