Managing employees who travel frequently for work presents unique challenges, from ensuring productivity and engagement to tracking travel expenses and maintaining communication. With remote work and business travel more prevalent, many companies face this balance. In this article, we’ll explore strategies that keep employees supported and efficient while on the move, creating a smoother workflow and a productive team environment.
Prioritize Clear Communication and Set Expectations
Effective management of travelling employees starts with clear communication. Set expectations around work hours, reporting, and task deadlines so employees know what’s required when they're out of the office. To avoid confusion, outline goals and objectives for each trip before departure. This creates clarity, helping both the manager and employee stay on the same page regarding project deadlines and work outputs.
Regular check-ins are essential but don’t need to be excessive. Find a balance between staying connected and respecting their time. For example, weekly video calls or a simple messaging app for daily updates can work well. Many teams rely on platforms like Slack or Microsoft Teams to keep everyone connected without overwhelming employees who are on the go.
Leverage Technology for Productivity and Tracking
Technology plays a crucial role in managing mobile employees. Use tools that help track tasks, facilitate communication, and monitor productivity in real-time. Project management software like Trello, Asana, or Monday.com can help employees keep track of their responsibilities while travelling. These platforms also provide visibility, allowing managers to track project progress without interrupting employees with constant updates.
Furthermore, tracking hours and expenses accurately is essential when employees are frequently travelling. Expense management platforms, such as Expensify or Concur, simplify the process by allowing employees to log receipts and track expenditures on the go. These tools give managers instant access to expense reports, making it easier to monitor travel costs and reimburse employees promptly.
Encourage Work-Life Balance to Prevent Burnout
Frequent travel can be exhausting. It’s easy for employees on the road to blur the line between work and personal time, leading to burnout. As a manager, encourage employees to establish boundaries and make time for rest. Make it clear that you value their well-being and support them in creating a healthy balance. Encourage taking breaks during travel, sticking to regular work hours when possible, and unplugging after hours.
Additionally, flexible scheduling can make a significant difference. If an employee has had a long day of travel, consider allowing them to start later the following day. This acknowledgement of the demands of travel helps employees feel appreciated and reduces the risk of burnout, keeping them engaged and productive.
Use Corporate Travel Management Platforms
Managing the logistics of corporate travel can be overwhelming, especially when managing a team of frequent travellers. Corporate travel management platforms streamline the entire travel process, handling everything from booking flights to monitoring expenses. Platforms like TravelPerk, SAP Concur Travel, and TripActions offer centralized travel solutions that can save both time and money. These platforms often provide real-time updates, emergency support, and detailed reporting, which helps managers keep track of all employee travel details without constant follow-up.
These systems also give employees more autonomy in booking travel according to company policies, making the experience smoother and less stressful. By integrating a corporate travel management platform, managers can reduce the administrative burden, allowing more focus on core tasks and goals.
Provide Continuous Support and Recognize Achievements
Employees who frequently travel for work can feel isolated or disconnected from the rest of the team. Regular support and recognition go a long way in keeping them motivated. Ensure that travelling employees feel part of the company culture by keeping them in the loop on team updates and projects. Providing access to digital resources, such as shared drives or collaboration tools, helps maintain a connection to the office.
Recognition is crucial, too. Acknowledge their extra effort and dedication to travelling on behalf of the company. Whether it’s through performance bonuses, public praise during team meetings, or additional perks like travel rewards, showing appreciation can enhance morale and reinforce their importance to the team.
Conclusion
Managing employees who travel frequently requires a thoughtful approach that prioritizes communication, technology, support, and recognition. By setting clear expectations, using the right tools for productivity and expense tracking, fostering work-life balance, and integrating corporate travel management platforms, managers can create an environment that values the efforts of travelling employees. A strong support system keeps them engaged, efficient, and aligned with the company’s objectives, ultimately leading to a more productive and cohesive team.
