Policy guide example Guidance and template for creating a travel policy that’s fit for a video enabled world.

What is a travel policy and why do we need one? Travel policies allow businesses to manage the cost of sending employees away on work. Policies that exploit modern video collaboration can drive dramatic cost savings. Many employees don’t realize that they have the means to meet and collaborate without leaving the comfort of their office or home. Cisco Webex Room Series devices making it feel like you’re there in person when, in in fact, you’re thousands of miles apart, all through the power of video. Even without Webex Room Series devices, you can still have an immersive meeting experience with Webex Meetings or Webex Teams. Using Cisco Webex also reduces your carbon footprint. Contribute with less emissions of greenhouse gases and a "green" social responsibility towards your customers. Improve work life balance while helping to save the planet as well as reducing cost for your organization. It’s a win-win-win situation for your team. See more information on the 360 benefits. Remember, to change behavior and encourage employees to think before booking travel, make sure the travel policy is advertised and accessible to everyone, including executive or personal assistants (EAs / PAs) who arrange travel for executives. The following page has examples of different meeting types and highlights Cisco’s recommendations on whether travel is appropriate and suggests digital alternatives.

Creativity and Problem Solving Meeting Type Description Cisco recommends Making it happen Key Decision Making Critical meetings where decisions are made that impact the financial or operational performance of your business (e.g. Board Meetings, Investment Committees). Travel by exception only. Use a Cisco Webex Room Series device where available. Provide on-demand, priority, local IT support. Provide dedicated video rooms for this kind of use (not to be used as a regular meeting room). Awareness campaign to establish new policy. Reference the new policy in the travel booking tool / process. Creativity and Problem Solving This involves getting a team together to create, change and problem solve. (e.g. Design Thinking, process change, workshopping). These meetings are crucial to the development of products and services Use Cisco Webex Meetings and/or Cisco Webex Teams for collaboration. Use a Cisco Webex Room Series devices to run virtual workshops. Easy self-service room booking made available for everyone. Provide headsets for high quality audio. Team Meeting Getting your team together to share information, agree change and improve relationships. (e.g. kickoff meetings, department team meetings) It’s important to have some face to face meetings, so plan one in-person meeting per quarter per team/dept. Use Cisco Webex Meetings and/or Cisco Webex Teams for real collaboration. Use Cisco Webex Room Series devices for high importance meetings. Provide on-demand, priority, local IT support for Webex Room Series devices. Provide easily accessible self-service guides, including mobile app instructions. Presentation / All Hands / Townhall Meetings where speakers present to a large audience. The primary aim is to convey information to many at once and take questions. Do Not Travel. Use Cisco Webex Meetings, Cisco Webex Teams and/or Webex Events. Use Cisco Webex Teams for sharing information after the broadcast to keep the conversation alive. Status Update This is a regular team, project, or task tracking meetings. (e.g. Project Meeting, Stand-up). It’s primary goal is to align the team via updates on progress, issues, and next steps. Use Cisco Webex Meetings or Cisco Webex Teams. Use Cisco Webex Teams spaces for different work streams. Use announcement spaces in Cisco Webex Teams to broadcast new information. Training session Training sessions can be scheduled or ad-hoc, with one or many attendees. It’s primary goal is to bridge knowledge gaps and enable continuous learning. Use Cisco Webex Meetings, Cisco Webex Teams or Webex Training. Use Cisco Webex Teams for sharing information after training to keep the conversation alive. Offer Webex training to learning and development staff.