Essential Skills: Organization
Organization is an absolute must for a travel professional. A missed deadline, lost notes, forgotten assignments or careless accident can cause grief radiating outward from the travel advisor to clients and beyond.
That being said, most good travel professionals implement systems ensuring good quality control and you can do so as well. At times, we all need assistance organizing our work flow, especially with personal considerations intrude into the workplace or too many tasks face us at one time. Combined with good time management skills, being organized will make both your life and your attitude much improved! The following tips are tried and true, proven to provide a more orderly start and finish to every day. |
1. Have a system
Most experienced travel advisors will tell you they do everything the say way every time when it comes to organizing their client files, documentation and bookings. Develop a check list with dates and times on each. To the extent your system includes electronic assistants such as a CRM, all the better.
2. Have a place for everything
Give everything in your office a home and return it there as quickly as possible after use. Dedicate work area space for every type of documentation. Develop good filing procedures and put materials in the same place each and every time.
3. Write things down, don't rely on memory
Document everything. Again, electronic tools like CRM systems or electronic notebooks and email folders are great, but whatever system you adopt, use it the same way each and every time so you know precisely where to look for any type of information for any client or supplier. See the discussion in Essential Skills: Time Management for the use of a to-do list.
4. Don't allow paper to pile up
Piles of paper are visible indicators of disorganization. Have a minimal number of files out on your desk at a time and put them back up at the end of the day. Practice putting items on your desk away immediately after use!
5. End-of-day routine
Set an end-of-day routine to check through your list for the day and to organize for the next day. Coming in each day to a clean workspace is a real gift to yourself.
6. De-clutter
Unsubscribe from any subscriptions, newsletters, magazines or other items you no longer use for your work. File or throw away paper items not in use.
7. Use a good calendar system
Travel consulting is very date sensitive. Record your schedules and deadlines. Due dates on payments, meetings, return phone calls and other important items should be entered on a solid calendar system as soon as possible each and every time. One you have a calendar system, resolve to maintain it.
Most experienced travel advisors will tell you they do everything the say way every time when it comes to organizing their client files, documentation and bookings. Develop a check list with dates and times on each. To the extent your system includes electronic assistants such as a CRM, all the better.
2. Have a place for everything
Give everything in your office a home and return it there as quickly as possible after use. Dedicate work area space for every type of documentation. Develop good filing procedures and put materials in the same place each and every time.
3. Write things down, don't rely on memory
Document everything. Again, electronic tools like CRM systems or electronic notebooks and email folders are great, but whatever system you adopt, use it the same way each and every time so you know precisely where to look for any type of information for any client or supplier. See the discussion in Essential Skills: Time Management for the use of a to-do list.
4. Don't allow paper to pile up
Piles of paper are visible indicators of disorganization. Have a minimal number of files out on your desk at a time and put them back up at the end of the day. Practice putting items on your desk away immediately after use!
5. End-of-day routine
Set an end-of-day routine to check through your list for the day and to organize for the next day. Coming in each day to a clean workspace is a real gift to yourself.
6. De-clutter
Unsubscribe from any subscriptions, newsletters, magazines or other items you no longer use for your work. File or throw away paper items not in use.
7. Use a good calendar system
Travel consulting is very date sensitive. Record your schedules and deadlines. Due dates on payments, meetings, return phone calls and other important items should be entered on a solid calendar system as soon as possible each and every time. One you have a calendar system, resolve to maintain it.