What is a Journey Plan and When Do You Need One?

What is a journey plan? When is a journey plan required? Why is a journey management plan important? The journey management plan is a core tool to ensure your mobile and remote workers are able to travel for work in a way that is safe, supported and compliant with HSSE requirements.

What is a Journey Management Plan?

A Journey Management Plan is a comprehensive strategy designed to ensure the safety and well-being of employees who are constantly on the move. Whether it's a salesperson hopping from one client meeting to another across the city, a researcher venturing into remote areas for fieldwork, or a consultant flying out for an international project, this plan acts as a roadmap. It outlines the procedures, protocols, and resources in place to support these workers, ensuring they can perform their duties without compromising on safety.

The importance of a Journey Management Plan cannot be overstated. Beyond the obvious priority of safeguarding employees, it also plays a pivotal role in enhancing operational efficiency. By anticipating potential risks and laying out clear protocols, businesses can mitigate delays, avoid unnecessary costs, and ensure that their travelling workforce remains productive, no matter where they are.

A Journey Management Plan signifies an employer's commitment to the safety and well-being of their employees throughout their travels.

What is the Process of Journey Planning?

The process of journey management involves a systematic approach to planning, monitoring, and ensuring the safety of employees, particularly those travelling for work-related purposes. While the specifics can vary based on the industry and the nature of the travel, a typical journey management process includes the following steps:

Risk Assessment:

• Evaluate potential risks associated with the journey, such as road conditions, weather, security threats, and health risks.
• Determine the level of risk for each segment of the journey.

Journey Plan:

• Define the route, considering the safest and most efficient path.
• Establish checkpoints or rest stops, especially for long journeys.
• Determine the expected duration of the journey.

Vehicle and Equipment Check:

• Ensure that the vehicle is in good working condition.
• Check necessary equipment, such as communication devices, first aid kits, and safety gear.

Communication Protocol:

• Establish a communication plan, detailing how often the traveller should check-in and through which means (e.g., phone, radio, GPS tracking).
• Provide travellers with emergency contact numbers.

Training and Briefing:

• Ensure that the traveller is aware of potential risks and knows how to respond to emergencies.
• Brief them on the journey's specifics, including the route, checkpoints, and expected duration.

Monitoring:

• Track the traveller's progress using GPS or periodic check-ins.
• Monitor external factors that might affect the journey, such as sudden weather changes or security alerts.

Emergency Response:

• Have a clear protocol in place for emergencies, detailing how to respond to various scenarios, from vehicle breakdowns to security threats.
• Ensure rapid communication channels are available for immediate assistance.

Feedback and Review:

• After the journey, gather feedback from the traveller about any challenges faced or improvements needed.
• Review the journey's management process and make necessary adjustments for future trips.

Documentation:

• Document all aspects of the journey, from planning to completion, ensuring a record for future reference or audits.

Continuous Improvement:

• Regularly review and update the journey management process based on feedback, new risks, and technological advancements.

Download our Comprehensive Guide to Journey Management

When Do You Need a Journey Plan?

1. High-Risk Industries:

If you're in industries like Mining, Oil and Gas, Construction, or Health and Community Services, the inherent risks associated with the job make JMPs essential. These sectors often require employees to work in remote or hazardous locations, making their journeys potentially perilous.

2. Frequent Travelers:

For roles that demand constant travel, be it inter-city or international, a JMP ensures that every trip is undertaken with safety and efficiency in mind. This is especially crucial for employees who might be unfamiliar with the terrains or cultures they're navigating.

3. Emergency Response Teams:

For teams that are on-call and might need to respond to emergencies, having a JMP is vital. It ensures rapid deployment while guaranteeing the safety of the responders.

4. Remote Locations:

If your operations are in areas with limited infrastructure or are particularly isolated, a JMP is crucial. It ensures that employees travelling to or from these locations are well-prepared and supported.

5. Regulatory Compliance:

In many regions and industries, having a structured journey management approach isn't just good practice; it's a regulatory requirement. A JMP ensures that you're not just compliant, but that you're setting the gold standard for employee safety.

6. Adverse Weather Conditions:

For areas prone to extreme weather conditions, be it heavy snowfall, monsoons, or desert climates, a JMP is indispensable. It ensures that employees are equipped to handle the challenges these conditions present.

The Need for a Digital Journey Plan

Traditional journey management methods, like paper-based processes, are outdated and inefficient. They lack real-time updates, making it challenging to track travelling workers and respond to emergencies promptly.

Challenges of Traditional Methods:

• Paper processes are time-consuming, error-prone, and can't be updated instantly.
• Without digital tools, real-time tracking of employees is difficult.

Digital Advantages:

• Centralized platform for monitoring worker status and location.
• Automated alerts for emergencies ensure rapid response.
• Data can be stored and accessed even in areas with low connectivity, essential for remote locations.

The integration of technology into journey management plan is not just a trend but a necessity.

As we look to the future, it's clear that the fusion of technology and journey management will continue to play a pivotal role in shaping the future of work, setting new standards of safety, efficiency, and excellence.