How to Prepare the Perfect Business Travel Itinerary

/, Business, Organizational Culture, Travel Management, Virtual Assistants/How to Prepare the Perfect Business Travel Itinerary

How to Prepare the Perfect Business Travel Itinerary

How to Prepare the Perfect Business Travel Itinerary

If you are a frequent traveler, you may have noticed how some people make the most hectic and toughest of multi-city business trips seem like a walk in the park, while others fumble at even a weekend trip to a nearby location. Ever wondered what’s the secret to effective travel management? It is a well-prepared business travel itinerary – one that lets a professional maximize his/her time on the road, while also making time for some much needed relaxation and rejuvenation.

So how to prepare a business travel itinerary that lets nothing slip through the cracks? Here are four steps to get it right:

#1 Create travel itinerary templates, forms, and checklists: This may seem like a lot of work bit its well worth the effort, especially because once you have a format for these essentials, all your further trips are covered too.

  • Traveler profile form: True to its name, it’s a document that lists profile details of all travellers – name (of person and organization both), location, contact number(s), employee ID, frequent flier number, airline/meal/seat preferences, etc.
  • Traveler planning intake checklist: An exhaustive document carrying separate sections for travel arrangements (commercial/charter flight, departure and arrival airport with the flight and seat numbers, airline, and corresponding times), hotel accommodation, local transport, meeting/event/conference agenda and venue details, dining and sight-seeing reservations, foreign currency conversion, etc.
  • Travel itinerary template: The final document that summarizes all planning details in an orderly fashion. You can download a variety of free templates available online – TripIt, for instance, is a great travel itinerary template that can be accessed from web, smartphone, or tablet, even if you don’t have a Wi-Fi connection while travelling. All you need to do is forward all your airline/hotel/transport confirmation mails to the TripIt app and it will automatically organize them all for you and even set alerts. If this sounds like too much work or you need a customized template for your unique needs, try a virtual assistant’s services, most of who are generally well trained on the job and can do it much quicker than you doing it by yourself.

Tip: A printed travel itinerary is always good to carry – internet connectivity still isn’t very reliable in many parts of the world.           

#2 Plan ahead to get the best rates and meeting confirmations: A hastily prepared business travel itinerary is never a good way to go about it. Instead, schedule your itinerary at least a month in advance so you can get the best rates on airfare, hotels, local transport and sight-seeing tours. Do check the weather forecast in your destination so you can factor the same into planning and packing for the trip. Also, most c-suite executives are reachable only through their executive assistants, so you must contact them well in advance to secure confirmed meetings and finalize the agenda early on.

#3 Get the right currency: When you are on a business trip, having enough of the right currency to pay for local transport and other sundry expenses before you can make it to the hotel’s exchange counter is a vital part of travel management. Be sure to check in advance whether your ATM card will work in the destination country or you need to apply for a separate travel card with your bank.

#4 Spare some time for exploration: Inspite of having a well-prepared business travel itinerary, there are bound to be a few misses. Fret not – utilize the spare time to explore the culture, food, and places to see at your destination. The purpose of a travel itinerary is to keep you on track – it should not constrain you to prevent you from truly discovering places you visit.

Virtual assistants at Habiliss are trained travel management experts who help a variety of clients – from entrepreneurs, c-suite employees, to researchers, authors, and others to benefit from expert assistance on their business travels. Contact us to know more.

Read what our clients say 

  • Jane joseph

    A must read article for Business people. I have used TripIt, However, I prefer assistants are more effective and efficient than TripIt.

  • Elyse Garick

    Well article 🙂

  • Luke Wyatt

    Travelling sometimes becomes hectic, especially when we are on a business trip. I often used to get too stressed by planning and managing whole of my business trip. I would stress too much on it and miss out to focus on my purpose, I messed up things, meetings and presentation. But after finding a personal assistant with you guys, my trips be pretty smooth, well-planned and a bit of fun added to it. Thank you for the article and most importantly thank you for helping me with my tasks.

Unlock the key to a balanced life

Get the latest update from our blog and stay stress-free!

Productivity

Efficiency

Life Balance

Thank you for subscribing to the Habiliss Blog! We assure you 100% high value content.

    Request for Proposal

You agree that Habiliss Systems may collect, use and disclose your personal data which you have provided in this form, for providing marketing material that you have agreed to receive, in accordance with our data protection policy.

Your data has been sent
Thank you!

508 803 8266