An HR Guide to Safe and Sustainable Company Trips

In human resources, it’s your responsibility to ensure that your employees have what they need to succeed and that you help the company shine in the best light. Nowadays, one way to be favorable to the world is to show that your business is safe and sustainable. You can do that in almost all facets of your enterprise, including with your business trips and team getaways.

Employees may have mixed attitudes about business travel because it keeps them away from their families, and they may believe that their time could be spent better elsewhere. However, if you make the trips meaningful and they’re designed also to be sustainable, your teams may be more willing to go. To make things easier, here are some considerations to make before the trip and during to satisfy the team and help the planet.

Research the Trip Beforehand

If your company doesn’t currently go on at least an annual trip, then consider the idea and bring it up during the next HR meeting. There are plenty of benefits for these trips, including the spark employers can get from working out of the office and the camaraderie they can build with their teams.

Some companies go on company trips frequently but don’t consider the environmental impact they make along the way. Cars and trucks emit carbon dioxide when they go from place to place. It’s one of the leading causes of climate change. Planes also emit emissions, with one plane ride across the country producing 1.4 metric tons of carbon dioxide per person.

How you fly matters as well. When a company trip requires layovers and multiple planes, that multiplies the dangerous emissions. So, one thing to research beforehand is if it’s possible to book a direct flight for your team to reduce waste. Mass transit may also be an option if a destination isn’t thousands of miles away. Taking a bus or train is a more sustainable option because more people are riding in fewer vehicles. If employees will need to drive their own cars, provide them with a list of travel efficiency tips so they can minimize transportation pollution.

When planning a trip, it’s also essential for HR teams to find a way to get their remote teams involved so they can get out of their homes and see their coworkers. People like the idea of working from home but don’t realize the health risks that can come along the way, including the potential to feel bored or burned out.

When people are isolated for too long, they can feel rejected, and their work and personal connections could suffer. Plus, they often lack the necessary exercise and rarely get the fresh air they need. Invite them on the trip, and in addition to feeling better, they’ll also return feeling refreshed, and they’ll do better work for your company.

Keeping up the Sustainability While You’re There

When it comes to sustainability, getting to your destination is only half of the battle, and your efforts should continue while you’re there. Caring for the place you visit is important, so HR should lay certain sustainability ground rules. Your teams should avoid producing waste whenever possible and dispose of trash responsibly. Make the objective to use recyclable materials whenever possible, and if the budget allows for the distribution of reusable containers for holding food or drinking water, then try to pass those out before the trip.

There’s likely to be some travel during the trip as the employees go from place to place, and they must always keep sustainability in mind. Plan their routes in advance so they don’t need to drive more than necessary. Drivers should also use cruise control whenever possible to avoid varying speeds and avoid idling when waiting in parking lots and instead have them turn off the vehicles to cease the emissions completely.

Human resource teams can also be instrumental in finding ways to cut out gas-emitting vehicles altogether and instead insert walking or biking into the equation. Cycling is a lot of fun, and it’s pollution-free. HR teams can encourage cycling by renting bikes ahead of time so they’re readily available at the destination. You can also provide managers with maps of cycling routes so their teams can get where they’re going safely while seeing the sights and getting in some physical fitness along the way.

Keeping Your Team Safe Along the Way

One of the objectives of human resources is to preserve the teams’ safety so they can return to work and continue their meaningful contributions. There are many factors to remember when the employees go out on a trip, including the political instability of the place they’re visiting, whether your folks have everything they need to avoid danger and sickness, and ensuring that any employees with disabilities have proper accommodation.

HR’s role is to research and reach out to the destination ahead of time to ensure that all of the employees’ needs will be met and to become aware of any dangers they should avoid. Perform a risk assessment. If there are any potential issues, talk to the teams and provide training to prepare them for anything.

In a perfect world, your teams would be as professional out in the world as they are in the office. Unfortunately, that’s not always the case. People can tend to get carried away on vacation, so send out a memo before the trip reminding them of the importance of appropriate conduct away from the office and advise them of their liabilities and the company’s liability if there were to be a misstep. If an employee does violate that trust, have them written up upon their return.

The goal of your next company trip is to be safe and sustainable, and this guide is your starting point. Get your teams out of the office and show them that your company cares about their well-being, but ensure proper etiquette along the way.

Katie Brenneman is a Guest Contributor at HR Daily Advisor.

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