Managing business travel scheduling can be a time-consuming task, but delegating it to a virtual assistant (VA) or remote executive assistant (EA) can free up your schedule and improve efficiency. Whether you're dealing with flight bookings, hotel arrangements, or itinerary management, a skilled travel virtual assistant can handle the details seamlessly. In fact, entrepreneurs and their businesses save up to 30% on travel costs by outsourcing travel management tasks, according to a study by Rocketrip. Having someone fully dedicated to finding the best travel deals and crafting efficient itineraries not only cuts expenses but also reduces the stress of handling last-minute changes, cancellations, and complex itineraries. 

This playbook will cover why delegating travel to a remote executive assistant is a smart move, the tasks they can manage, and the tools they'll use to keep your travel plans running smoothly. Keep reading to learn more!

Why Should You Delegate Travel Management?

Delegating travel management to a virtual or remote executive assistant offers significant time and cost savings. Handling travel logistics - flights, hotels, ground transportation, and last-minute changes - can easily consume hours each week. By handing these tasks to an EA, you’ll take back some valuable time to focus on higher-priority business activities.

A recent Global Business Travel Association study found that the average business traveler spends 6.9 hours planning and booking a trip. By delegating these responsibilities, you not only reduce that burden but also minimize the risk of errors - as travel virtual assistants are specifically trained to navigate complex booking systems, ensuring better arrangements.

Additionally, a travel VA can help cut costs by finding competitive travel deals. Many are familiar with industry tools and platforms designed to uncover lower fares or exclusive offers. This is especially helpful considering corporate travel expenses represent roughly 10% of a company’s total operating costs, according to research by Certify. Delegating these tasks also helps eliminate the stress that comes with last-minute changes or cancellations. Travel virtual assistants are well-equipped to handle sudden shifts, like rebooking flights or adjusting hotel stays in real-time, keeping your travel plans flexible and hassle-free. Ultimately, getting these tasks off your plate improves efficiency and ensures a better travel experience for you and/or your team.

How to Create a Basic Travel Profile

Creating a basic travel profile for your virtual assistant is crucial for efficient travel management. A well-organized profile outlines your preferences, saving time and avoiding miscommunication.

• The essentials: personal information like full name, frequent flyer numbers, passport details, and contact information. This ensures your EA has everything needed for seamless bookings and check-ins. Keeping this info up-to-date also prevents booking errors or delays.
• Travel preferences: Specify airline and hotel preferences, seating arrangements, preferred flight times, and any loyalty programs. According to a study by the US Travel Association, 72% of frequent business travelers prioritize convenience over cost when choosing flights and hotels. By providing this information upfront, your travel virtual assistant can align bookings with your preferences.
• Budget guidelines: Whether you cap flights at a certain price or limit hotel stays to specific star ratings, clear budget constraints help avoid unnecessary expenses. This is especially important given that business travel spending in the US averages $1,293 per trip, according to data from Statista.

The Basic Travel Profile

• Passport number & known traveler number 
• Loyalty numbers (airline, hotel, car rental, etc)
• Airline preference
• Home airport
• Seating class, seating type, legroom preference, and emergency row preference

The Advanced Travel Profile

• Preferred travel time (morning, evening, no red eyes, etc)
• Transportation: Hire a car when they arrive or rideshare?
• Type of accommodation: Airbnb, hotel, villa?
• Amenities: Which hotel amenities are dealbreakers and which are nice to have?
• Food preferences: Food preferences or restrictions to consider while traveling?
• Timezones/currency: Will there be a time change or a different currency to consider?

Process for Helping Your EA Gather Your Travel Preferences

Helping your travel virtual assistant gather your travel preferences is a key step for efficient travel management. 

1. Have Clear Preferences:

Start by creating a clear, organized list of preferences. This should include preferred airlines, seating preferences, hotel chains, and transportation options. A survey by the Global Business Travel Association found that 79% of travelers prioritize comfort and convenience when booking travel. Providing this info upfront helps ensure your VA makes choices aligned with your needs.

2. Outline Your Preferences:

Use a shared document or form to outline these preferences in a simple format. Include specifics, like whether you prefer window or aisle seats, hotel loyalty programs, and if you prioritize direct flights. Setting clear expectations upfront reduces the back-and-forth communication and speeds up the booking process.

3. Define a Budget:

Next, set guidelines for budget limits and travel standards. Define maximum prices for flights and hotels, along with any flexibility for upgrades or last-minute changes. Clear budget constraints are essential, especially since corporate travel spending in the US averages $334 per day, according to a study by Certify.

4. Set Backup Preferences:

It’s best to prepare in case something doesn’t work out as it should, so try to share with your EA a list of the second best options in the scenario that your first preference isn’t available. You should let them know what you’d prefer in case of a cancelled flight, long layover, or other unexpected situations where your travels don’t go as planned. While it may never be used, it is still best to make contingency plans for such situations.

5. Share Your Favorite Details: 

Let your travel virtual assistant know what your little “delighters” are. Meaning, your preferences for the things that make you the happiest. It’s all in the details when it comes to being comfortable while traveling to new environments and bringing a small piece of home with you anywhere you go. Share with them that you’d love to have a route ready to visit local coffee shops on the way to meetings, or that you’d enjoy ending the day at the park. This way, you can encourage them to be proactive when scheduling your trips and to include little details that make your travels better.

6. Review Your Travel Preferences: 

Lastly, schedule a brief meeting or exchange to review the document with your EA. This ensures there are no misunderstandings and gives your travel virtual assistant the opportunity to ask questions or clarify preferences. We recommend regularly updating this document as preferences change to keep the work smooth and efficient.

Tasks To Delegate to a Virtual Travel Assistant

Booking Flights and Accommodation:

A travel virtual assistant can manage flight searches, compare prices, and secure bookings based on your travel preferences. They can also handle hotel reservations, ensuring you stay at preferred locations or loyalty program partners. According to the Global Business Travel Association, booking travel can take an average of 4.3 hours per trip, time you can save by outsourcing.

Managing Itineraries:

Your travel assistant can organize all travel details into a clear, easy-to-follow itinerary. This includes flight times, hotel check-ins, meeting schedules, and local transportation. Centralized itineraries help reduce stress and ensure you never miss important details.

Handling Last-Minute Changes:

EAs are invaluable for rebooking flights or accommodations when plans change unexpectedly. They can quickly handle cancellations, new bookings, and adjustments, keeping you on track without disruption.

Coordinating Ground Transportation:

From arranging airport transfers to booking car services or public transportation, your EA ensures that all local travel is pre-arranged. This can save up to 30 minutes per trip, as noted by Certify, by avoiding the need for last-minute decisions.

Managing Travel Documentation:

Your travel virtual assistant can ensure all necessary travel documents - like visas, insurance, and IDs - are prepared and stored properly. This helps prevent any issues at airports or borders and ensures smooth travel.

Essential Travel Preferences to Document

1. Flight Preferences:

List preferred airlines, cabin class, seating choices (aisle or window), and whether layovers are acceptable. A study by Expedia found that 66% of travelers prioritize non-stop flights, so it’s important to specify if direct flights are a must. If you have loyalty program memberships, make sure to include those as well.

2. Hotel Preferences:

Specify your preferred Airbnb types, hotel chains, room types (king bed, suite), and amenities like Wi-Fi or breakfast. According to Statista, 86% of business travelers value proximity to their meeting locations, so if location matters, be clear about it. Also, include any loyalty programs to maximize points.

3. Ground Transportation:

Detail whether you prefer renting a car, using ride-share services, or booking private drivers. For urban areas, you may prefer public transport or shuttles. This avoids confusion and ensures your travel EA books the most convenient option.

4. Dietary and Special Requests:

Document any dietary restrictions or preferences for meals during travel. If you need quiet rooms or additional amenities like early check-ins or late check-outs, make sure those are included. This helps your EA customize every aspect of your trip to your liking.

Tools Your Remote Executive Assistant Can Use for Efficient Travel Management

For efficient travel management, your remote executive assistant can leverage a variety of tools to streamline bookings, track itineraries, and handle last-minute changes. These tools save time and reduce the chances of errors, ensuring a smooth travel experience.

Travel Booking Platforms

Tools like Skyscanner, Google Flights, and Kayak allow travel virtual assistants to compare flight and hotel prices quickly. These platforms aggregate options from various airlines and hotels, helping find the best deals and routes. According to a study by Certify, businesses that use booking platforms can save up to 20% on travel expenses.

Itinerary Management Tools

Apps like TripIt and App in the Air organize all travel details into a single, easily accessible itinerary. Your EA can input flight schedules, hotel bookings, and ground transportation in one place. These apps also send real-time alerts for delays or cancellations, so adjustments can be made instantly without disruption.

Expense Tracking Software

For managing travel costs, tools like Expensify or SAP Concur help keep track of receipts, expenditures, and reimbursements. A report by Concur found that companies using automated expense tools cut processing time by up to 70%. This allows your EA to keep finances in order without unnecessary paperwork.

Communication and Coordination

Using platforms like Slack or Microsoft Teams ensures constant communication between you and your EA. These tools allow real-time updates and quick decision-making, especially when handling last-minute travel changes.

Ready to Start Delegating Travel Management?

Effectively delegating travel management to a virtual assistant not only saves time but also ensures smoother, hassle-free trips. With the right tools and a clear process in place, your assistant can handle all the logistics, so you can focus on more critical tasks. At A Team Overseas, we specialize in helping you hire remote executive assistants who excel in travel management and other essential business functions. By partnering with them, you gain access to top talent that can help streamline your operations, giving you more time to grow your business. Ready to get started? Contact us today to schedule a free discovery call and learn how we can help you hire an EA!