From mobility policy to implementation

From mobility policy to implementation

The customer’s mobility policy is the point of departure for the implementation. XXImo helps with the execution of this. The customer’s policy is shaped with XXImo as a supplier. The implementation is the phase in which what is on paper becomes practice.

Policy: start of implementation

Tip: document a transparent policy. But leave some room for fine-tuning from the implementation phase.
Practice shows that minor adjustments are sometimes useful at this stage.
Implementation has the effect of magnifying out policy.

Tip: start the implementation with a presentation of the new policy.
This way, everyone is aware of the backgrounds and choices. The architect has done his job, it is now up to the contractor to realise the implementation.

One policy, different employee groups

Everything is possible with XXImo, but the customer decides. This applies to the content of the policy, but also to the division into employee groups or the level of budgets. Although XXImo sometimes also receives these questions during the implementation phase, this is really something the customer should do beforehand.

Tip: start the implementation with a presentation of the new policy.
This way, everyone is aware of the backgrounds and choices. The architect has done his job, it is now up to the contractor to realise the implementation.

Communication: you must be able to explain the policy well

Communication is crucial when you are making changes. Communicate proactively, explain and indicate what you expect. Change in mobility policy can be sensitive, it is an employment condition, keep this in mind.

Tip: in communications, pay a lot of attention to the backgrounds of the policy and the choices made.
You must be able to explain the policy well. Indicate what you expect from the employee and also matters for which no exceptions are made (e.g.: you may only travel with XXImo. XXImo is our preferred supplier. This allows you to travel in the way you want, which provides us as an organisation with great convenience/advantage).

Tip: try to get a picture of any resistance beforehand and know which answers apply.
Be clear in your explanations. But beware, employees are unlikely to be 100% satisfied. And they don’t have to.

Employee satisfaction

Is a policy guiding, can you control or enforce it? What freedoms should an employee have in terms of travelling mode and deciding for himself what he does?

Freedom is already part of the employer’s mobility policy by applying broad rules. The employer therefore already regulates employee satisfaction in the policy. If the policy provides scope, the implementation can be more strictly controlled. In the performance of the service, it is up to XXImo to satisfy the employees through the convenience of the service and offering a service: 1 counter, 1 app, 1 card and 24/7 support.

Tip: allow for space in the mobility policy, so employees can properly organise their trips, in line with the organisational objectives.
This way, the implementation can be stricter, by clearly indicating what is and what is not allowed.

Implementation takes time

After choosing the supplier, the customer is not ready. Implementation takes time, often several months. Project plan, project group, action and decision lists, development, coordination, roll-out.

Tip: take into account an implementation time of several months in which all facets of a good implementation are discussed.
Project management is the responsibility of the supplier, the project group consists of the customer’s employees and XXImo employees.

Implementing means working together and taking decisions in a multidisciplinary team

A project group is formed as part of the implementation. This usually consists of people who are also involved in the earlier phases (defining policy and supplier selection).

Tip: form a multidisciplinary project group for the implementation.
Make sure all parts are in scope: such as HR, communication, IT and Finance. Only by communicating with each other and having all the right stakeholders at the table can the right steps be taken and the right coordination take place.

Tip: decisions have to be made during the implementation phase.
Install the right people in the project group and make agreements about how decisions are made. Short lines with persons responsible are important in that respect.

Phased roll-out

If the implementation takes place among a large group of employees, we recommend doing this in phases and thus learn from feedback from the first group.

You can collect feedback through walk-in sessions (online) or a staff survey. XXImo can do this in collaboration with the customer. Ambassadors from the first group can help bring the story further into the organisation and help their colleagues with questions.

Tip: Opt for a phased roll-out.
Start with a first group of employees where you will implement the new services and ask them for feedback. Use their feedback to make adjustments and then roll out the next group. This creates a learning ability.

Encouraging desired behaviour through internal campaigns

Of course, you can encourage the desired behaviour by offering various mobility services and flexible reimbursement, but that doesn’t mean people will indeed travel differently.

Tip: after implementation, find out if there’s anything that requires additional attention.
It is the employer’s turn to encourage the desired behaviour with additional incentives. Setting up an internal campaign helps with this.