I was recently asked to travel to a country that was adjacent to a newly erupted war zone – missiles were raining down relatively nearby. The country I was visiting also has some stringent restrictions on travelling with medication (I’m a diabetic) so I was already somewhat apprehensive (even having been before!). The company sending us went to great lengths to ensure we were fully informed and safe before we travelled. As companies increasingly send staff across borders in a volatile world, establishing robust travel risk assessment and compliance processes has become a non-negotiable responsibility for both the organisation and its employees.
Risks Facing Business Travellers
Business travellers face a wide range of potential risks and challenges. For example:
- Health & Safety Hazards – Exposure to infectious diseases, local medical infrastructure limitations, and food/water safety concerns.
- Security Threats – Crime, war, terrorism, political unrest, and civil disturbances in and around destination countries.
- Legal and Regulatory Issues – Visa requirements, customs regulations, and varying local laws (e.g. data protection, labour laws, carrying and using medication).
- Environmental and Natural Hazards – Extreme weather events, earthquakes, and other natural disasters.
- Reputational and Financial Risks – Damage from non-compliance with local or international regulations, fines due to improper documentation or insurance, and business interruption.
The Company’s Duty of Care
Companies are morally and legally obligated to safeguard their staff during business travel. This duty of care is implemented and managed through a range of interventions such as:
– Investing in reliable risk intelligence platforms.
– Establishing clear escalation and crisis management protocols.
– Providing comprehensive travel insurance.
– Maintaining clear lines of communication throughout the trip.
A Comprehensive Pre-Travel Process
In addition companies also need to establish and follow a well-documented pre-travel process for every trip which involves conducting a thorough risk assessment:
1. Research and Risk Evaluation
– Monitor government travel advisories, local news, and security reports.
– Assess the political, health, and security climate of the destination.
2. Compliance Checks
– Verify visa and entry requirements.
– Ensure compliance with internal company travel policies and external legal obligations (including insurance, vaccination, medication and data protection).
3. Traveller Profile Assessment
– Consider vulnerabilities of each traveller based on age, medical history, gender, and previous travel experience.
4. Communication & Documentation
– Ensure all travellers are briefed on destination-specific risks.
5. 24/7 Support Systems
– Offer access to helplines, travel management platforms, and emergency response services.
6. Pre-Departure Training
– Provide any necessary training on local customs, emergency procedures, and cultural awareness.
7. Tracking and Reporting
– For higher risk locations consider using travel tracking solutions to monitor staff movements and facilitate rapid response in a crisis.
8. Approval Process
– Implement a formal sign-off from management and HR, ensuring all risks have been mitigated and documentation is complete.
9. Regular Policy Reviews
– Continuously update travel policies to reflect current risks and incorporate lessons learned from previous trips.
How Software Tools Can Help
Process monitoring and control software tools like Maly’s Okuda platform can be critical for managing compliance with travel policies and pre-travel risk assessment by automating, tracking, and documenting every step in the travel approval and safety workflow. These systems can also integrate 3rd party functionalities that help companies both manage and demonstrate compliance:
Automated Pre-Travel Risk Assessments
Integrating tools like Seerist, Navan, and Solace Secure can provide real-time and location-based risk intelligence, enabling organizations to evaluate threats and assign risk scores to travel destinations before approving travel. This ensures that every trip is reviewed against company policy and external advisories, documenting that proper due diligence was performed.
Real-Time Alerts and Risk Monitoring
Software tools can continuously monitor emerging risks, political events, health advisories, and crises, sending alerts to both the traveller and corporate risk managers. This creates an auditable log of risk communications and responses, supporting policy compliance and rapid action if needed.
Compliance Checklists and Automated Approvals
Most travel risk management software include customisable approval workflows. These checklists ensure that all required actions (visa checks, health validations, destination risk briefings) are completed before travel is approved. This enforces adherence to internal and legal requirements, reducing human error.
Traveller Tracking and Incident Management
Integration of location monitoring via mobile apps or integrated itinerary data ensures that companies can track staff in real-time and intervene promptly in crisis situations, fulfilling duty-of-care obligations.
Documented Audit Trails and Reporting
Centralised dashboards and reporting modules maintain records of assessments, approvals, alerts, and traveller status for every trip. This documentation enables compliance audits and incident investigations.
Custom Policy Enforcement
Software tools allow companies to enforce specific travel policies by setting parameters for approvals, risk thresholds, and escalation protocols, adapting to business or regulatory requirements.
By integrating these capabilities, process monitoring and control software not only reduces manual effort and oversight risk but also creates a transparent, auditable system that proves compliance and supports staff safety throughout the travel process.
Summary
A systematic travel risk assessment—coupled with robust compliance and support mechanisms and tools—not only protects the traveller but also the organization’s reputation and business continuity. By proactively assessing risks, aligning with regulatory requirements, and empowering employees with knowledge and resources, companies ensure their teams can focus on achieving business objectives, safely and confidently.
Author Matt Lawson