For many organisations, having staff work away from home is a necessity – whether it’s for an event, a long-term project, or an assignment on site.
A big misconception about staff welfare is that employers only have a duty of care to protect their teams whilst they’re on the premises of their usual workplace. The reality is, there are a variety of ways you can safeguard the wellbeing of your workforce – even when they’re working away.
Working in unfamiliar environments alongside people they may not know, and being removed from their usual support systems can pose unique challenges. By taking proactive steps to prioritise welfare and safety, you can create a positive environment for your team, where they know they’re supported.
Here are some key considerations to help ensure the safety and wellbeing of your staff while they’re working away from their usual workplace:
Accommodation safety and accessibility
The location and setup of the accommodation you book for your team can have a significant impact on their experience. By ensuring the hotel you’re selecting is within a reasonable distance of their workplace, you can help minimise commuting times and reduce stress.
Checking that the hotel also has clear emergency procedures in place – including first aid solutions and evacuation plans – means your team can rest knowing that they’re in good hands if an issue were to occur.
Even after you’ve selected the appropriate hotel, there are still a variety of ways you can safeguard your workforce, such as requesting that no printed room lists are distributed upon check-in. Simply ensuring that room numbers are not shared with other guests, is an effective way to protect your team’s security, and help them maintain their privacy during their stay.
If you have female members of staff working away, requesting that they are not allocated rooms on the ground floor or rooms with interconnecting doors, can also be a huge help when it comes to maintaining their personal security.
Team support systems and communication
Being removed from your usual support networks can come with their own set of mental and emotional challenges – especially for those who may not be used to being in unfamiliar environments. Due to this, finding ways to create a sense of community within the team is essential for making sure everyone feels seen, heard, and supported whilst they’re away.
This could look like encouraging a buddy system for getting to and from venues – particularly during early or late hours – or arranging group taxis or private transport for convenient travel.
If multiple team members are unfamiliar with each other, organising a casual team dinner before the trip can help break the ice and build rapport. For those working alone, encouraging downtime during the trip so they can recharge and take advantage of hotel facilities such as the gym or pool can be a great way to show appreciation for their time.
Alongside this, making sure there’s clear communication between yourself and your team can help manage any expectations and reduce confusion when it comes to carrying out vital tasks during their stay. If you pair this with providing important contact details, detailed briefs about the project, and information on what to expect while on-site, your team can rest knowing they have all the information needed to do their job confidently.
Staff health and wellness
When your team is working long hours at a location they’re not used to, providing information or recommendations on the best places to eat can help them maintain their energy levels, without the stress of trying to organise meal times. Even providing vouchers for specific restaurants, pre-paying for their meals at their hotel, or pre-ordering lunch to their work site can be an effective way to show you care for their overall wellbeing. Remember – everyone is different so make sure you speak to your team about their preferences and any requirements before confirming any bookings. By taking on the burden of organising details like this, your staff can focus on the task at hand.
When you focus on staff welfare in every detail, from travel logistics to emotional support, you’ll not only ensure a smooth experience for your team, but also demonstrate that you value and care for them.
Whether it’s a full-time employee or a freelancer – every individual deserves to feel safe, supported, and confident while working away from home.
If you’d like more advice on staff welfare and how we can help you ensure safety is prioritised in your workplace or at events, get in touch with our team today. We’d love to help!