How to Delegate Travel Management and Save Time

Discover how delegating travel management to executive assistants makes your life easier, whether you’re jet-setting for business or leisure.

Travel management is time-consuming and overwhelming, but it’s a necessity. If you want more time, delegate this responsibility. With a clear, detailed process, travel management can become one of an executive assistant’s key strengths.

When executive assistants handle travel logistics, you’re free to focus on more important things. But delegating this responsibility effectively is key. If you document your travel preferences, your EA can manage end-to-end logistics with minimal input.

Travel Management: Key Skills for Executive Assistants

Documenting your travel management preferences will take some effort. But it’s the best way to set executive assistants up for success and save headspace in the long run. Documenting your likes and dislikes means you’ll only need to share crucial information with your EA for future trips.

Here are some suggestions for creating a travel management SOP:

Action Outcome

Share Travel Management Preferences

Capture your:

  • Airline preferences
  • Schedule preferences
  • Seating preferences
  • Meal preferences
  • Hotel preferences (chains, rooms, amenities)
  • Transportation preferences (car rental companies, preferred vehicle types)
  • Payment preferences
  • Dietary restrictions
  • Loyalty program memberships

Delegate Each Trip

Once your preferences are documented, you won’t have to repeat this process. This will free up your time. When you need to travel, just send a voice note to your EA with:

  • Trip purpose
  • Dates
  • Destination
  • Traveler details
  • Essential priorities and appointments

Approve Your Itinerary

Elite executive assistants are comfortable researching and booking flights, accommodations, transportation, and any other necessary arrangements. They also make your trip easier by protecting your downtime and suggesting activities aligned with your interests.

Your detailed itinerary should include things like:

  • Flight details (departure and arrival times, seat assignments)
  • Hotel reservations (check-in and check-out dates, room preferences)
  • Transportation arrangements
  • Activities based the client's preferences or specific requests
  • Links with directions to each destination

Pro Tip: You can have an ultimate travel guide prepared by an Athena Assistant to access all information conveniently.

Expect Your Executive Assistants to Problem Solve

Good travel management means being prepared for problems as they arise. Elite executive assistants can address sudden flight cancellations, travel insurance, mixed-up reservations, and more. So you don’t have to waste valuable time on logistics.

An Executive Assistant’s Key Strengths

An executive assistant’s key strengths should include travel management. One way to develop this skill faster is by using real-world processes tested by delegators and EAs.

For example, Athena offers 40+ delegation playbooks that each go hand-in-hand with matching education and robust resources for its executive assistants. It’s easy for them to get up to speed quickly. So, you can start putting playbooks into practice right away to get back more time.