Free Journey Management Plan Template | Free Download

Journey management plan template

About the Journey management plan template

With a journey management plan, you can create a system that keeps your team safe, informed, and efficient on the road. This journey management plan template is a powerful tool designed for businesses to standardize travel protocols and minimize risks. It helps you document routes, check vehicle readiness, and verifying that drivers are physically and mentally prepared before hitting the road.

Improve your travel workflow with a journey management plan template

This template is a useful tool for organizations to ensure a safe and successful journey for employees who are traveling for business. It provides an easy-to-follow checklist for the essential steps necessary for a safe journey.

It includes items such as travel documentation preparation and packing, pre-travel security assessment, health and safety considerations, and post-trip follow-up. You can use this tool to help you plan and manage trips so all important steps are covered and that nothing is overlooked. You can also review safety and security policies with it and update them as necessary.

How to use the journey management plan template

Follow these steps to make the most out of the template and streamline travel management for your business:

Customize the template to fit your needs. Start by editing the template to reflect your specific operational requirements. Add company-specific details like travel policies, vehicle inspection criteria, or driver preparation steps. You can easily edit and personalize the template within Lumiform’s app.
Prepare for the journey in advance. Use the template to outline every critical detail of the trip, such as the route, estimated travel times, and alternative routes. Be sure to highlight potential hazards like road closures or adverse weather conditions.
Complete pre-departure checks. Before any journey, guide team members to fill out all sections of the template related to driver readiness and vehicle safety. This includes checking for driver fatigue, confirming vehicle condition, and ensuring all necessary equipment (e.g., emergency kits) is on board.
Assign accountability and track progress. Once the journey begins, assign responsibility for completing the plan to one person. They can use the app to record updates like departure times, route changes, or delays. Lumiform’s action management features allow you to document and track these updates in real time for full visibility.
Analyze and improve after the journey. After the trip, review the completed template to identify areas for improvement. Use collected data to analyze trends, such as recurring vehicle issues or driver feedback, and refine your processes. Over time, this allows you to enhance safety, efficiency, and compliance across your operations.

Download Lumiform’s journey management plan template today

Streamline your journey planning and make travel management safer and more organized. With this template, you’ll have an easy-to-follow tool for outlining routes, prepping vehicles, and ensuring drivers are ready to hit the road. Keep your team aligned, reduce risks, and save time with an organized approach to every trip.

Related categories

Preview of the template

General

Driver

Vehicle

Date

Consider the Options

The safest option is to not travel at all. Before you get behind the wheel, consider whether you need to make the trip. If travel is necessary, consider the alternatives to driving.

I have considered the alternatives to travel – online meeting, telephone call, e-mail, video conference – but have determined that it is necessary to travel to attend an in-person meeting.

I have considered travel options – air, bus, walk, cycle, public transit – and decided that driving is the optimal way to get to where I need to go.

Driver Preparation

Human error is a significant factor in most crashes. Reduce the risk that you could make a costly driving mistake by ensuring you are physically and mentally prepared.

I have had a good night’s rest. I am feeling well-rested, have a positive state of mind, and am ready to undertake this journey.

I am fit to drive. I am not under the influence of drugs, alcohol, or prescription medications that may impair my ability to operate the vehicle.

I have had something to eat, and I have a snack and water with me. If my trip is more than two hours, I have allotted time in my schedule to stop stretch my legs, have a snack, and hydrate.

My employer, customers, and clients are aware I will be unavailable to answer calls, texts, or emails while driving.

Vehicle Preparation

A “fit for purpose”, properly equipped, well-maintained vehicle will minimize the likelihood that a mechanical failure will delay your journey, or contribute to a motor vehicle incident.

I have inspected the vehicle and confirm it is in good working order. There are no defects that must be repaired before I can operate the vehicle.

The vehicle is appropriate for the journey, and equipped for the weather and road conditions I may encounter.

The vehicle is ready for me to drive - the seat, headrest, controls, and mirrors are adjusted for me.

I have a cell phone, an emergency kit, my driver’s license, and appropriate insurance coverage.

Journey Plan

Planning ahead reduces your stress level and leaves you free to concentrate on driving.

I know where I am going, and the route I will take. I have identified an alternate route in case I encounter unexpected traffic delays, road closures or poor driving conditions.

My employer (or co-worker) knows my route, my destination, and when I will be traveling. I will check in with them to confirm I have safely arrived.

I have checked local traffic conditions (e.g. local radio), and road conditions.

Confirmation

Name

Signature

This template was downloaded 38 times

Frequently asked questions

What steps can I take to improve driver safety before starting a journey?

Assess the driver’s readiness–they should be well-rested and not under the influence of substances that could impair their ability to drive. Provide drivers with water and snacks for longer trips and encourage scheduled breaks. Additionally, conduct a quick pre-departure briefing to review the planned route.

How do I decide if driving is the safest travel option for a journey?

Consider factors like the distance, road conditions, weather, and the urgency of the trip. For shorter or urban routes, walking, cycling, or public transit might be safer and more cost-effective. For longer trips, compare the risks of driving against flying or using professional transport services.

What key information should a journey management plan include?

A journey management plan should document the purpose of the trip, the driver’s details, the vehicle being used, and the planned route, including alternatives. It should also include pre-trip vehicle inspections, driver readiness checks, and emergency contact information. Don’t forget to add expected departure and arrival times and a check-in schedule.

This template, developed by Lumiform employees, serves as a starting point for businesses using the Lumiform platform and is intended as a hypothetical example only. It does not replace professional advice. Companies should consult qualified professionals to assess the suitability and legality of using this template in their specific workplace or jurisdiction. Lumiform is not liable for any errors or omissions in this template or for any actions taken based on its content.