Travel tracking

Understanding travel tracking: A complete guide

Travel tracking refers to the methods and systems utilised by businesses to monitor the location and safety of their employees who are travelling for work purposes. This capability is crucial for companies with a global footprint or those that require frequent employee travel. Here, we outline why travel tracking is essential, how it functions, and what benefits it brings to both the company and the traveller.

What is travel tracking?

Travel tracking is the process of keeping tabs on the real-time locations of travelling employees, ensuring they are safe, and providing support in the event of emergencies. This practice is not just about monitoring; it's about proactively managing risks and ensuring the well-being of employees while they are away from their home base.

How does travel tracking work?

The mechanism behind travel tracking involves a combination of technology and human oversight. Organisations often employ specialised software that integrates with the company’s travel booking systems, allowing for automatic updates and alerts on the whereabouts of employees. These systems are designed to track and gather data from various sources, ensuring all travel information is central and accessible.

GPS technology can also play a part, often through devices carried by the traveller or within their mobile phones. This technology provides real-time data, which is crucial during unexpected events such as natural disasters, political unrest, or health emergencies.

The benefits of effective travel tracking

• Employee safety: The primary advantage of travel tracking is ensuring employee safety. By knowing the precise location of all travelling employees, companies can react swiftly if employees are near a potential danger zone.
• Crisis management: In an emergency, a robust travel tracking system allows companies to quickly verify the safety of their employees and communicate effectively with them. This rapid response capability can be lifesaving in critical situations.
• Compliance and duty of care: Many countries have regulations that require employers to uphold a duty of care to their employees. Travel tracking helps ensure that these obligations are met, reducing the legal and financial risks associated with non-compliance.
• Improved travel management: Travel tracking allows companies to analyse travel patterns and behaviours, leading to more efficient management of travel resources and potentially significant cost savings.
• Peace of mind for travellers: Employees on the move can feel more secure knowing that their organisation is keeping an eye out for their safety and is prepared to assist immediately if the situation demands.

Best practices in implementing travel tracking

To deploy an effective travel tracking system, organisations should consider the following best practices:

• Integrate seamlessly with existing systems: Ensure the travel tracking system works hand in hand with existing travel booking and HR management systems for consistency and reliability.
• Educate employees: All employees should understand how travel tracking works and why it’s beneficial. Clear communication about the ways their data is being used and protected is also essential to address any privacy concerns.
• Regularly update and review: Keeping the travel tracking system updated with the latest technology and regularly reviewing its effectiveness is critical to coping with new challenges and threats that may arise.

Travel tracking is an indispensable tool for organisations that promote or require employee travel. By investing in an efficient travel tracking system, companies not only safeguard their employees but also enhance their overall travel management processes. Such proactive measures are indispensable in upholding safety and operational effectiveness in the global corporate arena.

FAQ

What is travel tracking?

Travel tracking refers to the monitoring of the geographical position and travel details of employees who are travelling for business purposes. This process is especially utilised by organisations to manage travel arrangements, ensure employee safety, and streamline the travel expense management process.

How does travel tracking work?

Travel tracking systems are typically powered by software that integrates with booking tools and mobile applications. When an employee books a travel arrangement such as a flight, hotel, or car rental, this information is instantly captured by the system. The system then continuously updates with real-time data about the employee’s location, travel status, and safety conditions.

What are the benefits of travel tracking?

• Employee safety: By keeping a real-time tab on employee whereabouts, companies can rapidly respond to any emergencies. If a crisis or natural disaster occurs, firms are able to identify which of their employees are potentially affected and communicate directly with them.
• Compliance and risk management: Travel tracking helps organisations ensure compliance with travel policies and manage risks associated with employee travel more effectively. It aids in adhering to both domestic and international travel regulations.
• Cost management: With systematic tracking, businesses can monitor travel expenses more closely, allowing for more stringent control over budgets and potentially reducing unnecessary expenditure.
• Efficiency and convenience: Employees benefit from faster and more efficient travel arrangements. For example, if travel disruption occurs, the system can alert the employee and assist in making alternative arrangements swiftly.

Is travel tracking legal?

Yes, travel tracking is legal, provided the data is handled according to relevant data protection laws and regulations such as GDPR in the European Union. It is crucial for businesses to be transparent with employees about what data is being tracked, why it is tracked, and how it will be used. Employees must typically provide consent for their data to be tracked.

How do companies implement travel tracking systems?

Implementation typically starts with selecting a robust travel tracking software that integrates well with the company’s existing systems. Following this, businesses will usually run a pilot phase to identify any potential issues and ensure that all necessary integrations function smoothly. Proper training is provided to both employees and administrators of the system to ensure everyone understands how to use the tools effectively.

Can employees opt out of travel tracking?

Policies on opting out vary from one company to another. While employers must consider privacy issues and employee comfort, they also have to balance these against duty of care obligations. Typically, employees should discuss any concerns with their employers. Solutions might include limitations on the data collected or adjustments to how regularly data is updated.

Are there any limitations to travel tracking?

While highly useful, travel tracking systems depend heavily on data availability and accuracy. Issues can arise in regions with poor connectivity or in scenarios where employees are not using booked corporate services. Additionally, over-reliance on technology without incorporating human insights can sometimes overlook unforeseen issues.

What future developments are expected in travel tracking?

Future enhancements in travel tracking technology might include more advanced analytical tools for assessing risks, predictive analysis for potential travel disruptions, and more seamless integrations with other corporate management systems. Additionally, improvements in data privacy and security measures will continue to evolve to protect sensitive information.

By effectively utilising travel tracking, organisations can significantly better manage their travel logistical challenges while enhancing the safety and satisfaction of their travelling employees.