Duty of care for Business Travellers: A guide for HR managers

8 April 2025 | Travel Blogs

In today’s fast-paced and unpredictable world, ensuring the duty of care for business travellers and well-being of your employees has never been more important. As an HR Manager, you’re not just responsible for managing talent and resources, you’re also tasked with providing the best duty of care for your business travellers. This means proactively identifying potential risks, ensuring your team’s safety, and maintaining business continuity regardless of any travel disruptions.

But what exactly does duty of care mean in the context of business travel, and how can you manage it effectively? This guide will walk you through the importance of duty of care for business travellers, the tools and strategies you can use, and how you can stay compliant with employee safety regulations.

What is Duty of Care for Business Travellers?

At its core, duty of care refers to the legal and ethical obligation you have as an employer to ensure the health, safety, and well-being of your employees while they’re travelling for work. For HR Managers, this responsibility extends beyond simply booking flights and accommodations, it includes anticipating potential travel disruptions, managing risks, and offering support during emergencies.

With increasing geopolitical risks, natural disasters, and unpredictable global events, the need for comprehensive business travel risk management has never been greater. This includes making sure your employees have access to essential resources and support while travelling, from the moment they leave the office to their safe return.

Why Duty of Care Should Be a Priority for HR Managers?

As HR Managers, your responsibility goes beyond ensuring that your employees are comfortable while travelling. It’s about safeguarding their well-being through travel safety measures. If something goes wrong, like a flight cancellation to a medical emergency, you need to know how to react and how to manage the situation effectively.

Here are some key reasons why duty of care for business travellers should be top of mind for every HR Manager:

Legal and Compliance Risks: Employers are legally required to provide a certain level of protection to employees during business travel. Failing to meet these obligations could result in legal consequences for the company.

Employee Trust and Well-being: Employees who feel safe and supported during business travel are more likely to be productive and loyal to the company. A clear duty of care programme can enhance morale and reduce stress.

Managing Travel Risks: With the rise of natural disasters, pandemics, and political instability, it’s important to have proactive plans in place. Monitoring employee travel in real-time is crucial for managing risks and addressing potential safety concerns immediately.

Key Challenges in Managing Duty of Care for Business Travellers

For HR Managers and office managers, managing business traveller safety can be a daunting task. Here are some of the top challenges you might face:

1. Tracking Employee Movements in Real-Time

Real-time tracking is crucial for staying informed about your employee’s location at all times. Especially in the event of a crisis. Without the right tools, it can be nearly impossible to know exactly where your team members are across multiple locations.

Our account management services are designed to provide the support you need, ensuring effective tracking and real-time communication.

2. Coordinating in Emergency Situations

When disruptions occur, whether it’s a natural disaster, political unrest, or a health emergency acting quickly is a must. This requires immediate access to up-to-date travel itineraries and employee whereabouts to facilitate quick decision-making and communication.

3. Managing Duty of Care Compliance

Different countries and regions may have different safety regulations for business travellers. As an HR Manager, you need to ensure that your company’s duty of care policies align with local laws and guidelines, which can be complex and ever-changing.

Need help navigating duty of care regulations? Our business travel solutions keep you compliant while providing the best protection for your employees.

How HR Managers Can Improve Duty of Care for Business Travellers?

Fortunately, there are tools and strategies you can implement to ensure you’re meeting your duty of care obligations and effectively managing business travel risk. Here’s how:

1. Implement a Comprehensive Travel Policy

A well-defined corporate travel policy is the first step in ensuring duty of care for business travellers. Your policy should outline travel safety procedures, emergency contacts, and expectations for employees while they’re travelling. Be sure to review the policy regularly to ensure it stays aligned with evolving risk management practices.

2. Use Real-Time Travel Tracking Tools

To stay proactive in the face of potential risks, consider using real-time travel monitoring tools like TCInsights. These platforms allow HR managers to track business travellers in real-time, receive alerts about disruptions, and take immediate action when necessary.

3. Provide Accessible Support for Employees

Make sure employees have access to support during their trip, whether it’s a 24/7 hotline for emergencies or a communication platform to check in. Providing resources like travel insurance, medical support services, and emergency evacuation assistance can also enhance your duty of care offering.

How TC Locate Can Help HR Managers with Duty of Care?

At echo.bravo, we understand the challenges HR Managers face in managing business travel safety and duty of care for employees. Our platform offers real-time travel tracking, customisable alerts, and seamless communication tools to ensure your team’s safety and well-being no matter where they are in the world.

With our data platform, TC Locate, you can:

Track employee movements and stay informed about potential disruptions.
Receive instant alerts about travel risks like flight cancellations, geopolitical events, or natural disasters.
Ensure compliance with duty of care regulations and enhance your employee’s travel safety.

If you’re ready to streamline your business travel risk management and duty of care efforts, watch our quick demo video and see how TC Locate can support you.

Conclusion: Duty of Care Is More Than Just a Responsibility

As an HR Manager, ensuring the safety and well-being of your business travellers is a responsibility that shouldn’t be taken lightly. Duty of care for business travellers isn’t just a legal requirement — it’s an ethical commitment that impacts your employees’ productivity, trust, and safety.

Ready to improve and tighten your duty of care approach? Start by exploring TC Insights and ensuring your employees are safe, wherever they travel.

Contact echo.bravo today to arrange a demo
01737 390 066
info@echobravoclub.com