Steps taken towards avoiding any untoward instances - taking employees for tour

I have been taking my employees for tours and trips, and we have also planned many in the future as a team-building activity. My board wants me to form a policy to make sure that we are ready enough to face the law in case of any untoward instances. Please help me with your thoughts regarding the same.

Planning and Safety Guidelines for Tours and Trips

All tours and trips require proper planning with written directions for organizers. The place of visit should be carefully chosen. Ensure no alcohol is taken with the group or consumed. Organizers should not assume they are also on a relaxed tour and should remain alert to any type of danger. Ensure the vehicle carrying participants is not driven rashly or overloaded and is roadworthy in all respects. Maintain strict control over members wandering off for selfies and their own adventures.

Briefing and Safety Precautions

Give a full briefing at the beginning of the journey about the dos and don'ts. Do not go to places that are dangerous, such as lakes or riversides. Do not permit members to try to swim or enter water bodies as they may be in a happy mood and tend to get excited in company. Organizers should always make a prior visit to the selected site for a general look at the place of the visit. Keep a well-stocked first aid box in the vehicle. Ensure that you do not litter the place of the visit by carrying waste bins with you.

Many untoward incidents have taken place on tours due to the negligence of organizers and the overexuberance of members. Therefore, one needs to be careful and think ahead for any likely issues.

Dear Harish, this is in addition to what the senior member Mr. Nathrao has written.

Team-building attire guidelines

For the team-building activities, inform the members to wear sports shoes. Additionally, they may wear casual attire, but there is a possibility of getting their clothes soiled; therefore, they should avoid wearing branded costumes. I mention this because when I was a trainer for outbound training, I noticed that a few members refrained from participating as they were concerned about their expensive T-shirts, Bermuda shorts, or shoes costing Rs 5,000 getting dirty. Furthermore, advise female staff members not to wear high-heeled footwear, and all staff should avoid tight-fitting clothes.

Safety considerations during activities

During the outbound team-building games, there is a risk of someone falling and getting hurt. However, staff members should handle falls gracefully and not attribute any injuries to the trainer.

Maintaining decorum

In team-building games, individuals may sometimes go too far and make caustic remarks about their colleagues, which can lead to discord. Therefore, staff members are encouraged to maintain decorum.

Handling cash and valuables

Another crucial point to consider is the handling of cash and valuables. Female staff members should minimize wearing jewelry. If they choose to bring jewelry, it is advisable to keep it in their rooms. However, the individual is responsible for the safety of their jewelry.

Measuring ROI on team-building activities

Lastly, as you are formulating policies, it is essential to include the measurement of ROI on such activities. In many companies, the teamwork spirit diminishes shortly after the outbound event. Therefore, it is crucial to determine who will measure the ROI, the measurement metrics, and the timeline for assessment.

Thank you,
Dinesh Divekar

Dear Harish, regarding the subject matter, our colleagues, Mr. Divekar and Mr. Nathrao, have already provided their valuable tips for your query. They have also advised calculating the tangible or intangible gains of management on its investment.

In this context, one thing I can suggest is that your management should require a bond from each employee who wishes to go on trips. This "Tour & Trips" option should be chosen by the employee after being fully informed of all risks and threats associated with it. By signing the bond, the employee and their family members agree not to hold the management responsible for any uncertainties that may occur during the tour, beyond the control of the management.

Above all, it is better to cover any eventualities by taking out insurance for the group for the specific period of the outing. Include this cost in the training budget.