What Is Journey Management and Why Is It Important?
Table of Contents
What is journey management?
Journey management plan
Journey management safety hazards
Lone workers and journey management
Automated check-in system
Emergency safety kit
Prepare vehicle
Leverage technology
Plan route
Make the journey a good one
Lone Worker FAQs
Many of us must travel for work. Whether it’s to a patient’s home to provide urgent health services and care, or it’s deep inside an office building to repair a broken water pipe, you would be surprised how many professions require their workers to travel to and from various job sites.
As a result, it is the employer’s responsibility to protect their employees en route to different locations for their work, aka journey management which makes sure that they make it safely to the next location and ultimately back home. In the United States, motor vehicle crashes are the leading cause of work-related deaths, according to the National Institute for Occupational Safety and Health (NIOSH).
“The first step to effective journey management is a detailed plan that outlines the potential safety hazards and risks the worker may face on their “journey.””
What is journey management and who needs it?
Journey management implements plans and protocols to protect these people while traveling. Journey management can address the safety needs of employees who are not only driving for work but also the security needs of those traveling in other ways such as flying and public transit.
Creating a journey management plan: key components
The first step to effective journey management is a detailed plan that outlines the potential safety hazards and risks the worker may face on their “journey.” Like a job site, assess and document all of the safety hazards that could cause harm to the employee. Once the hazards are identified, develop safety strategies and protocols to mitigate these hazards.
Journey management safety hazards
What types of safety hazards can employees face during work travel? If driving, safety hazards can include:
Dangerous road conditions
Extreme weather
Motor vehicle accidents
Vehicular malfunction/damage
Wildlife accidents
Driving fatigue
However, other modes of transportation such as flying and commuting have their own unique hazards (travel fatigue, delays) depending on the circumstances and purpose of the travel.
Journey management for lone workers: special considerations
Due to the nature of work travel, many of these workers are often driving alone, making themselves even more vulnerable to the safety hazards mentioned above. Lone workers who are traveling can be protected through several proactive occupational safety steps that employers can take now:
Automated check-in system
The primary goal of an automated check-in system is to simply confirm the safety of the employee traveling.
The primary goal of an automated check-in system is to simply confirm the safety of the employee traveling. Such a system requires employees to check in with an assigned monitor or coworker, verifying their well-being with the employer. In a journey management plan, traveling employees can check in when they reach each destination. If they do not check in, an emergency will be signaled, requesting immediate help.
Check-in systems can be employed manually, however, these systems are vulnerable to human error as well as large amounts of work time and energy to monitor the safety of these people.
“The primary goal of an automated check-in system is to simply confirm the safety of the employee traveling.”
Emergency safety kits: what to include for every season
An emergency safety kit should be assembled for all regularly used work vehicles and modes of transportation, particularly during the winter. This kit should include warm clothing and blankets, non-perishable food, flashlight, matches, phone chargers, candles, and whatever items are deemed needed from the hazard assessment.
Regardless of the season and job, an appropriate emergency safety kit must be assembled for the work vehicle. Additionally, more compact emergency kits can be created for travel and commuting which will depend on the existing safety hazards.
Vehicle preparation tips for safe work travel
In cold and wet conditions, the work vehicle must be mechanically prepared and winterized for the change in seasons. This includes installing winter tires, a tune-up, and of course the emergency kit mentioned above. This even goes beyond winter driving. For hot weather driving, consider accommodations such as air conditioning, protection from sun glare in vehicles (sunglasses, window shades), and water stations at the travel destinations.
For cold and hot conditions, measure the tire pressure as, according to the National Highway Traffic Safety Administration (NHTSA), “vehicles driving on tires underinflated by more than 25 percent are three times more likely to be involved in a crash related to tire problems than vehicles with proper inflation. And tires underinflated up to 25 percent run the risk of overheating, leading to failure, and at the very least adversely affecting handling and tread life.”
Using technology to support journey management
Workers who may be traveling and driving in areas outside of cellular reception should be equipped with satellite devices that can maintain two-way communication while tracking their location in case of an emergency. Other safety technologies such as automated check-in reminders, fall, and no-motion detection, and panic buttons are also of great benefit to the worker’s safety and well-being.
Route planning tools and best practices
This type of safety technology can also track and plan routes, contributing to effective journey management for the lone worker. Back in the day, routes were planned with paper maps and routes. However, with the advent of safety technology and occupational safety devices, employers and employees can more effectively plan their travels throughout the workday.
Making work travel safer and more comfortable
Travel, no matter how long or short, can be stressful for any employee. The primary objective of journey management should be to make sure the employee is safe and comfortable during their travel for work. Make the experience as pleasant as possible and the work – and of course, the employee – will benefit.
Benefits of journey management for employers
While the primary goal is to ensure the employee’s safety and comfort, implementing a journey management program also offers significant advantages for employers committed to workplace safety. By proactively assessing and identifying travel-related hazards and then establishing clear safety protocols, organizations can protect their employees as well as reduce liability and minimize downtime. But most importantly, it demonstrates a clear commitment to their well-being – especially for vulnerable lone and mobile workers. Additionally, using safety systems and technologies such as automated check-ins and GPS tracking supports accountability and streamlines communication, making it easier to respond to work emergencies.
Checklist for journey management planning:
To help you benefit the most from your journey management plan, here is a categorized checklist to help guide your planning and implementation:
Pre-travel planning
☐ Conduct a hazard assessment for the planned travel route and destination
☐ Determine if the journey is necessary or if alternatives (e.g., online meetings) are available or more suitable
☐ Review weather forecasts and road/travel conditions
☐ Confirm and review employee training on travel safety protocols
Vehicle and equipment preparation
☐ Ensure vehicles are inspected and properly maintained
☐ Equip vehicles with seasonal emergency kits (e.g., winter gear, emergency kits, salt, water, flashlight)
☐ Check tire pressure and winter fluid levels
☐ Install GPS or satellite communication devices if traveling in remote areas
Communication and monitoring
☐ Establish/coordinate automated or manual check-in systems
☐ Assign a journey safety monitor or supervisor for tracking progress
☐ Establish emergency contact procedures
☐ Provide employees with mobile or satellite communication tools/devices
Route planning
☐ Use route planning resources to identify safe and efficient paths
☐ Avoid high-risk areas or routes with known hazards
☐ Share route details with the journey monitor and other necessary contacts
Employee support
☐ Ensure lone workers have access to panic buttons or fall-detection devices
☐ Provide mental health and fatigue management resources
☐ Provide/offer travel comfort items (e.g., communication devices, hydration bottles, headphones)
Building a culture of safety through journey management
In conclusion, understanding journey management and its importance is just the beginning. Enhance your team's safety with our comprehensive lone worker safety solution app, and find a pricing plan that suits your organization's needs at our pricing page. For more insights into creating a safer work environment, explore our article on workplace hazards. Together, these resources can help you implement effective safety measures and foster a culture of well-being in your workplace.
To learn more about SafetyLine Lone Worker, connect with us below:
Lone Worker FAQs
What is a lone worker and why are they at higher risk?
A lone worker is someone who performs job duties in isolation from other employees, often without direct supervision. This increases their vulnerability to hazards such as accidents, health emergencies, or environmental risks, making journey management essential for their safety.
How often should lone workers check in during travel?
Check-in frequency depends on the nature of the journey and associated risks. Best practices recommend checking in at key milestones (departure, arrival, and mid-journey) or at regular intervals, especially in remote or high-risk areas.
What technologies support lone workers' safety during travel?
Tools like automated check-in systems, GPS tracking, satellite communication devices, panic buttons, and fall detection sensors help monitor and protect lone workers in real time.
Are employers legally required to protect lone workers during travel?
Yes. In many regions, occupational health and safety regulations require employers to assess risks and implement measures to protect lone workers, including during travel. Failing to do so can result in legal and financial consequences.
What industries benefit most from journey management for lone workers?
Industries such as healthcare, oil and gas, utilities, and social services often involve lone or mobile workers. These sectors benefit significantly from journey management to reduce travel-related risks and improve overall safety.