How to effectively plan ahead for an Emergency Relocation

Emergency relocations are complex and demanding operations that require meticulous planning and swift execution. Effective crisis management, robust contingency planning, flexible financial operations and support are key components to ensuring the safety and well-being of employees during such relocations. 

AltoVita’s guide to emergency relocations provides tips and insights on how to manage emergency relocations effectively.

Let’s dive in.

Prevention and Contingency Planning

Effective crisis management starts with robust prevention strategies and detailed contingency planning, proactively identifying geopolitical and natural potential risks and developing plans to address them. 

Companies with consolidated corporate accommodations programmes and modern tools are best positioned to mitigate the impact of unforeseen events for several reasons, including strong compliance, centralised and swift decision making and strong purchasing power. 

AltoVita is a multi-award accommodation platform that enables companies to consolidate accommodation programmes through the power of technology and a human centric approach. AltoVita comes with effective supply chain management and integration with travel risk management software such as International SOS, which can prove key in such situations.  

Here are our top 3 tips on how to prepare for emergency relocations before they occur. These tips are often already an aspect of solutions like AltoVita.

1. Establish Strategic Partnerships: Identify key organisations such as relocation management companies, financial services, and temporary accommodation providers, equipped for crisis management. These partners offer vital, immediate assistance during emergencies. Collaborate with local partners to understand regional conditions, laws, and resources comprehensively. 
2. Vendor Selection and Management: Create a list of pre-vetted accommodation vendors ready for immediate contact during emergencies. Ensure these vendors meet safety and compliance standards and are able to provide regular reporting on local developments and risks. 

Discover AltoVita’s Preferred Supplier Feature: Explore how AltoVita’s feature enhances safety measures and supports efficient emergency management.

1. Real Time Technology: Utilise real-time technology platforms to streamline and centralise vendor management and access employee information in real-time. These tools can automate bookings, track spend and SLA compliance, and offer detailed reporting, enhancing both efficiency and accuracy during crises. 

Managing Assignees in Emergency Situations

Managing assignees during emergency relocations requires careful attention to their physical, emotional, and logistical needs. The stress and uncertainty of a sudden move can be overwhelming, so it is crucial to have a structured approach to support employees throughout the process.

Checklist for Managing Assignees in Emergency Situations

• Effective Communication: Ensure assignees are informed about the relocation as soon as possible to minimise confusion and anxiety and manage expectations. Provide frequent updates on the relocation status and any changes to the plan to keep everyone well-informed.
• Support Strategies: Provide access to mental health professionals and stress management resources to help assignees cope with the emotional toll of the move. Develop and communicate personal safety plans tailored to the specific situation to ensure everyone knows what steps to take in an emergency.
• Accommodation Management: When selecting accommodations, balance the need for urgency with the comfort of assignees, ensuring they feel safe and comfortable in their new environment. Provide flexible accommodation options to cater to different family sizes and needs, making sure that all requirements are met. Properties should be able to provide safety kits, bomb shelter rooms, have Emergency Power Plan to face power outage etc. 
• Logistical Support: Arrange reliable transportation to and from the new location to ensure a smooth transition. Assist with safely and efficiently relocating personal belongings and pets, ensuring nothing is left behind or lost.
• Cultural and Social Integration: Offer cultural orientation sessions to help assignees adapt to the new location and understand local customs. Facilitate opportunities for assignees to connect with local communities and other relocated colleagues to build a support network.
• Emergency Contacts: Ensure assignees have access to 24/7 support lines for any emergencies or urgent needs that may arise. Provide a list of local emergency contacts, including healthcare providers, local authorities, and company representatives, so they know who to contact.
• Feedback Mechanisms: Conduct regular surveys and check-ins to gather feedback from assignees on their experience and address any concerns they may have. Act promptly on any issues assignees raise to improve their relocation experience and demonstrate that their well-being is a priority.

You can catch the on-demand podcast with Cartus and AltoVita to learn more about crisis management through corporate housing. 

Financial Management in Emergencies

Financial management is a pivotal aspect of handling emergency relocations effectively. 

Access to immediate financial resources is crucial for assignees during an emergency relocation. Cash advances, salary advances, and emergency funds can help cover essential expenses such as transportation, temporary accommodation, food, and other necessities. 

This financial support ensures that assignees can focus on their safety and relocation process without the added stress of economic uncertainty.

Best Practices for Providing Financial Support:

• Pre-Arrange Financial Support Mechanisms: Establish systems to provide quick access to funds, such as pre-arranged cash advances or partnerships with financial service providers like Benivo, which specialise in emergency cash support.
• Clear Communication: Inform assignees about the available financial support options and how to access them. Provide clear guidelines to ensure they can obtain the funds easily and quickly.
• Emergency Funds Allocation: Allocate a specific budget for emergency relocations, ensuring that funds are readily available when needed. This budget should cover various scenarios and be flexible enough to accommodate different needs.
• Expense Tracking: Implement a robust expense tracking system to monitor the use of emergency funds. This will help maintain transparency and accountability and ensure that funds are used appropriately.

Top 10 Tactical Tips for Emergency Relocations

Emergency relocations pose unique challenges that require meticulous planning, rapid response, and robust support systems. By leveraging advanced technology, strategic partnerships, and thorough planning, companies can navigate these challenges effectively, ensuring the safety and well-being of their employees. 

1. Be Prepared: Always have a robust exit plan.
2. Prioritise Compliance: Elevate compliance over convenience.
3. Stay Agile: Be agile to aid rapid mobilisation.
4. Review Policies: Regularly review remote work and relocation policies.
5. Maintain Data: Keep accurate records of personal data and employee status.
6. Quick Decision Making: Make decisions swiftly to avoid delays.
7. Set Expectations: Communicate clearly to set the right expectations.
8. Block Bookings: Consider block booking accommodations in popular locations.
9. Early Planning: Book household goods moves early.
10. Travel Implications: Decide early whether to redeploy assignees or return them home.

How AltoVita Aids Companies in Emergency Relocations

Emergency relocations pose unique challenges that require meticulous planning, rapid response, and robust support systems. By leveraging advanced technology, strategic partnerships, and thorough planning, companies can navigate these challenges effectively, ensuring the safety and well-being of their employees. 

AltoVita’s comprehensive approach to relocation management provides the tools and support necessary to manage crises confidently and efficiently, making it an invaluable partner in emergency relocations and a reliable source of support for our clients.

Here’s how AltoVita supports companies during these challenging times:

✔ Centralised Relocation Management: AltoVita provides a centralised platform that streamlines the entire relocation process. This platform enables companies to manage all aspects of the relocation from a single interface for better oversight and control. 

With real-time tracking, automated processes, and detailed reporting, companies can handle multiple relocations efficiently, minimising administrative burdens and errors.

✔ Strategic Partnerships:  AltoVita is powered by safe and secure accommodation offerings that go through a thorough 4 tier-vetting process.These partnerships ensure companies have immediate access to specialised services crucial during emergencies. Our preferred supplier lists ensure that corporates have already at hand a list of curated and trusted partners they can revert to offering quality accommodation options and seamless booking. 

By collaborating with trusted partners, AltoVita enhances the support system available to assignees, providing quick and effective solutions.

✔ Local Intelligence and Resources: By leveraging local intelligence and resources, AltoVita helps companies make informed decisions swiftly. AltoVita collaborates with local partners who deeply understand regional conditions, regulations, and available resources. Additionally, AltoVita has a Customer Support team available 24 hours globally ready to assist assignees by all means. 

✔ Flexible Accommodation Solutions: AltoVita’s platform helps companies identify and secure reliable accommodation vendors quickly. With a list of pre-vetted vendors thoughtfully curated by our Customer Success team, companies can ensure that assignees can access safe, comfortable, and compliant accommodations. 

The platform’s centralised accommodation  system enables real-time tracking of accommodation status and availability, facilitating efficient management of multiple vendors.

✔ Financial Management Support: AltoVita’s collaboration with financial service providers, such as Benivo, ensures that assignees can access immediate financial support during emergencies. The platform facilitates quick payment processing, expense tracking, and transparent financial reporting. 

By pre-arranging financial support mechanisms and maintaining clear communication about available options, AltoVita helps alleviate the financial stress of emergency relocations.

✔ Continuous Improvement and Feedback: AltoVita emphasises the importance of continuous improvement and feedback. By conducting regular surveys and check-ins with assignees, AltoVita ensures that concerns are promptly addressed. 

This commitment to ongoing support and improvement helps enhance the overall relocation experience and ensures that the well-being of assignees remains a top priority.

Note  on content: These insights emerged at the July 2024 AltoVita Smart, Safe, Sustainable Summit held in London. A roundtable panel invited experts to share their insights on managing relocations during crises. Moderated by Cheryl Barrett, Supply Chain Director for APAC & EMEA at Cartus, and Karolina Saviova, Co-founder & COO of AltoVita, the session offered valuable takeaways on effective crisis management, contingency planning, and the role of financial support during emergencies.