From extreme weather resulting in forest fires across Europe, a devastating earthquake in Indonesia, political unrest in Iran and Zimbabwe and the continual threat of terrorism, only goes to further highlights the importance of duty of care for organisations with globally mobile employees.

Although mobility is essential for the strategic global growth of any business, it does not come without inherent risks to both the individual and the organisation. Employees can be caught up in anything from political unrest, natural disasters, outbreak of a disease or simply being in the wrong place at the wrong time.

Duty of care is deep-seated within most organisations policies and business processes when it comes to dealing with risks in the workplace, however it becomes more challenging when that workplace could be located anywhere in the world. So what can be done to provide adequate duty of care for those globally mobile employees?

 What is Duty of Care?

Duty of care is an employer’s responsibility to protect the health, safety and welfare of their employees and other people who may be affected by their business. Organisations must do whatever is reasonably practicable to achieve this. This is a very broad term and as you would expect is open to a certain amount of ambiguity. It is therefore not surprising that there can often be a lack of clarity of what is needed in order to provide the necessary duty of care for all concerned, especially when it comes to those global employees.

What Steps Should Be Taken?

For those organisations who may not necessarily have the resources to create and administer a comprehensive global mobility risk management programme it can be a challenging and sometimes daunting task. Organisations may need examine the end to end processes in order to ensure that the corporate policy ticks all of the duty of care boxes. Breaking the stages down into logical steps allows for far easier management of the process.

The core steps that should be considered are:

• Understanding the Risks

An important first step would be for businesses to analyse and determine their mobility exposure. This is where accurate global mobility data can be very useful, by collating information on all of their globally mobile employees worldwide, their locations, job functions, employee behaviour, mitigating circumstances and scheduled travel allows global mobility teams to build a detailed picture of the potential risk. Organisation must also consider special locations, risks and coverages. For instance, the needs of expatriate and long-term assignees will have different factors compared to the needs of short-term assignments and business travellers.

• Developing the Policy

Organisations will likely need to bring together key stakeholders from across the business and potentially an external expert to assist with the development of the mobility risk policy. The risk policy needs to be robust and fully embedded with the central global mobility and travel polices before being effectively communicated to all. Incorporated into these policies should be procedures and strategies for both proactive and reactive situations and guidance on the roles and responsibilities of internal and external stakeholders, along with detailed information on the range of assistance partners and insurance programmes that are in place.

• Training

Once the policy is in place, effective communication to employees will be key to ensure they are aware of the commitment undertaken by the business and also what roles they themselves need to play.

There is training and education that can be provided for employees and managers, these can be in the form of online travel safety awareness courses to medical risks and country specific knowledge and intercultural training.

• Monitoring

Geographical monitoring will be able to provide trusted pre and on-trip information, covering destination risk assessments, medical information and country profiles. Thus ensuring organisations and their employees are as prepared as possible before any travel or assignment commences.

The next type of monitoring comes in the form of the individual employee. Possessing accurate real-time data on their static locations, planned and current travel itineraries will enable businesses to take any necessary steps to help ensure their safety. Having systems in place that allow organisations to locate and communicate swiftly and clearly with employees is critical to managing and mitigating any risks.

• Support

Offering both reactive and proactive support for employees around the clock is a key factor for any effective duty of care programme. Organisations may need to communicate updated travel information or guidance to employees during their trip or assignment, employees may also have their own medical or security concerns that they require advice or assistance with.

Having solid channels of communication with globally mobile employees will enable organisations and individuals to pre-empt (where possible) and effectively deal with any potential incidents that they may arise.

• Response

Although rare, there will be times when businesses and their employees may find themselves faced with the unimaginable. It is therefore vital that organisations implement an incident management programme to plan, avoid and respond to such crisis situations (e.g. emergency evacuations, terrorism, political unrest, natural disasters etc.). The incident management plan should be developed with all stakeholders both internally and externally, and be regularly revisited, updated and tested.

At this day in age it’s difficult to foresee all eventualities, however having a robust duty of care policy and risk management strategy which is effectively implemented and communicated throughout the business helps to offer piece of mind to employees and an efficient response structure should the worst happen.