Workplace Travel

Workplace Travel Plans

Workplace travel plans are the most common type of travel plan.  They cover either one site or a series of sites belonging to one organisation and detail how staff and visitors can travel to the workplace by sustainable forms of transport.  Workplace travel plans include a survey of how people travel to the site, how accessible the site is and what incentives and measures can be implemented to encourage a higher use of sustainable forms of travel among staff and visitors.

Structure and Content

This section provides information on how to set out your workplace travel plan and the elements that are required to produce an effective plan.

1. Background Information

This chapter provides an overview of the site and the organisation implementing the travel plan.  It generally includes information on the organisation’s existing environmental policy, why they are introducing a travel plan and detailing the location of the site along with some information on its accessibility.

2. Site Audit and Staff Survey

The site audit and staff survey together provide the information to inform the rest of the travel plan.  The site audit provides details on how accessible the site is by various forms of transport and includes both on-site and off-site infrastructure (see examples below):

  • On-site infrastructure:

    • No. of car parking spaces (in addition to the no. of disabled and car share spaces)

    • No. of cycle parking spaces

    • No. of motorcycle parking spaces

    • Whether there are facilities on site for commuters to shower and change if necessary (especially for cyclists)

    • On site cycle and walking routes

    • Any other relevant on site details

  • Off site infrastructure:

    • Local pedestrian routes

    • Local cycling routes

    • Nearby bus stops with information on routes and services stopping at these bus stops

    • Nearby train station(s) (if applicable) with information on routes and frequencies of services that stop at the station

    • The local road network

Below is an example site audit that can also be completed on-line (please contact the Workplace Travel Plan team for more details).

site_audit.pdf

The staff survey is used to find out how staff currently travel to the site.  This information can be used to both judge the success of the travel plan (see the monitoring section) and also to find out which measures would be most effective in influencing travel behaviour at the site.  To be effective a staff travel survey should include questions regarding:

  • the main mode of travel to the site

  • the reasons for using this mode

  • work patterns

  • home postcode (this data can be used to plot where staff travel from and therefore ascertain which modes of transport are likely to be effectively promoted as part of the travel plan)

  • which incentives would allow you to consider walking/cycling/public transport/car sharing etc.

  • the length of time taken to travel to work

Hampshire County Council has an employee travel survey set up with Survey Monkey that can be sent to any business in the county.  The software will automatcially collate all survey responses so the administrative costs of surveying a site will be minimal.  It is also possible to provide paper versions of this survey to members of staff without access to a computer.

employee_survey.pdf

3. Aims and Objectives

Every travel plan should include a series of aims and objectives which are broad statements of intent regarding what it is hoped the travel plan will achieve.  Typically there is one overarching aim followed by several objectives.  An example overarching aim of a travel plan would be:

  • A reduction of single occupancy vehicle (SOV) journeys to the site

Some objectives will be site or company specific, however some will be generic statements such as:

  • Improve the local environment

  • Reduce congestion

  • Increase the number of staff using active forms of transport

  • Improving road safety

4. Targets

There are two types of target that can be set for a travel plan.  The first is known as an ‘aim-type’ target and is generally based on the percentage share of each travel mode used as ascertained through the staff survey and are measured over a specified time frame.  An example target of this type would be:

           x% reduction in single occupancy car use over y years

These targets can be applied to each main mode of transport and as stated above can be informed by the results of the staff survey.  By way of guidance most travel plans aim for a 10-15% reduction in single occupancy car use over three to five years.

The other type of target that is set is the ‘action-type’ target which sets a deadline for a certain action to have taken place.  An example would be:

           Install x number of cycle racks by date y

5. Measures

This section of the travel plan concerns the various incentives and initiatives that can be employed to achieve the targets set in the previous section.  The measures that are implemented will depend on various factors including the results of the survey, the size of the site (in terms of the area or number of employees), the site audit and the amount of funding available.  Travel plan measures are typically arranged by mode.

Example travel plan measures

6. Monitoring Strategy and Management Structure

The travel plan also requires a monitoring strategy that sets out to record the overall success of the travel plan as well as how effective individual measures have been.  The monitoring should include:

  • A regular staff survey at intervals of around 2 years.  To aid comparison the surveys should be as similar to the initial survey as possible.  The main question will again be regarding the main mode of transport to the site and the results can be used to judge the success of the plan against the targets already set

  • A record of the success of some of the initiatives in the travel plan (where quantifiable) such as the number of members in the car share scheme, how many cycle parking spaces are used or take up of schemes such as interest free loans.

  • Reviews to be written at regular intervals using results from the rest of the monitoring strategy and also discussing which measures have been implemented and which haven’t along with reasons for success or otherwise of each measure

Each travel plan has a Travel Plan Co-ordinator (TPC) who has overall responsibility for implementing the travel plan.  Depending on the size of the site the amount of time dedicated to the travel plan will vary, although typically the role would be part-time with an existing member of staff taking on the duties.

It is important to have buy-in from senior management and they should be involved in the development of the travel plan through a steering group.  A travel plan steering group is usually made up of the TPC along with representatives from senior management, HR, the unions and other parts of the organisation.

7. Action Plan

The action plan is a summary of how the travel plan will be implemented and monitored.  An action plan typically lists the measures that are due to be implemented along with details on who is responsible, when they are to be undertaken, how the success will be gauged and which aims and objectives they  relate to.  An example set of headings for an action plan table is:

Objective

Action

Priority Level

Date Due

Responsibility

Target