Savvy organizations realize that, although rare, earthquakes,floods, hurricanes and tsunamis pose a business travel risk thatcan't be ignored. Natural disasters can leave companies scramblingto ensure their employees' whereabouts and safety.

Recent earthquakes in Ecuador, Japan and Nepal have shown just how essential preparing for the righttravel risks can be for HR managers who oversee businesstravel.

When employers begin their risk management preparations, thestakes are high: They're morally and legally obligated to protecttheir employees from the risks associated with travel. However, bytaking a proactive—not reactive—approach to addressing these risks,employers can improve response times and emergency protocols.

This not only helps reduce the risks employees are exposed to,but also safeguards both the traveler and the organization in theprocess. Ninety percent of recent major disasters have been causedby weather-related events, so the time to begin formulating aproactive natural disaster plan is now.

Each organization has unique concerns during a natural disaster,but the following guidelines should be addressed in any travel riskmanagement strategy:

1. Be aware of risks

Travel risks are not static. They frequently change depending onthe season and natural events. In 2015, for example, El Niño wreaked havoc on weather patterns throughout the world,and experts predict this year's fall and winter weather is likelyto remain unstable.

Additionally, weather conditions like flooding or severe droughtcan lead to more dangerous situations like mudslides or wildfires(especially in drought-ridden locations like California. Before employees aredispatched to their travel locations, employers should review theState Department's alerts and warnings tally, which keeps a running tab on risksthroughout the world.

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2. Educate employees on emergencyprocedures

As always, the best preparation for managing a crisis is a comprehensive,proactive plan. By engaging employees in risk management protocols,employers are proactively ensuring their employees are cognizant ofpotential dangers and the actions they should take if disasterstrikes.

One of the simplest, most effective emergency proceduresemployers can teach their employees is the “near/far” protocol:

Near: When a natural disaster strikes,travelers should perform an immediate, 360° intake of theirsurroundings and situation. Ask yourself, are you injured? If so,is it safe to leave your current surroundings? Is your locationsecure? Do you have access to immediate necessities, like food,water, and medication? Remember, when a disaster happens, travelroutes are often the first disruption to occur and publictransportation will lack security and safety.

When travelers find themselves in a disaster situation, thefirst priority should always be ensuring their immediate safety andhealth.

Far: After taking stock of immediatesurroundings, travelers should focus on the “far” concerns thatawait, such as finding out where the closest embassy or consulateis.

Assess the lines of communication—is the power out, and arephone lines down? If there is access to phone lines or an internetconnection, can travelers reach their employers to update them ontheir safety and location? One of a traveler's first calls shouldbe to their travel risk management provider, who can offeron-the-ground help and resources.

Is there a way for travelers' employers to contact them? Ifcommunication is impossible, is there a trusted local associate whocan provide assistance? Look ahead to the next 24 hours todetermine the most responsible safety and communication steps totake.

Before an employee leaves for a trip, he or she should bebriefed on these procedures, and should have the tools andinformation needed (such as contact information for emergencyresources—both at their destination and the company/travel riskmanagement provider) to answer key near/far questions that willarise during an emergency.

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3. Understand on-the-groundcapabilities

When a crisis erupts, be prepared to activate the beston-the-ground resources. In the aftermath of a disaster—natural orotherwise—time is of the essence. Do your safety research before anemployee travels, so your organization will be prepared to actquickly and efficiently.

What resources does your travel risk management program offer?Are there non-governmental organizations or other organizationsyour company can contact? Does your company have any local contactswho are in touch with travelers? Planning ahead not only helpsprotect your employee travelers and fulfill duty-of-careresponsibilities, but it can also help prevent emergency situationsfrom becoming even more serious.

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4. Educate employees abouttechnology

Even the best-laid plans sometimes go awry during a catastrophicevent. If a company is unable to locate an employee, then it's timeto crowdsource your intelligence. Although traditional methods andavenues are effective, HR managers should educate employees on howconsumer technology and social media can be used during acrisis.

Facebook, for example, activates the “SafetyCheck” feature in response to manmade or natural disasters:Users in affected areas are prompted by Facebook to mark themselvesas “safe,” a reassurance that is then sent to the individual'snetwork. It proved to be an invaluable tool during Nepal's earthquakes.

Additionally, Twitter is a great tool for employees to keep up-to-date on the latestbreaking news and information surrounding a crisis by following thehashtag around a specific event. For example, with the recentdevastating floods in Sri Lanka, employees who might be travelingin that area can follow #SriLankaFloods to stay informed on thelatest news.

Additionally, open-source mapping platforms, such as OpenStreetMap, have become oneof the most useful new tools for aid workers, providing emergencyresponders with timely and accurate geospatial data to makeimportant planning and prioritization decisions.

Natural disasters can be chaotic and unpredictable, but withsome proactive planning and communication strategies in place,you're well on your way to protecting both your travelers and yourorganization from these risks.

PropertyCasualty360