Writing a sustainable travel policy isn’t a straightforward process. A policy should be fluid enough to reflect constantly evolving trends, revisions in external regulations and requirements, and rapid changes in technology. At the same time, it should encompass and remain true to its core values – whether that’s managing cost, reducing emissions, tackling traveler well-being issues or addressing biodiversity loss. Travel is also an important driver for employee retention and satisfaction. Getting travelers’ buy in is an important piece of the policy. One thing is for sure, it’s a work in motion. Consider these questions when creating your sustainable travel policy:
What are your company’s long-term sustainability goals?
- Is it commitment to align cost with carbon, so travelers can choose based on new variables like sustainability over cost?
- Protecting the earth’s resources and decreasing waste?
- Being more purposeful/responsible during travel?
- Does it extend to “beyond carbon” initiatives, such as sustainable aviation fuel, managing water consumption, and encouraging recycling programs?
The answer may be all of the above. Your environmental targets will drive the nature of your policy and establish a strong foundation for working through your recommendations. Defining clear goals ahead of time will enable your sustainable travel policy to become a living document that provides ongoing guidance to employees and stakeholders.
The parameters of sustainability can widen to include issues such as traveler wellbeing and diversity. These issues are not “secondary” in importance; rather they are meant to holistically coexist within the broader framework of the policy.
How will you meet your goal(s)?
In order to meet any goals, KPIs and other data should be used to measure the success or efficacy of the travel policy. These KPIs can include:
- Who travels in business class? Are there many frequent flyers?
- What are the frequently visited destinations?
- Could switching to videoconferencing save on flights?
Once your KPIs are in place, the CO2 methodology needs to support them. For example, if videoconferencing is not a viable business strategy, then travelers would only be allowed to choose newer fuel-efficient aircraft or direct routes when booking flights.
What methodology should you use?
This portion of the policy includes tracking and reporting your travel emissions data and the methodology you employ to gather and measure that information. Is your methodology comprehensive enough to meet your projected outcomes?
For example, if you are measuring business travel related emissions, are you including a wide range of carbon metrics that cover air, rail, car, and hotel – and even nontraditional sources of emissions such as food wastage? The methodology is the means to the “end game” of meeting your company’s particular goals.
How do you align goals with travelers’ preferences?
What role do travelers play in promoting sustainability during travel? Younger workforces are increasingly vocal about their preferences for making companies more sustainable. A company’s sustainability policy is very visible, even if emissions coming from that category can be low. It can also be used to attract talent and make employees feel like they’re part of the solution, rather than the problem.
How do you communicate your company’s wider Environmental, Social and Governance (ESG) policy to travelers, not only in order to encourage alignment with their preferences but also to enforce compliance? This part of the policy should speak directly to your employees. For example:
- What is the criteria of an “essential” trip, i.e., is it a client meeting or an internal one?
- When can travelers substitute a virtual meeting for face-to-face travel?
- Are multiple trips allowed to be combined into one?
- Are hotel/accommodation providers eco-certified?
- Can travelers take public transportation or share rides during a business trip?
- Can travelers add bleisure days to their trip?
How do you educate your travelers?
Providing employees with resources or the latest trends in sustainability practices is the first step. Leveraging this information in an internal, online booking tool can allow them to find the details they need at their command, when they want. Externally, it is key to engage travelers by communicating through your various company‘s channels.
Educated travelers increasingly make better choices. Some data you might share to inform them includes:
- How much emissions are actually being saved by flying on a particular route by air rather than by rail?
- Can travelers who choose to fly select newer and more fuel-efficient aircraft?
- How much is saved on a direct flight vs. a connecting one?
- How are eco-conscious vendors selected and procured?
- What resources are available for traveler health, safety and well-being?
Confidence in your travel supplier
Given new reporting requirements emerging from governments worldwide, such as the Corporate Sustainability Reporting Directive (CSRD) in the EU, and other mandatory sustainability reporting requirements in the U.S., Australia and Singapore, there’s an urgency now that simply can’t be ignored.
Companies can of course, look to their TMC for assistance, but they can also assess their air, hotel and ground transportation suppliers. Not all suppliers are equally invested in sustainability; selecting those that are committed to long-term sustainability initiatives can help reduce emissions in the long run.
Many times, reaching out for help is the right thing to do. For the fifth year in a row, BCD Travel has achieved EcoVadis’ top rating for sustainability, demonstrating our commitment ‘To be the world’s most trusted, innovative and sustainable TMC.’
