How to Collect Business Travel Data via Survey

In this comprehensive guide, we'll outline the process of creating and implementing an Employee Business Travel GHG Survey. This is a vital tool for organizations aiming to measure and reduce their greenhouse gas (GHG) emissions associated with business travel.

Objective

The main aim of this survey is to collect detailed data on employees' business travel habits, focusing on various modes of transport such as flights, taxis, Ubers, and trains. This data will then be imported into Breeze for GHG calculation. This data is crucial for accurately estimating the GHG emissions resulting from these activities and identifying opportunities for reduction.

Approach

This method for estimating business travel GHG emissions combines a targeted survey with data analysis. Start by surveying a broad or complete cross-section of employees to capture diverse travel habits. The survey will focus on collecting information about various travel modes, their frequency, and travel distances. Analyzing this data reveals common travel patterns, enabling an accurate assessment of the GHG emissions from business travel, suitable for immediate GHG reporting and sustainability strategy development.

Guidance

To successfully navigate this process, follow these practical steps:

1. Survey Design and Distribution
   • Develop a survey that captures the frequency and distances of travel using various modes.
   • Ensure the survey is concise, clear, and respectful of the respondents' time and privacy
   • Distribute the survey to a representative sample of employees across different departments and levels (or all employees if possible)
2. Data Collection and Analysis
   • Collect responses over a set period, ensuring a high response rate through reminders and follow-ups
   • The data should then be reformatted to have the total distance per travel type for the period for upload into Breeze
   • If necessary, extrapolate the data to the entire workforce: Use the insights gained from your representative sample to estimate the travel patterns for your entire workforce. Ensure you document your extrapolation method clearly. If this approach is taken, data points should be marked as estimated.
3. Import into Breeze & keep a record of the original file
   • Setup Sources and import the data into Breeze to calculate GHG emissions
   • Document your methodology clearly, and keep records of the original survey, for transparency and repeatability

By following this approach, you can ensure that the data collected is representative and comprehensive, providing a solid basis for your GHG emissions calculations on Breeze.

Tips

Successfully estimating your employee commute data requires attention to detail and effective communication. Here are some tips to guide you through the process:

1. Promote Clear Communication: Ensure that the purpose of the survey and its significance in contributing to the company’s sustainability goals are well communicated to all employees.
2. Simplify the Survey: Design the travel survey to be straightforward and user-friendly. Avoid complex language and ensure that it can be completed in a short amount of time to encourage maximum participation.
3. Provide Examples: Include examples in your survey to help employees understand how to accurately calculate their travel distances and identify their modes of transportation.
4. Remind and Follow-Up: Send reminders to encourage participation and follow up with employees who have not completed the survey to ensure a high response rate.
5. Test the Survey: Before distributing the survey to the entire sample group, conduct a pilot test with a small number of employees to identify any potential issues and make necessary adjustments.
6. Assure Anonymity: If appropriate, assure employees that their responses will remain anonymous. This can help in obtaining honest and accurate data.
7. Use the Data Responsibly: Ensure that the collected data is used solely for the intended purpose of estimating travel emissions and improving sustainability efforts.
8. Show Appreciation: Thank employees for their participation and share the outcomes of the survey, highlighting its impact on the company’s sustainability initiatives.
9. Seek Feedback: After the survey, seek feedback on the process from participants. This can provide valuable insights for improving future surveys.
10. Seek Expert Advice if Needed: Don’t hesitate to reach out to Breeze support if you’re unsure about any part of the process.

By adhering to these tips, you will enhance the accuracy of your data, foster employee engagement, and ensure a smooth process for estimating business travel data for GHG emissions calculations.

Resources

To bolster your efforts, here are some resources you might find helpful:

1. Flight distance calculator: This calculator will tell you the distance between any two airports.
2. GHG Protocol for Corporate GHG Accounting: This standard can help you align your commute data accounting practices with global standards (Link: GHG Protocol)
3. Breeze Support: Contact our team to ask any questions you may have about this process.

Leveraging these resources will not only enhance the accuracy of your estimations but also align your practices with global standards.