How SMEs can keep travelling employees safe overseas

Written by Mark Wilson

When a UK technology company sent two employees to attend a trade exhibition in Singapore last year, the trip appeared routine. Flights were booked, hotel confirmations were issued and meetings had been carefully scheduled weeks in advance.

Then, part-way through the visit, one of the employees was admitted to hospital with a severe infection.

What followed exposed just how unprepared many SMEs still are when it comes to traveller safety. The employee’s insurance documents could not immediately be located, emergency contacts had not been updated and senior management had limited visibility over the traveller’s movements. Valuable hours were lost coordinating support while colleagues back in the UK attempted to understand the situation.

Fortunately, the employee recovered fully. However, the incident served as a wake-up call for the business.

For many SMEs, international business travel is viewed primarily through the lens of cost and logistics. Flights, accommodation and schedules often receive significant attention, while traveller wellbeing and risk management are treated as secondary considerations.

Yet the global business travel environment has become increasingly unpredictable. Political unrest, severe weather, cyber security threats, transport disruption and medical emergencies can all affect employees travelling overseas, often with little warning.

As international operations expand, SMEs are discovering that duty of care is no longer a concern reserved for multinational corporations.

“Many SMEs still assume traveller risk management is something only large global organisations need to think about,” says Scott Pawley, Managing Director of Global Travel Management. “In reality, even a single incident involving an employee overseas can have serious operational, financial and reputational consequences for a smaller business.”

One of the biggest challenges for SMEs is visibility. Employees frequently book travel independently through consumer websites, making it difficult for businesses to know exactly where travellers are at any given time. During disruption or emergencies, this lack of oversight can quickly become problematic.

Travel policies are often another weak point. Many smaller businesses either operate without formal policies or rely on outdated guidelines that fail to reflect today’s travel risks. Issues such as emergency procedures, approved accommodation standards, data security and traveller communication protocols are frequently overlooked.

Cyber security has also become a growing concern. Business travellers routinely connect to public Wi-Fi networks in airports, hotels and conference venues, potentially exposing sensitive company data. SMEs without robust cyber awareness training may inadvertently leave themselves vulnerable while employees travel abroad.

Medical preparedness is equally important. Businesses should ensure travellers have comprehensive insurance cover, understand local healthcare arrangements and know who to contact in an emergency. Even relatively minor issues - such as lost medication or local transport accidents - can escalate rapidly in unfamiliar environments.

However, while the risks are real, SMEs do not necessarily require large budgets or dedicated security teams to improve traveller safety significantly.

Preparation is often the most effective defence.

Businesses are increasingly introducing pre-travel briefings for employees visiting unfamiliar destinations. These may include guidance on local laws, cultural expectations, transport safety, cyber risks and emergency procedures. Maintaining up-to-date traveller itineraries and emergency contact details is also becoming standard practice.

Technology is helping SMEs improve oversight as well. Many travel management platforms now provide real-time traveller tracking, disruption alerts and rapid communication tools, allowing businesses to respond more effectively during incidents.

Scott Pawley believes the key is adopting a proactive mindset rather than reacting only when problems occur.

“Traveller safety should be viewed as part of overall business resilience,” he says. “The businesses that manage overseas travel most effectively are usually the ones that plan thoroughly before the trip even begins.”

Importantly, traveller wellbeing is increasingly linked to employee retention and morale. Staff are more likely to travel confidently and perform effectively when they feel properly supported by their employer.

International business travel will always involve a degree of uncertainty. However, SMEs that take traveller safety seriously are far better positioned to protect their employees, maintain operational continuity and support sustainable international growth.

As overseas travel becomes more unpredictable, duty of care is no longer optional. For UK SMEs operating internationally, it is rapidly becoming an essential part of doing business responsibly.