Everything You Need to Know About Creating an Emergency Response Team Travel Plan

We depend on emergency response teams to have our backs, which is why it’s only fair that we have theirs. 

When it comes to creating an emergency response team travel plan, it’s imperative for travel managers to know what to expect and how to keep things moving. 

In this blog, we’ll review everything you should know when creating an emergency response team travel plan and how LodgeLink can provide you with the necessary tools and resources to get the job done.
 

Emergency Response Team Lodging

Location

One of the most important things to consider when looking for emergency response team lodging is the location. Emergency crews will often be called to duty suddenly and without warning, which is why they’ll want to be able to get to where they’re needed in a timely manner. 

Not only do emergency response teams need to make it to their sites fast, but getting back to their lodging quickly is also important. Most likely, these teams will be working long hours at all different times during the day and night. When they finish a long and tiring shift, they shouldn’t have to worry about lengthy commutes and unnecessary travel. 

In addition, you want to ensure they’re getting the most out of their breaks. No one wants to spend half of their time off the clock just travelling home. Check out the proximity of your lodging in regards to hospital, facility or site location. You should try finding lodging that’s nearby and easy to get to so the team can focus on their jobs, not their commutes. 

Comfort

Emergency Response Team Amenities

Property Amenities

Local Amenities

1. Implement Risk Management Tools

Managing risk and ensuring the safety of team members should always be a top priority. That becomes even more true when you’re dealing with emergency response team travel plans since these jobs are often in areas with unreliable phone and/or internet service. This makes it harder for the team to stay in contact with each other and their travel managers. 

Travellers want to be reassured that immediate help is available if something goes awry. Using Duty of Care technology allows emergency response team members to access multiple features including: 

• Automated access to their full itinerary

• Immediate flight updates

• Alerts pertinent to their personal itinerary

• Destination-based content such as maps, news, weather, etc.

• Availability to their pre-trip advisory, even if they’re offline

• A two-way line of communication directly with the booking agent via phone, email and SMS

• Platform availability on iPhone and/or Android devices 

Just as travellers need to be prepared, travel administrators also should know they can act swiftly and effectively if a disruption or emergency occurs. By using the tracking map, administrators have access to an assortment of features such as:

• Comprehensive tracking and geolocation (GPS) tracking

• Access to a travellers itinerary, such as their flight/hotel segments

• Flight monitoring and the ability to track flight delays, cancellations, gate changes, etc.

• Access to travel alerts pertaining to security, volcanic activity and earthquakes, general advisory, extreme weather, health and disease, etc.

• Email notifications and reporting capabilities

• Access to travel alerts and flight updates sent to travel administrators, booking agents, etc.

• Ability to export map data by date, country, region, airline, company, airport, etc.

2. Encourage Employee Health & Wellness

Being a part of an emergency response team is a high-stress job. While all crews should be aware of their health and wellness, these team members need to keep a healthy work-life balance. 

There are many strategies workers can implement to improve their mental health while travelling. Some of these include:

• Getting adequate sleep and rest

• Eating healthy food and balanced meals

• Drinking water to stay hydrated

• Exercising and staying active

• Putting time aside to unwind and relieve stress

• Staying connected with friends and family

3. Simplify Payment Options

One of the keys to creating a successful emergency response team travel plan is to keep things simple. LodgeLink provides flexible payment options that not only reduce paperwork but empower self-bookings. 

Emergency response team lodging usually requires a variety of accommodations for many team members for multiple nights. By implementing payment IDs and cost tracking codes, your team members are given the ability to book their own rooms and ensure the appropriate costs are assigned to the proper accounts and projects. 

Your team may not have the luxury of time and generating multiple invoices often takes up time better spent on other tasks. LodgeLink’s consolidated accommodation invoicing and online approvals allow you to put your time and effort into what really matters. 

Plus, with your payment IDs and cost tracking codes set up, you can easily reconcile your stays to the appropriate budgets.

4. Enhance Your Reporting

Any type of workforce travel can be complex and challenging. One way to stay on top of managing your team’s travel is by using effective reporting strategies and platforms. LodgeLink provides reporting functionality that makes planning, managing and tracking easier for everyone involved. 

By allowing you to view past, present and future stays all in one place, you’re able to make projections and manage scheduling however you see fit. You can also implement cost tracking codes and project ID segmentation to further analyze your spending and eventually simplify your budget.