Preparing for Summer Travel Disruptions: A Corporate Travel Guide

Summer is a peak season for business travel, but it also brings its fair share of disruptions. From flight delays and cancellations to crowded airports and extreme weather, the summer months can be challenging for corporate travelers. For companies, it’s essential to plan ahead to minimize these disruptions and ensure their employees’ trips remain productive and stress-free. 

Here’s how you can prepare for the unpredictable nature of summer travel, keeping your team on track and maintaining business continuity. 

1. Anticipate Flight Delays and Cancellations 

Summer is synonymous with peak travel times, which means airports are often more crowded, and airlines are managing higher volumes of passengers. With this surge, the likelihood of delays and cancellations increases. 

What you can do: 

Book Flexible Tickets: When possible, choose flexible or refundable flights. This allows your employees to easily adjust their travel plans if necessary. 

Allow Extra Time: Encourage employees to arrive at the airport early, factoring in longer check-in times and security lines. 

Sign Up for Alerts: Set up real-time flight tracking apps or notifications directly from airlines to stay updated on any changes to flights. 

Consider Alternative Routes: In case of cancellations, having an alternative route in mind can save valuable time. Employees traveling internationally should always consider nearby airports or connecting flights. 

2. Prepare for Weather-Related Disruptions 

Summer weather can be unpredictable, with thunderstorms, hurricanes, and extreme heat disrupting travel schedules. Severe weather not only delays flights but also can impact ground transportation and even accommodations. 

What you can do: 

Monitor Weather Conditions: Stay informed about the weather forecast in the days leading up to travel. This allows employees to adjust their schedules or routes as necessary. 

Travel Insurance: Ensure all corporate travelers are covered by travel insurance that includes weather-related disruptions, such as flight cancellations or missed connections. 

Flexible Travel Plans: If weather forecasts predict storms or extreme temperatures, consider changing the travel schedule or allowing employees to depart a day earlier to avoid potential disruptions. 

3. Handle Overcrowded Airports and Increased Security Measures 

With more travelers hitting the skies during summer, airports can become congested, leading to longer lines at check-in counters, security, and customs. The added pressure on airport services often results in delays or frustration. 

What you can do: 

Pre-Check and TSA PreCheck: Encourage employees to sign up for programs like TSA PreCheck or Global Entry to speed up security checks. 

Airport Lounge Access: Provide access to airport lounges for a more comfortable and productive waiting experience. Many lounges offer Wi-Fi, power outlets, and food, making them an ideal spot for last-minute work or meetings. 

Keep Employees Informed: Provide travelers with up-to-date information on the airport’s layout, terminal maps, and any changes to flight schedules. It can save time and reduce stress when employees know what to expect upon arrival. 

4. Plan for Labor Strikes or Staffing Shortages 

Summer is also a time when labor strikes or staffing shortages may affect both air travel and ground services. These disruptions can create significant delays, especially in major cities or airports with high volumes of corporate travelers. 

What you can do: 

Stay Informed on Labor Issues: Keep an eye on potential labor strikes or union activities that could impact airports, airlines, or local ground transportation services. 

Have Backup Options: Build contingency plans into your travel policies, including alternate airlines, ground transport, or accommodations. 

Leverage a Corporate Travel Agency: A reliable travel partner can monitor the latest disruptions and assist with rebooking and logistics, ensuring your employees are taken care of in the event of a strike or other disruption. 

5. Utilize Technology to Streamline Travel Management 

In today’s digital age, there’s no reason for corporate travel disruptions to go unmanaged. Technology offers powerful solutions to help both companies and travelers stay on top of any changes and keep operations running smoothly. 

What you can do: 

Travel Management Apps: Use apps or platforms that track flights, ground transportation, and accommodations in real time. These tools can help proactively rebook flights, track expenses, and receive alerts. 

Dedicated Travel Advisors: Empower your team with access to dedicated travel advisors who can manage disruptions as they occur, ensuring employees are rebooked quickly and effectively. 

6. Encourage Flexible and Remote Working Options 

The reality of summer travel disruptions is that sometimes the best option is to stay put. With the increase in virtual meeting platforms and remote working, companies have more flexibility than ever before to ensure that business continues, even if travel plans are interrupted. 

What you can do: 

Hybrid Meetings: If an employee can’t make it to an in-person meeting due to flight delays or cancellations, have a backup plan with virtual or hybrid meeting options. 

Work-from-Anywhere Flexibility: If your employees are delayed for an extended period, allow them to work remotely as they wait for alternative flights or accommodations. 

7. Communicate with Your Employees 

Clear communication is key in managing summer travel disruptions effectively. Keeping employees informed about potential challenges and the company’s travel policies will empower them to take proactive steps and reduce stress during their trip. 

What you can do: 

Travel Briefings: Before the trip, give employees a rundown of what to expect in terms of weather, possible disruptions, and company protocols. 

24/7 Support: Provide employees with access to round-the-clock support, whether through a corporate travel service or an internal help desk, to assist with any issues that arise during their travels. 

Conclusion 

Summer travel disruptions are an inevitable part of the corporate travel landscape, but with the right preparation, your business can mitigate the impact and ensure smooth operations. By anticipating potential challenges, leveraging technology, and keeping your employees well-informed and supported, you can minimize stress and keep travel disruptions from derailing your corporate goals. 

Want to ensure your team is fully prepared for summer travel disruptions? Contact a Tl365 travel advisor today to learn how we can help streamline your corporate travel management and keep your employees safe, productive, and on track, no matter what the summer throws their way.