Travel managers have a lot on their plate on a daily basis, but it’s essential they know how to respond and manage a crisis, especially when it could potentially involve their traveling executives. Every department should have detailed communication plans and emergency responses, but even more so for travel managers and their department. In order to help you prepare for various possibilities of catastrophic events, here are some tips.
Describe the extent of the crisis
You need to know what you’re working with before you develop a plan. Without defining the situation, you put your executives in possible danger. Recognize whether the crisis affects the local, regional or national areas near your traveler, find out if there are any organizations in the area involved, and research what other corporations have done in similar circumstances.
Create a pooled reaction
Nominate an authorized employee to make public statements to the media. This person should get approval from your corporate attorneys before issuing a final statement. A unified position must support the company’s message, so develop it, maintain it, and keep messages clear, consistent and simple.
Generate a central service for your travelers and the media
In the event of a crisis, ensure your executives are aware of all local emergency numbers, such as the fire, police and public safety department. Also, arrange emergency phone lines specifically for traveling employees, especially for crisis situations. If your company is gaining media attention because of your business travelers, have all questions filtered through one central service to evade any discrepancies in your responses.
It’s imperative your travel manager and public relations team act promptly by calmly gathering facts, informing and cooperating with the media and initiating communication with those who are affected by the crisis and with those who can take action. Each crisis is different, so think about your approach before you lock in on your focus. Be open and honest, and make a simple and to the point statement to the public. Offer assistance, but make sure not to hand over information about any victims until their loved ones have been notified.
Evaluate crisis procedures
Once the crisis has been handled, travel managers must evaluate how the situation was handled and assessed. If the plan was not executed smoothly or there were any unnecessary or obsolete steps taken, the crisis procedures should be revised accordingly. In the event another crisis occurs, your travel management department will be more efficient getting your employees to safety and handling the crisis overall as an organization.
For expert help with your corporate travel planning needs, please contact DPV Worldwide’s friendly and helpful travel planning department by calling 1.877.378.4445 or by clicking below to request a free quote for service.