Launching your own travel agency is like an intense business workout. Every day, you’re either hustling to attract new clients or working hard to meet the needs of existing ones. You might find yourself juggling conversations with multiple suppliers and venues, comparing prices, and coordinating those thoughtful details that matter most to your clients. One of the toughest challenges for new travel agents is managing time effectively while staying on top of all the data and details.
The good news? You’re not the first to navigate this path. We’ve compiled some best practices to help new travel agents quickly master organization and time management—so you can take control of your schedule instead of scrambling to keep up.
Start with the Right Technology
A great first step is to assess your technology. While you might expect a recommendation for a comprehensive travel agent app, that’s not the case. There are several excellent consumer apps designed to help you organize your time and files that will meet your needs perfectly. Since these apps compete in the market, they’re well-tested and reliable. We won’t suggest a personal organizer, as everyone has different preferences for scheduling and time management. However, here are some incredibly useful apps for any travel agent:
- Evernote
Evernote is a powerful app that allows you to gather files, article links, notes, scans, and documents, making them easily organized and searchable. Many travel agents swear by Evernote for efficiently tracking individual trips and quickly referencing previously worked materials. - Scanbot
Scanbot serves as your mobile scanner and fax machine. It can scan documents in high quality and save them as PDFs or JPEGs for easy integration into your Evernote collection. Plus, it offers faxing capabilities for those venues that still rely on this outdated method. - Dropbox
Dropbox functions as a more formal alternative to Evernote, serving as a backup for all the files stored locally on your computer. Think of Dropbox as your data safety net. - Toggl
Toggl is a nifty app that helps you label and organize your time effectively. Acting as a stopwatch-style time manager, it lets you name, tag, and categorize each time segment you spend. Toggl is perfect for quickly tracking your time and task changes, allowing you to log everything into your planner later. - Grammarly Keyboard
Grammarly is essential for ensuring your spelling, punctuation, and overall professionalism in communications are top-notch. It goes beyond catching phone typos, helping with sentence structure and style as well.
Plan and Monitor Your Time
As our first key recommendation beyond downloading apps, take control of your time. Don’t just track it; actively plan it. Each morning (or the night before), outline how you intend to spend your time and commit to that schedule. When planning, consider the availability of different businesses for calls and emails based on their operating hours and time zones.
If a client requires a few extra hours unexpectedly, that’s understandable. However, try to adhere to your plan as much as possible. This will help you manage your time more effectively and avoid feeling overwhelmed. Set specific goals and use timers to remind you when to switch tasks, ensuring that nothing falls through the cracks. If a task takes longer than anticipated, allocate that extra time at the end of your day rather than delaying everything else.
Maintain Comprehensive Client Notes
Utilize a Client Relationship Management (CRM) system to keep detailed and easily accessible notes on each client. It’s essential to capture more than just their names and travel itineraries; include their seat preferences, favorite colors, family size, and whether they prefer hotels with room service or fast Wi-Fi.
Ensure these client notes are readily available when needed by implementing a quick-reference system for all essential information. Additionally, link each client’s profile to their trip files, whether past, present, or in the planning stages.
Organize Each Trip
It’s essential to maintain comprehensive notes for each trip, and this is where Evernote truly shines. You’ll need an itinerary that auto-populates, along with references to every pertinent piece of information and resource associated with the trip.
Make sure to include customer service numbers for all venues and services you book. Bookmark their most important web pages, and save a screenshot or link to your receipts so that you have everything readily available if needed. Organize all information related to trip planning so that you can access it quickly when it matters most, especially in case of an emergency.
Stay Alert During Active Trips
When your clients are traveling, keep your phone close at hand. A key aspect of being an exceptional travel agent is being prepared to assist at any moment if a client encounters an issue. While you shouldn’t lose sleep over it, be ready to spring into action if necessary.
To stay organized during this alert phase, have your trip monitoring open on your phone or computer for each client currently on their journey. Ensure you can access their information at a moment’s notice and keep track of their schedule so you know approximately where they are and what they’re doing. This way, if a client calls and says, “I just arrived, and there’s no driver,” you’ll know exactly where “here” is and which driver they were expecting.
Cultivate Strong Relationships with Your Suppliers
Familiarize yourself with your suppliers. Establish relationships with airlines, hotels, restaurants, and car rental or chauffeur services. Keep a record of the quality of deals you can secure and how well they treat your clients. Maintain detailed notes on every supplier you’ve worked with, and prioritize those that offer better deals and exceptional or value-added services.
If customers consistently praise a specific hotel chain, make them a priority. Conversely, if an airline provides subpar service, seek out alternatives that offer a better experience.
Monitor Your Finances Diligently
Finally, it’s crucial to monitor your finances meticulously. Keep a record of every receipt by filing and scanning them. Set up dedicated folders and spreadsheets to track all expenses, refunds, and commissions. Consider collaborating with an accountant soon to ensure your financial records are accurate and organized. This approach will help you secure your full commissions consistently while delivering the best value to your clients.