Your Go-To Guide for Managing Common Business Travel Issues

Reading Time: 7 minutes

Business travel has become an integral part of today’s corporate world, helping companies expand into new markets, strengthen client relationships, and foster collaboration across global teams. However, with travel comes a wide range of uncertainties and risks. As a travel manager, you’re responsible for ensuring that these trips run smoothly, but unexpected situations—commonly referred to as business travel issues—can arise at any time.

If you’re the company’s procurement manager or human resources specialist tasked with managing employee business travel, you might worry about the various business travel issues that could emerge during a trip. Flight cancellations, medical emergencies, lost documents, or even natural disasters could occur, but with the right preparation and tools, these issues can be managed effectively.

This guide covers the top eight business travel issues that could arise and provides strategies for managing them efficiently. Let’s explore how you, as a travel manager, can safeguard your employees and ensure their business trips are successful, even when emergencies strike.

The Importance of Issue Management in Business Travel

Before we delve into the specific business travel issues, it’s crucial to understand why issue management is essential for business travel. As a travel manager, your role is not only to organize travel logistics but also to handle unexpected challenges that may arise. Being prepared and proactive will allow you to respond quickly to any situation, ensuring minimal disruption to your company’s operations and protecting employee safety.

Some of the common business travel issues include:

• Flight cancellations or delays
• Lost or stolen travel documents
• Medical emergencies
• Security concerns or civil unrest
• Lost luggage
• Accommodation issues (overbooking or unavailability)
• Transportation strikes or disruptions
• Natural disasters

Handling these issues effectively requires strategic planning, clear communication, and access to the right resources. Below, we discuss each of these potential problems and provide practical steps to manage them.

1. Flight Cancellations or Delays

One of the most common business travel issues is flight cancellations or delays, often caused by technical problems, weather conditions, or airline strikes. For companies, this can be more than just an inconvenience—it can jeopardize important meetings, events, or conferences. As a travel manager, your job is to ensure that disruptions like these don’t derail the purpose of the business trip.

Steps to manage flight cancellations or delays:

• Rebooking Flights: Immediately rebook the employee on the next available flight. If your company has preferential booking arrangements with airlines, make sure these are utilized. If not, ensure that a third-party service provider is available to assist with rebooking quickly.
• Accommodations and Transportation: While the employee is waiting for their next flight, ensure they have access to suitable accommodations and transportation.
• Communication: Keep the employee and all relevant parties updated about the delay and any changes to their travel schedule. This will help manage expectations and reschedule meetings as necessary.
• Insurance Check: Confirm whether the company’s travel insurance covers costs related to flight delays or cancellations. This may include accommodation, meals, or transportation during the delay.

By handling flight delays promptly and keeping all parties informed, you minimize the negative impact on the employee’s productivity and the business objectives of the trip.

2. Lost or Stolen Travel Documents

Losing a passport or other important travel documents while on a business trip can be one of the most stressful business travel issues. Passports, visas, and travel itineraries are crucial for international travel, and losing them could result in significant delays.

Steps to manage lost or stolen travel documents:

• Report the Loss: Advise the employee to report the loss or theft to the local police immediately. This is a necessary step in getting replacement documents and for insurance purposes.
• Contact Embassy or Consulate: Assist the employee in contacting the nearest embassy or consulate to replace their passport or visa. Many consulates have fast-track services for emergency document replacement, but it’s important to guide the employee through the process.
• Backup Documents: Encourage all employees to carry a backup copy of their travel documents in a secure place. Alternatively, suggest storing digital copies in a secure cloud service that can be accessed from anywhere.
• Arrange Additional Support: If the document loss causes delays, help the employee find additional accommodations or rebook their flights as needed. Ensure that travel insurance covers document replacement costs.

By ensuring that the employee is supported and by providing backup resources, this business travel issue can be managed without causing major disruptions.

3. Medical Emergencies

Medical emergencies are some of the most unpredictable and serious business travel issues. These can happen due to pre-existing conditions, accidents, or illness from frequent travel. If employees are travelling internationally, the need for appropriate medical insurance and access to healthcare becomes even more important.

Steps to manage medical emergencies:

• Seek Medical Help Immediately: If you are informed of a medical emergency, instruct the employee to seek medical help immediately. Provide them with contact details for the nearest hospital or medical facility.
• Verify Insurance Coverage: Ensure the employee has international health coverage through their insurance policy. This should include emergency medical evacuation if needed. If the employee’s insurance doesn’t cover international travel, the company should provide appropriate coverage before the trip.
• Emergency Contacts: Keep a list of emergency contacts, including medical facilities, ambulance services, and local healthcare providers in the employee’s destination.
• Follow-Up: Stay in close contact with the employee to ensure they receive the medical care they need. If necessary, arrange for their return or coordinate with local healthcare professionals for further treatment.

Providing proper healthcare access and insurance coverage ensures that medical emergencies don’t turn into long-term complications for the employee or the company.

4. Security Issues and Civil Unrest

When sending employees to regions with known political instability or a history of security threats, it’s essential to prepare for possible business travel issues related to security. These can range from civil unrest to violent protests or crime, putting the safety of the employee at risk.

Steps to manage security issues or civil unrest:

• Stay Informed: Before the trip, ensure that employees are briefed on potential security risks. Monitor political and safety reports in the area throughout their stay.
• Safe Locations: Advise employees to stay in safe areas, especially if a situation worsens. Provide guidance on local safety measures and alternative lodging if needed.
• Emergency Contacts: Make sure the employee has contact details for the local embassy or consulate, which can provide assistance in case of an emergency.
• Early Return: If the security situation deteriorates, arrange for the employee to return home or relocate to a safer area. Be prepared to act quickly if civil unrest escalates.

Having clear contingency plans in place for security risks can help avoid danger and ensure employees stay safe while traveling.

5. Lost Luggage

Lost luggage is a relatively common business travel issue, but it can be particularly disruptive during a business trip. Essential items like business documents, equipment, or presentation materials may be inside the missing bag, leading to potential delays or missed opportunities.

Steps to manage lost luggage:

• Report to the Airline: Advise the employee to immediately report their lost luggage to the airline and file a claim.
• Essential Items: Help the employee arrange for any essential items they may need in the meantime, such as clothes, toiletries, or business documents. Confirm whether the company’s travel policy allows for reimbursement of these expenses.
• Track the Luggage: Work with the airline to track the luggage’s location and ensure it is returned to the employee as soon as possible. If necessary, assist the employee in making alternate arrangements for any items critical to their business duties.

By taking these steps, lost luggage becomes a minor inconvenience rather than a major disruption to the business trip.

6. Accommodation Issues (Overbooking or Unavailability)

Accommodation issues can also become problematic during business trips. If a hotel is overbooked or there is an issue with the reservation, the employee could be left without a place to stay. This business travel issue can cause unnecessary stress and disrupt their schedule.

Steps to manage accommodation issues:

• Alternative Accommodations: Immediately help the employee find alternative lodging if their original accommodation is unavailable. Many travel management platforms offer last-minute booking options to avoid delays.
• Negotiation for Compensation: If the hotel made the mistake, negotiate for compensation or upgrades. This could involve offering better rooms or discounts on future stays.
• Update Travel Itinerary: Ensure the employee’s travel plans are updated to reflect the new accommodation and that all other arrangements, such as transportation, are adjusted accordingly.

Promptly addressing accommodation issues ensures that the employee is comfortable and able to continue with their business obligations without unnecessary disruption.

7. Transportation Strikes or Disruptions

During business trips, employees may encounter transportation disruptions caused by strikes, protests, or other civil disturbances. This can result in missed meetings or delays in reaching their destination.

Steps to manage transportation disruptions:

• Alternative Transport: Provide the employee with alternative transportation options, such as hiring a rental car or arranging for taxis. If public transport is disrupted, having a backup plan for private transport can help avoid delays.
• Rebooking Tickets: If the employee’s bus or train is canceled due to a strike, rebook their tickets immediately or arrange for alternate travel methods to ensure they reach their destination on time.

Anticipating local transportation issues and having alternative options ready can minimize the impact on the business trip.

8. Natural Disasters

Natural disasters such as earthquakes, hurricanes, or floods are rare but can have severe consequences for business travelers. Responding swiftly to these business travel issues is crucial for employee safety.

Steps to manage natural disasters:

• Monitor Weather Conditions: Before and during the trip, keep a close eye on weather reports and natural disaster warnings for the employee’s destination.
• Emergency Contacts: Ensure the employee has access to local emergency contacts, including the embassy, local authorities, and rescue services.
• Relocation or Evacuation: If a natural disaster occurs, arrange for the employee’s immediate relocation to a safer area or evacuation if needed. Follow the guidance of local authorities to ensure the employee’s safety.
• Post-Emergency Plan: Once the situation stabilizes, assist the employee in resuming their business duties or arrange their early return if conditions remain unsafe.

Being prepared for natural disasters ensures employee safety and allows for a swift, organized response to these emergencies.

Conclusion

Business travel issues are inevitable, but with the right preparation and response strategies, they can be managed effectively. As a travel manager, your role is crucial in ensuring the safety and well-being of employees while they are on business trips. By following the steps outlined in this guide, you’ll be better equipped to handle flight delays, lost documents, medical emergencies, and other unexpected situations.

The key to successfully managing business travel issues lies in communication, preparation, and having a comprehensive travel policy in place. By staying proactive and maintaining open lines of communication with employees, you can minimize disruptions and ensure that every business trip runs smoothly, no matter what challenges arise.