Best practices for handling duty of care

So how do you handle duty of care? Here are a few tips from our Global Physical Security team to focus your efforts, first published on this blog in 2014.


  • Assess the threat. Is it a risk to life and limb, or an impact to your business? Build a rubric for your business that allows you to scale life safety and business impact ratings for any given security disruption.


  • Define threat levels and next steps. It’s not enough to know that you have a level 4 business impact threat if you’re not sure what to do about it. Plan contingencies for threats at each level.


  • Send concise, clear communications. Tell all employees what the threat is and what its impact is likely to be, using language that all employees will understand. Keep it short and simple, and omit the jargon. Make sure it’s accessible and easy to understand.


  • Find out if any of your employees are affected. Are any of them in the affected area? Using tools like Concur Risk Messaging, you can rapidly pull a report of any employees who may be traveling to, from or through a high-risk location.


  • Reach out to travelers. You may have to communicate action plans to your travelers in the field—and use multiple channels to do so (email, text, web, etc.). Travelers may have limited communication channels due to power outages, downed servers, overloaded cell phone towers or loss of communications infrastructure. As with company-wide communications, keep messages simple, short and adaptable to a variety of mediums.


When you’re identifying risks and communicating them to your employees, it’s important to be proactive. You may be able to mitigate their risk, or at least their discomfort and inconvenience, until they’re home safe. If you’re looking for a solution to help ensure that you can get in touch with travelers quickly during an emergency, consider Concur Risk Messaging. It can help you put the pieces together in just such a scenario.

Here are a few screenshots that show you how it works: 

Figure 1: Users – your company’s security personnel – can see location-specific, real-time risk assessment information at a glance.               

Figure 2: Users can search by flight number, setting the date range to see if any employees were booked to travel on a specific flight, or if any employees are scheduled to travel on that same flight in the near future.

Figure 3:  Users can search by Itinerary details, such as airport. This screen shows a search by airport code that yields no results – meaning that no travelers are scheduled to be traveling to the selected airport during the selected date range. In this case, that represents a good outcome.

Figure 4:  Users can limit search results to see which employees are scheduled to be in a certain geographic area (such as US, Africa, and Europe) during a specific date range. This can be helpful when it is not necessary to see all employees globally, such as when an incident is limited to a specific region.

Figure 5:  Users can zoom in on a specific geographic location by entering a location name – such as Egypt – in the search box at the top.


Want to learn more? See our Risk Messaging page.


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