Managing Disruptions During Business Travel
As internal auditors, business travel is often an unavoidable part of our role. However, disruptions can derail even the most carefully planned trips, adding stress and potentially hindering our ability to achieve key objectives. From flight cancellations to unexpected local holidays, understanding how to manage these disruptions can make all the difference. Below are a few experiences from my travels and strategies that can help us prepare for the unexpected.
Mitigating Travel Access Risks
When visiting an overseas office, one of my colleagues was required to present a physical passport to gain access to the building, but he had only a printed copy. After reaching out to colleagues at the office, we successfully negotiated a solution with security.
Tip: Always carry both physical and digital copies of your travel documents. Consider coordinating with the local office to prepare access passes in advance to avoid unnecessary delays.
Minimising Flight Disruptions Between Meetings
I once arrived at a connecting airport to find that my next flight had been cancelled. After being placed on a waitlist, I missed a scheduled meeting as a result of the delay.
Tip: Stay updated on flight statuses through airline apps and notifications. Always collaborate with your travel agent or airline staff to secure the next available flight, and communicate delays to stakeholders promptly.
Streamlining Border Control Processes
Upon landing, I was faced with a long immigration queue that threatened to delay my meeting. Thankfully, I had applied for the APAC Business Travel Card, which allowed me to use the expedited lane.
Tip: Apply for expedited immigration programmes to avoid long queues. Additionally, build some buffer time into the itinerary to account for unexpected delays.
Managing the Unexpected in Travel Logistics
A colleague faced a tight connection between flights, which resulted in delayed luggage. He then had to purchase a new set of business attire for the next day’s meeting.
Tip: Avoid tight layovers, as luggage may not make it on time. Invest in a luggage tracker, like Apple Airtag, and always pack essential items in your carry-on to mitigate any disruptions.
Preparing for Local Transaction Limitations
While overseas, I found that common e-payment apps were not accepted, so I had to pay in cash instead.
Tip: Familiarise yourself with the accepted payment methods at your destination, and always carry a small amount of local currency or widely accepted international currencies.
Overcoming Navigational Challenges
While using a ride-hailing app, the driver got lost midway to the destination, causing a delay. Luckily, a local colleague was able to assist with navigation.
Tip: Pre-plan your route using reliable maps or apps, and have a local contact on hand to assist in case you need directions in a foreign language.
Preparing for the Unexpected
On one trip, a colleague became ill enroute to the airport. Fortunately, I had motion sickness medication on hand, which helped us continue our journey without missing the flight.
Tip: Always carry essential medications and a small first-aid kit. Keep emergency contact information for local medical services accessible.
Adjusting Plans Amidst Changes
While abroad, a public holiday was unexpectedly declared, forcing the meetings to be rescheduled. Quick communication with stakeholders allowed us to rework the itinerary.
Tip: Stay informed about local events and monitor news updates to anticipate potential disruptions. Build flexibility into the schedule to accommodate sudden changes.
Disruptions during business travel are inevitable, but with awareness and preparation, they can be managed effectively. By staying agile, resilient, and resourceful, we can minimise their impact and continue to meet our objectives. The key lies in being well-prepared - anticipating challenges and having strategies in place to handle them. A well-prepared internal auditor is not only ready for the unexpected but can turn challenges into opportunities to demonstrate problem-solving skills and adaptability.
Mark Lim is fighting fraud in Asia Pacific at A.P. Møller – Mærsk. He is currently a member of IIA Singapore Advocacy Committee.
