How to Create the Perfect Travel Itinerary for a Boss
There is nothing worse for any secretary or administrative assistant than to have to answer a boss's constantly repeated questions about travel plans. "Where am I going again?" "What time do I need to be there?" "Who am I meeting?" "What time is the car coming to get me?" All of these questions can be eliminated via the simple process of developing an itinerary. That document will contain on one sheet (or two, depending on the length of the trip) all of the information the traveler needs to know. Here's an easy way to create one.
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Instructions
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Discuss the travel plans with the boss. Find out when and where he needs to travel, if there are any overnight stays, with whom he will be meeting and what time those meetings are scheduled for. Then, either by hand or through a travel agency/department, book the appropriate flights and the hotels the boss prefers. Make a note of the arrangements and confirmation numbers.
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Record the information. Open a blank document in Word or another preferred software program. Create a heading that states who is traveling, the dates of travel and the destination. (Center it on page if desired.)
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Type the itinerary, starting with the first day of the trip. Directly under this first date, list ground transportation--How is the boss getting to the airport? If by taxi or car service, list the pickup time and place. In the next section, provide information about the first flight. List the airline, airport to depart from, departure time, airport to land at and arrival time. Make sure there is a place for the record locator provided by the airline, so the boss can access the online check-in if so desired. Also leave a space for the seat number he may be prebooked into. If there is a layover or stop along the way, be sure to break the flight into the appropriate legs, so the boss is not surprised by any delays. If someone is meeting the boss at the airport, include another section about ground transportation, including the phone number of the car service or person who will be picking the boss up.
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List the hotel information under the first date as well. Include the hotel name, address and phone number, as well as the confirmation number of the reservation. If you wish, you can also include the type of room you have arranged for your boss to stay in.
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List information for any meetings the traveler may be planning to attend. Make sure to include the name of the business, the address, the main office number and a contact name and number. Also include the starting time of the meeting and the "title" of that meeting, and include an attached agenda if one is available.Continue with this process, listing each day separately, until all possible information is included on the page.
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Place the itinerary--as well as any agendas, receipts for reservations, e-ticket information and directions--into a folder. If possible, use a poly-index folder that is transparent, so the itinerary can be clearly seen through it. If the folder is sealed on two sides, it will also allow the traveler to place all receipts inside without fear of losing them.
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Tips & Warnings
For additional information, place your name and phone number--as well as the name and number of any services that may be needed or have been booked--in a footer on the page. That way, the boss has the number and names of anyone he might need to contact in the city he is traveling to.
This same template can be used for personal travel.
Your boss might think you are so well-organized that he will expect you to do this for everyone!
