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5 Travel Planning Tips for Executive Assistants

June 7, 2022

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There are a lot of factors that go into any successful work trip. The assistants that make it happen are an integral piece of any busy executive–especially in the event that things don’t go as planned. Let’s take a look at 5 tips on travel planning for a successful executive adventure. 

Tips for a Professional Traveler

Make sure documents are in order.

If they will need passports, travel visas, or insurance information, keep it all in the same place, and keep it organized. Make sure they have their covid-19 vaccination information, and an itinerary of the trip (more on that later). If there is any documentation that they are required to bring with them to their destination, such as expense reports, employee information, or handbooks, arrange for it all to be packed along for the trip. Don’t forget about business cards!

Keep the itinerary simple, and make copies. 

Find the most digestible way to present the itinerary so that it can be read at a glance. Highlight important times or dates, and use bold lettering effectively. Make sure there is a physical copy or two in case of emergency. When creating the itinerary, be sure to include enough time for restoration or enjoyment if possible. Travel can be stressful, and we tend to stick to the script. If the script says relax and watch the birds for a few minutes, that’s what your exec will probably do! 

Make backup plans for important arrangements. 

Travel plans are subject to sudden shifts in trajectory. Try to anticipate the changes as much as possible, and find ways to reroute if you need to. Keep a schedule handy of alternate flights home and limo services in the destination area, in addition to backup hotel arrangements. If things change, as they often do, you’re ready for it! Most of these locations will be able to accommodate a last-minute phone-in, so having the information at your fingertips is the important part. 

Don’t forget about preference. 

Include plans for your executive to stay at their favorite hotel, eat at their favorite restaurant, or use their favorite airline. You may already have this information at your disposal, but it’s always good to double-check as you make the plans to ensure that they will be content with your choices. Respecting the preferences of the people you plan for can generate better rapport, in addition to helping the person return home with a smile on their face!

Make sure you have an offline copy of important info. 

If the internet connection is compromised for any reason on the trip, the executive must have access to addresses, phone numbers, and plans. Keep an offline document with all of the important information, including check-in times, conference locations, and anything else that will prove vital to the trip. One option is to compile the info, then export the document into PDF form. From there, you can save it onto a variety of devices, and you’ll never be stuck without it. 

Business Travel Planner

Being the designated business travel planner is no simple task, but it’s a very important one. It’s up to you to make sure that everything goes off without a hitch. If anything does go wrong, it’s important to have a speedy solution in order to prevent too much frustration. Nothing can damage a professional relationship like shoddy planning that resulted in lost time. 

In these situations, lost time equates to lost funds, and sometimes, burned bridges. Since that is obviously never ideal, keep these tips in mind as you move through your next planning process. When you need a little help, ASAP is here for you with effective resources!


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