Communications During the Pandemic and Associated Risks

It has been approximately 18 months since the inception of the worldwide pandemic, COVID-19, and the world has become used to the “new normal”.  During this time there has been a multitude of information available regarding travel, safety, health, and wellness.

It is important to communicate succinctly to employees, travelers, and customers.  The volume of information in the travel space is quite daunting. For those in charge of communications such as Travel Managers, Event Planners and HR Managers, the task can be overwhelming.

Providing outdated or incorrect information could adversely impact a traveler’s trip.  Empower your travelers by providing them with the resources they need to make informed decisions.

Best Practices:

• Rely on your suppliers and travel partners to keep you updated on what their companies are doing in relation to safety protocols, sanitization, employee training, and returning to a “new normal”.
• Provide links to various websites to avoid information being out of date.
• Review your links periodically to ensure they are current.
• Use various modes of communications such as company newsletters, blogs and intranet sites and provides your sources and date the information you are sharing.
• Consider hosting virtual town halls and holding virtual office hours.
• Take advantage of surveys and company social media sites to keep a pulse on the type of information your travelers and employees desire and need.
• Request feedback regarding travelers’ experience so you can learn firsthand what they are dealing with.
• Organize a method for travelers and travel arrangers to make suggestions and provide feedback such as a dedicated mailbox.
• Partner with other areas within your company (such as HR, Safety and Security, Meetings and Events, EHS, Health) to help advocate and share your message.
• Curate the information available and prioritize what is most important for your employees to know. Consider posting an A-Z guide of topics.
• Promote mobile apps, travel widgets and other technology available to support your travelers.
• Include links to health and wellbeing while traveling.
• Don’t forget to look for resources for those with unique needs (such as mobility).

By communicating clearly and providing easy access to the appropriate information you will avoid the pitfalls of having uninformed travelers.