The step-by-step guide to designing an international mobility plan

May 5, 2025

3 minute read

Is your company growing globally and facing the challenge of moving talent across countries? Would you like to make employee transitions to new locations smoother—without losing productivity or satisfaction? Then this is the article for you.

What you're about to read is a step-by-step guide to designing an effective international mobility plan. In just a few minutes, you'll learn what international workforce mobility really means, why it's a key element in talent management, and how to build a comprehensive mobility policy. Let’s get started!

What is an international workforce mobility plan?

An international workforce mobility plan is a set of policies, processes, and resources aimed at managing the temporary relocation of employees outside their home country.

And if you work in Human Resources, Talent, People (or whatever your department is called), you play a key role in planning, executing, and monitoring these corporate moves.

The thing is, it’s not just about coordinating legal, logistical, and contractual aspects. You also need to ensure a positive employee experience so that mobility goes beyond mere logistics and becomes a true opportunity for professional growth.

Benefits of corporate mobility plans

A well-designed corporate mobility plan kills two birds with one stone: it's beneficial for both the company and the employee. Here are the advantages each one gains:

The company: gains access to global talent, strengthens its presence in new markets, and fosters a cohesive corporate culture across borders.
The employees: develop professional skills, improve language competencies, and experience personal growth.

How many companies do you think actually have a corporate mobility policy? Not as many as there should be. That’s why offering one as part of your employee value proposition positions your company as modern, flexible, and globally minded.

By the time you finish reading this article, you’ll have a powerful tool to help attract and retain talent in your organization:

You’ll retain employees by offering them opportunities abroad.
You'll experience lower staff turnover.
You'll see stronger organizational commitment.

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“Corporate stays are a perfect time to unite the team”

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How to create an international mobility plan for your company

Designing an effective employee mobility program means translating strategy into a structured yet flexible action plan. Here’s what yours should look like:

Initial assessment

Before launching any mobility policy, it’s crucial to have a clear understanding of your needs and objectives.

Which profiles do I want to relocate? Which roles are suitable for mobility and which are not? Not every position requires relocation. Identify those that bring added value from a new location.
Where will I be sending employees? Evaluate the countries or regions with the highest need for relocation and assess the associated challenges (costs, regulations, language, culture, etc.).

Key elements of an international mobility policy

Here are three major areas you can't afford to overlook:

Objectives, budget, and duration. Set clear goals: Is it a developmental rotation or a strategic expatriation? This will determine your budget and the length of the stay.
Legal, tax, and immigration aspects. Ensure compliance with local laws using specialized lawyers or advisors. Take into account origin and destination taxes, social security contributions, and work permits.
Working conditions, benefits, and insurance. Include in your plan: health insurance, per diems, housing allowances, family support, and repatriation policies.

Designing the employee mobility program

Now it’s time to get hands-on. With everything above in mind, you're ready to put your mobility program down in writing.

Step 1 – Define the management model: centralized or decentralized?

Decide whether the program will be coordinated from the company’s headquarters or handled by local offices. Not sure?

A centralized model allows for greater control and consistency.
A decentralized model enables better cultural and operational adaptation.

Step 2 – Identify key stakeholders and build a support network

Assign clear roles: from direct managers and HR leads to external partners like legal consultants, travel agencies, or housing providers.

Step 3 – Set a clear process flow

Map out every stage of the relocation process in a spreadsheet: planning, request, approval, logistics, arrival, and follow-up. Define deadlines, responsibilities, and communication channels for each stage.

Step 4 – Prepare the relocation logistics

Organize your relocation package. This includes everything from flights and permits to visas, local transport, and accommodation. Planning ahead in this phase minimizes risks.

Resource

💡 Resource for finding accommodation

Apartool is your ideal partner for sourcing corporate apartments.

Effortless management: You’ll have access to 300,000 apartments and personalized proposals tailored to your needs and budget.
Employee satisfaction: All apartments are prepared for business travelers and include 24/7 support and useful services like cleaning.
Greater financial control: Save compared to hotel stays, with the same reduced VAT, and know the all-inclusive price upfront.
Policy compliance: Rest easy knowing everything aligns with legal and company requirements.

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Step 5 – Create a clear and communicable guide

Write a guide or handbook for employees participating in the program. Make sure it outlines their rights, responsibilities, and support channels. Clear communication will help avoid misunderstandings and enhance their overall experience.

Common mistakes when designing an international mobility plan

You learn from everything and the experience of many can be a lifesaver for others. Here are some of the pitfalls that other travel managers have encountered (and that you can avoid):

Underestimating hidden costs (housing, insurance, local taxes, etc.).
Ignoring the employee’s perspective (family, language, cultural adaptation…).
Forgetting to track progress and set clear KPIs.

Once your mobility plan is up and running…

To avoid that last common mistake, we suggest focusing on two key aspects:

Post-arrival support and cultural adaptation. Offer onboarding sessions, intercultural training, and practical assistance, such as help opening a bank account, arranging public transport passes, or accessing healthcare. This will greatly improve employee well-being.
Issue resolution and satisfaction KPIs. Set up support channels and measure the relocated employee’s experience. Tools like Culture Amp or Qualtrics can help you collect feedback. Use these insights to improve future assignments, because every case counts.

What have we learned about international employee mobility plans?

International mobility programs are a strategic tool for multinational companies. They help attract, develop, and retain talent, but they require careful planning, structure, and a human-centered approach.

Partnering with a provider like Apartool can make a big difference both logistically and emotionally. Still have questions? Here are quick answers to some of the most common ones we hear from our clients:

What’s the ideal duration for an international assignment? It depends on the goal: training (3–6 months), strategic (1–3 years), permanent (+3 years).

What if the employee doesn’t adapt to the destination? It’s advisable to include repatriation clauses and provide psychological or family support.

How is the ROI of a mobility plan calculated? You can measure productivity, goal achievement, employee satisfaction, and costs versus organizational benefits.

Are there tax incentives for companies relocating employees abroad? Yes. Some countries offer deductions or agreements to avoid double taxation. Check with your tax advisor.

How can you prepare an employee for relocation? It’s a good idea to provide intercultural and language training, and connect them with colleagues who have had similar experiences.

The step-by-step guide to designing an international mobility plan

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The step-by-step guide to designing an international mobility plan

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