Business Travel Management Tips for the Exhausted EA

Arranging travel can feel like a never-ending task. There are flights to book, hotels to secure, itineraries to plan and last-minute changes to navigate – all while juggling your other responsibilities.

Destination pain-in-the-a$$ anyone?

But with the right approach, you can make it smoother for yourself and your travellers. Here’s a guide to help you navigate the world of business travel with a bunch less stress and way more success.

Establish the Essentials Before You Book

Before diving into bookings, set yourself up for success by gathering all the crucial details. This prep work saves time and prevents those last-minute ‘oh no’ moments:

1. Traveller Preferences: Got a traveller who’s loyal to certain airlines or hotels? Many execs have favourites, whether it’s for loyalty perks or just knowing what they’re getting. Jot these down and keep them handy.
2. Company Policies: Know the ropes on travel policies – budget caps, preferred suppliers, the whole lot. Stay within the lines, but don’t be afraid to get creative if you see any efficiency or savings opportunities.
3. Travel Requirements: Visas? Check. Travel insurance? Sorted. Vaccinations? Definitely. Especially for international trips, having this covered-off as early as possible will be a game changer.
4. Peak Travel Periods: Don’t get caught out by major conferences, events, or holidays that send flight prices through the roof. Timing is everything!

By laying this groundwork, you’re not just ticking boxes – you’re setting the stage for a seamless booking experience that’ll keep both you and your traveller happy.

Careful Considerations Along the Way

With the groundwork in place, it’s time to book the trip. A few key considerations can help you avoid common issues and ensure a smooth experience:

1. Flight Timings: Find flights that sync best with your traveller’s schedule. Nobody feels fabulous walking into a critical morning meeting after stepping off the red-eye.
2. Hotel Location: Choose hotels close to the meeting venue or office. A long commute can add unnecessary exhaustion to the day.
3. Loyalty Programs: If your company or traveller participates in any loyalty schemes, take full advantage to earn points or perks.
4. Transfer Options: Think of airport transfers and rental cars as the cherry on top of a well-planned trip. Pre-arranging these can turn a potential scramble into a smooth ride, letting your traveller glide effortlessly from the airport to their destination.

By keeping flexibility and convenience in mind during the booking process, you set the stage for a stress-free trip. But as with any travel plan, things can change – and that’s where the next phase comes into play.

In Travel, Changes are Inevitable

With all the groundwork laid out, it’s time to book the trip. A few smart choices here can save you headaches down the line and ensure everything runs smoothly:

1. Flexibility is Your Friend: Don’t just focus on the price tag – think long-term value. With travel being unpredictable, picking tickets that allow rebooking or last-minute changes can be a lifesaver (and a money saver) when plans inevitably shift.
2. Travel Insurance: An essential safety net. It’s there to catch any unexpected costs or mishaps that might come your way. With this extra layer of security, handling those travel curveballs becomes a whole lot easier!
3. Have a Contact List Ready: Know who to call if things go awry. Whether it’s the airline, hotel, or local contacts, having a quick reference can make resolving issues faster.
4. Be Open to Alternatives: It’s always smart to have a Plan B in case of unexpected hiccups. Whether it’s alternative flights or nearby hotels, a backup can save the day and keep things on track.

By prioritising flexibility and convenience, you’re setting the stage for a smooth trip. But as with all travel, plans can change – and that’s where the next phase comes into play.

Overseeing the Trip Until Your Traveller is Back Home

Even after booking and handling those inevitable travel hiccups, your job isn’t quite done.

To ensure everything goes off without a hitch while your traveller is on the move, here are a few final touches that’ll keep things running smoothly:

1. Send Confirmations: Gather all the essential travel details – flights, hotels, local transport – and package them up into one convenient spot, for ‘just-in-case.’
2. Provide Local Tips: Whether it’s guiding them to the meeting or recommending a place to grab a bite, these little extras can turn their trip from ‘meh’ to ‘wow.’
3. Monitor the Trip: Stay on top of the action. Keep an eye on flight statuses, be prepared for any surprises and be ready to swoop in like a travel superhero if things go awry.
4. Post-Trip Check-In: Once they’re back, check in and see how it all went. Any bumps along the way? Feedback is your best friend for making the next trip even smoother.

By keeping tabs from start to finish, you ensure everything runs like a well-oiled machine and leave a lasting impression.

But, if it ever starts feeling like you’re juggling flaming torches, don’t hesitate to call in for some backup.

Even Superheroes Need Their Sidekick

Coordinating business travel can be demanding, even for someone as superhuman as you. And when it’s just one part of your daily juggling act as an EA, having a trusty sidekick can save your sanity.

If you’re finding the process overwhelming or feeling like you’re about to book yourself a one-way ticket to Stressville, consider partnering with a Travel Management Company (TMC).

A TMC can swoop in and handle everything – from bookings to last-minute travel changes – freeing you up to tackle all the other fires that need putting out.

Plus, their industry know-how and connections mean they can often save time, cut costs and make sure your traveller doesn’t end up in a hotel where the Wi-Fi is slower than a Monday morning.

In the end, managing business travel doesn’t have to feel like you’re on an impossible mission. With the right tools, strategies – and perhaps a little extra help – you can keep things running smoothly and keep your travellers flying high (with fewer headaches, of course).

About Platinum Travel Group

At Platinum Travel Group, we’re dedicated to supporting the industry with insights and expertise, helping businesses get the most out of their travel programs. Our two key leaders, who are advisors on the ATMC and Link Advisory Boards, play an active role in shaping the future of travel management.