Business travel is back – and surprisingly, that’s not necessarily great news for everyone. After a prolonged period of remote work, it’s understandable that some employees might feel uneasy about returning to the road for any number of reasons: It’s unfamiliar, they’re out of practice, or there are shifting priorities at home. 

But for businesses relying on that critical face-to-face time to close deals and bring their teams together for optimal creativity and innovation, overcoming employees’ doubts around business travel is part of the journey towards peak performance as an organization. How can companies ease this transition and ensure employees feel safe, comfortable, and productive during business travel? Let’s review six comprehensive strategies that companies can adopt.

1. Easing the unknown: Provide intel and support with cultural and destination-specific insights

One of the essential steps a company can take is to provide their employees with as much information and support as possible, ranging from updates on health and safety measures in different locations to cultural briefings for international travel. Ensure employees know what to expect at their destination: What cultural norms should they be aware of in a business setting? Are there any residual regulations around COVID-19 testing?

Providing clear, consistent, and comprehensive information can go a long way toward alleviating employees’ concerns and apprehensions. Here are three ways a company might implement this.

Create a resource hub

By establishing an online resource hub or portal with up-to-date information about travel advisories, health guidelines, and cultural practices for different countries and cities where they frequently conduct business, employees have a one-stop shop for accessing essential information about their destination and answering any questions before travel.

Pre-travel workshops or briefings

The company could organize pre-travel workshops or briefings with people experienced in international business travel discussing local customs, business etiquette, and safety protocols in the destination. They could also discuss general travel advice and strategies for everyday travel-related stressors.

Partnerships with local experts or guides

In countries where employees are frequently sent, the company could partner with local experts or guides to provide detailed, firsthand insights into the destination’s cultural norms and practices. These experts could also be a point of contact for employees while they are on the ground, providing an added layer of support and security.

In all of these cases, the goal is to equip employees with the knowledge they need to feel comfortable and confident as they travel for work. Providing them access to these resources and support systems demonstrates that the company is committed to their well-being and success during business trips.

2. Travel in style and comfort: Creating flexible and employee-centric travel policies

A well-defined, employee-friendly travel policy can play a crucial role in making business travel more comfortable. Flexibility is vital here. An employee-friendly travel policy starts by leveraging a travel-management platform that allows employees to handle their bookings within company guidelines. These platforms enable employees to choose airlines, hotels, and transportation services that best suit their preferences and needs while ensuring that these choices align with the company’s budget and policy constraints.

Modern organizations are also implementing tiered travel policies that permit different levels of comfort depending on the length or nature of the trip. For example, if an employee has to take a long-haul flight, they might be allowed to book business class for better comfort. If the trip requires an overnight stay, the policy might allow a booking at a higher-rated hotel, ensuring employees are well-rested and comfortable during their business trip.

And, instead of requiring employees to fly out on a Sunday for a Monday meeting, companies could institute a ‘fly-out day’ policy, allowing employees to travel on company time, which not only respects the employee’s time but also reduces travel stress, as they won’t feel rushed to get to their destination.

Companies can create a more enjoyable and efficient business-travel environment by giving employees more control over their travel experiences and taking steps to ensure their comfort.

3. Beyond work: Incorporate free time for exploration and relaxation

Traveling for work doesn’t always have to be all about work. By incorporating some leisure time into business trips, companies can create a more relaxed environment for employees. Whether it’s a team offsite, a conference, or an all-hands, add in some of these ideas to boost morale and give employees something to look forward to.

City tours

Organize guided city tours for your employees, allowing them to explore the local culture, history, and sights. Tailor tours to employees’ interests, such as food tours, historical tours, or even art tours.

Outdoor activities

Plan outdoor team-building activities, such as hiking, canoeing, or a friendly sports competition, allowing employees to relax while fostering camaraderie.

Cultural experiences

If the location is known for a particular cultural experience, consider incorporating it into the schedule. That could include anything from attending a traditional music performance to a cooking class or a local festival.

Wellness activities

Plan wellness activities, such as yoga classes, spa visits, or meditation sessions, to help employees unwind and rejuvenate for the work ahead.

Volunteering

Organize a volunteering event related to your company’s corporate social responsibility (CSR) initiatives, like a beach clean-up, a tree-planting activity, or a day spent at a local charity.

Workshops

Provide optional workshops on topics unrelated to work, like photography, creative writing, or painting. Encouraging employees to explore their hobbies and can foster creativity.

Scavenger hunts

Organize a scavenger hunt around the city or the event venue for a fun way for employees to work together, promoting team spirit and allowing them to explore the area.

By adding activities to work events, you’ll make business travel feel less like a chore and more like an opportunity.

4. Blending business and leisure: Embrace the concept of “bleisure”

“Bleisure” travel, a blend of business and leisure travel, is a trend that has been on the rise in recent years. Encouraging employees to take advantage of a business trip to enjoy the destinationcan improve their overall travel experience.

Companies can facilitate this by providing employees with local tourist information, suggesting sightseeing or cultural experiences, or offering to cover some leisure activities as part of the trip. This approach can help employees get more out of their business trips and return to work feeling refreshed and recharged.

Some modern travel-management companies are making it easier to book business and personal travel through the same portal, which streamlines the booking and management process for employees who extend their trip.

5. Health is wealth: Keep employees safe and updated with the latest health information

Health and safety should be a top priority in your business-travel policy. Companies should provide employees with the latest health information related to their destination and take steps to ensure their well-being during the trip. This could include arranging travel health insurance, providing information on local healthcare facilities, ensuring access to mental-health resources, and encouraging healthy habits during travel.

Regular health updates

Companies can send automated updates to employees with news from official sources, like the World Health Organization or the Centers for Disease Control and Prevention.

Health insurance and medical support

Confirm all employees have comprehensive health insurance that covers overseas travel. Companies can also provide a list of vetted healthcare providers in the destination country and 24/7 telehealth service.

Wellness programs and apps

Companies can offer employees digital wellness programs, including meditation apps, virtual fitness classes, counseling, or a wellness stipend to maintain physical and mental health during travel.

Health kits

Companies can provide employees with health kits for their trips, including masks, sanitizers, vitamins, and other travel-sized health products beneficial during travel.

Healthy travel habits

Encourage employees to maintain their regular exercise and sleep routine while traveling.

By implementing these measures, companies ensure their employees' physical well-being and contribute to their peace of mind, making them more comfortable and productive during their business travels.

6. Breeze through expenses: Streamlining reimbursements for stress-free travel

Claiming expenses can be a source of stress for many employees during business travel. Simplifying and streamlining this process can significantly affect their travel experience. Companies can adopt user-friendly expense-management software or apps, provide clear guidelines on expense policies, and ensure prompt reimbursement. The more employees manage their expenses, the more comfortable they’ll be when traveling.

Returning to business travel after a long pause can be challenging for employees. However, with the right strategies, companies can ensure this transition is as comfortable and stress-free as possible. By providing clear information, adopting flexible policies, incorporating leisure time, and prioritizing health and safety, businesses can help employees embrace the return to the road with confidence and enthusiasm.

Always travel well-informed with CIBTvisas

Remember, the key is to keep communication open, listen to your employees’ concerns, and be responsive to their needs. By doing so, you not only help your employees but also contribute to the overall success of your business.

An experienced visa specialist can help you navigate the complexities of border-crossing requirements.Contact CIBTvisas for a quote today.