Business travel under COVID: An epidemiologist’s guidelines
Remote work and virtual conferences have become the new normal in 2020. But more than six months into COVID-related restrictions, leaders tasked with their organizations’ response plans are thinking about how to adjust safety policies for this long-term reality.
The interruption of business travel has had a huge disruption on both conducting operations and interpersonal relationships. Employees are missing out on the ability to meet in person with colleagues, partners, and clients in different regions. Yet the overwhelming amount of information about COVID risks and the disparity in conditions in different regions makes it difficult for companies to determine how they should approach easing travel restrictions.
How can companies establish guidelines for business travel? We consulted Columbia epidemiologist Dr. Maureen Miller on how a company can develop a scientifically-backed travel policy that keeps employees safe while providing flexibility for accomplishing essential work.
The first point to clarify when establishing guidelines is that there is no way to completely remove any risk of COVID transmission from travel-related activities. Traveling does come with a risk, and in certain contexts can be high-risk behavior. The best organizations can do is to set transparent policies to guide decision making and minimize risk to employees and those they come in contact with.
The first step in evaluating business travel plans under COVID is to consider whether the travel is absolutely necessary in the first place. Companies should forbid all non-essential business travel. Before attempting to create travel plans, employees should ask themselves whether a task can be accomplished remotely. The business should calculate the benefit of traveling and determine whether it is a high priority assignment worth the risk. Depending on their industries, organizations may need to create different travel guides for corporate employees versus staff in the field.
The next variable to inform travel decision-making is destination. Companies should not permit travel to or from areas classified by the Harvard Global Health Institute at orange and red risk levels. In other words, employees should only travel when their journey can start and end in regions with yellow or green risk levels at the time of the trip. Practically, organizations can observe trending metrics in specific locations to anticipate when it might become safe to travel there. Make sure to read up on safety measures and restrictions in the areas where you are traveling and prepare to comply.
The method of travel is another factor influencing the risk of a trip. Air travel is not recommended at this time, regardless of origin or destination. Employees should be informed of risks and permitted to opt out of any travel that requires flying. If air travel is absolutely necessary, there are steps employees can take to reduce the risk of exposure. They should limit time at the airport, so skip the pre-flight drink. In the plane, try to sit as far away from other passengers as possible and sanitize the area before taking a seat. Bring your own food and water onto the flight, and do not eat at the same time as other passengers in the row. Make sure to use hand sanitizer after using the restroom.
Employees can be permitted to travel where they can drive their own cars. Rental cars cannot be guaranteed to be zero risk and should be avoided. Employees should not drive with each other or with clients or partners.
Once on the road, employees should follow a strict set of guidelines around their behavior and activities. Organizations should provide employees with personal protective equipment (PPE) prior to traveling and require them to comply with the company’s safety precautions while on the road. Employees should keep travel as short as possible to minimize risk.
In terms of lodging, employees should look to meet a set of criteria with the hotels they stay at. Rooms should be vacant for at least two days before occupation. Employees should also request rooms where windows open to allow for circulation of air. They should sanitize surfaces that might be touched such as door knobs and bathroom fixtures to reduce the risk of transmission.
Companies must be prepared to adapt activities when conducting business on the road. Unfortunately, conferences or large events are still unacceptable because of their high risk. Masks must be worn and social distancing of six feet maintained at all times. Meetings should be no more than 10 people. The safest setup is to hold activities outside, or in a room with good ventilation — ideally with open windows and doors. Presenters should wear a face shield when speaking. Group dinners should be held outside when possible, or in a private dining room if not. Employees should be prepared to propose safe meeting practices or suggest alternate options if they are presented with a situation that does not meet company guidelines.
Once travel concludes, employees’ safety responsibilities continue until they can be confident they will not put coworkers at risk. The most conservative option to avoid transmission is to work from home upon return from a trip for 14 days. Another option is to work from home a minimum of five days and then take a COVID test. A PCR test is preferred over an antigen test, although results take longer to return. If there has been a known exposure to someone infected with COVID, employees must take a PCR test five days after the last exposure. In the event an employee tests positive, they should wait until they test negative again to return to the office.
Although we all miss the irreplaceable human interaction that comes from traveling to meet with peers in person, now is not the time to let down our guards. Enforcing travel restrictions is a way of not only protecting ourselves, but also those with whom we come in contact. These guidelines will allow businesses to make transparent decisions around travel and hold employees accountable to keep each other safe.
