Important - These guidelines are not designed to be read in their entirety.
We recommend you follow the basic travel planning process described below, and tailor the project to best suit your organisation by picking and mixing the different approaches.
Each chapter summarises the process at the start, with further in-depth detail within the chapter, if required. Email us if you'd like advice on workplace travel plans or business travel efficiency.
Contents of the toolkit
The guidelines have been split into two documents by focus area:
- Workplace travel plan guidelines (PDF, 1.2 MB, 84 pages) – for general travel planning know-how with a focus on travel to and from work
- Business travel efficiency guidelines (PDF, 1.1 MB, 84 pages) – with specific guidance on how to address travel for business purposes.
For easy navigation, we’ve used the same structure and chapter headings in both documents.
We’ve also provided resources that will help you with the travel plan project:
| Guideline chapter | Relevant resource | |
|---|---|---|
| Background | 1 | Facts and figures (PDF, 185 KB, 11 pages) |
| Set-up phase | 2 | Constructing a business case (PDF, 120 KB, 2 pages) |
| 3 | Project plan template (Word, 93 KB, 2 pages) | |
| Data collection | 4 | Site assessment template (Word, 166 KB, 13 pages) |
| 5 | Policy assessment template (Word, 101 KB, 8 pages) | |
| 6 | Workplace travel survey guide (PDF, 94 KB, 14 pages) | |
| 7 | Business travel audit template (Excel, 72 KB) | |
| Action planning | 8 | Workplace travel plan template (Word, 109 KB, 8 pages) |
| Measures and initiatives | 9 | Guidance for setting up a carpooling scheme |
| Marketing and awareness raising | 10 | Marketing strategy and tactical action plan template (Word, 80 KB, 8 pages) |
| Implementation | 11 | Trip decision-making tree (PDF, 1 page, 52 KB) |
| 12 | Fleet vehicle efficiency checklist (Word, 86 KB, 1 page) | |
| Monitoring and maintaining the momentum | 6 | Workplace travel survey guide (PDF, 94 KB, 14 pages) |
| 7 | Business travel audit template (Excel, 72 KB) | |
Basic travel planning principles
Developing a travel plan project is straightforward. We recommend the following generic process for workplace and business travel:
The scope of your project, focus areas and what level of detail you take will depend on your organisation’s needs and the resources available to you (ie staff time, budget).
Here are recommendations of how to approach the travel plan project:
| 50 or fewer employees | 50–300 employees | 300 plus employees | |
|---|---|---|---|
| Process | Generic process can be very low key and informal. | Follow the process with a more detailed look at the areas of focus. | It is worthwhile to work through the process in depth. |
| Initiatives | Consider focusing on one or two low-cost key initiatives that directly benefit the business and staff. | Could focus on key cost-saving initiatives for the business, and enhancing opportunities for staff to use alternative modes for the travel to work. | A full package of measures is likely to be required, with a dedicated project coordinator. |
