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Caring for your organization¡¯s most valuable asset ¨C your employees ¨C is no longer just a compliance requirement but a strategic necessity. In an era of rapid technological advancements, geopolitical instability, and evolving workplace structures, duty of care has become a complex challenge. Organizations must rethink how they monitor, protect, and support their employees, whether they travel for business, are in the office, or work remotely.

Here are 10 tips for creating a duty of care program that is future-proof and effective:

1. Establish a Crisis Management Team

If your organization has an existing crisis management team, ensure they have access to real-time risk assessment tools. If one does not exist, collaborate with security, HR, and IT to implement protocols that streamline emergency response and crisis communication.

Read Your Most Important Duty is Duty of Care eBook

2. Leverage AI for Travel Risk Management

Partner with a travel management company (TMC) that utilizes predictive analytics and automated alerts. AI-driven solutions can analyze real-time data, such as weather conditions, political unrest, and health risks, to provide instant updates and proactive safety measures for traveling employees.

95% of business travelers are open to using AI-enabled options for booking their business travel.

-Wakefield, Global Business Travelers Report, 2024

3. Implement an Emergency Contact System

Develop a streamlined emergency contact procedure with clear guidelines for employees to follow in critical situations. Ensure employees provide updated mobile numbers and emergency contacts and establish a centralized helpline that operates 24/7.

Watch this video for real customer stories of travel managers tackling obstacles head-on and shaping the future of their travel programs.

4. Enhance Safety Policies

Update safety policies to reflect current risks, including cybersecurity threats, workplace violence, and global health concerns. Ensure employees understand their responsibilities and provide them with practical guidance on staying safe both in and out of the office.

Nine out of ten business travelers would decline a business trip for reasons like safety, social, or environmental concerns or the potential impact on their work-life balance.

-Wakefield, Global Business Travelers Report, 2024

5. Use Risk Intelligence to Assess Country-Specific Threats

Implement a real-time risk intelligence platform that continuously analyzes geopolitical, environmental, and public health threats, assigning dynamic risk ratings to different regions. This allows organizations to impose travel restrictions proactively and make data-backed decisions on business-critical travel.

38% of travel managers cite increased safety concerns amidst geopolitical tensions as a top challenge for their role.

-Wakefield, Global Business Travelers Report, 2024

6. Deploy an Employee Tracking System

Implement an employee tracking system that respects privacy while ensuring safety. Whether employees are traveling, working from home, or in the office, having a system in place allows for rapid response during emergencies.

Listen to Travel Tug-of-War: Balancing Cost-Cutting with Employee Needs Podcast

7. Enable Two-Way Communication

Ensure your organization has a robust two-way communication system in place via text message, email, or a dedicated app. Employees should be able to check in, receive emergency updates, and request help instantly.

Read Guiding vs. Policing: 5 Tips to Giving Your Employees a Better Travel Experience Tip Sheet

8. Integrate with Global Medical Support Services

Align with a global medical support provider to ensure employees have access to immediate medical assistance when traveling abroad. These services can include medical evacuations, telemedicine consultations, and emergency response coordination.

Find a complete list of our duty of care App Center partners.

9. Foster a Culture of Care

Educate employees on personal safety, travel risk awareness, and emergency preparedness. Offer regular training sessions tailored to different roles and risk levels, ensuring all employees feel supported and informed.

Read Travel Manager Insights Series: Meeting Business Traveler Needs for Flexibility Whitepaper

10. Refine Crisis Communication with Automated Alerts

Develop standardized communication templates that ensure clear, concise messaging during emergencies. Automated alerts can help disseminate critical information quickly without causing unnecessary panic.

Read How to Transform Your Program for the Evolution of Business Travel Whitepaper

By integrating modern tools and best practices into your duty of care policy, your organization can proactively manage risks, enhance employee safety, and streamline crisis response.

Want to explore how to strengthen your duty of care strategy?

Download this checklist for your duty of care essentials and learn how proactive solutions can help protect your employees anytime, anywhere.