HelpFlow

Booking Business Trips

As the EA, you manage end-to-end travel logistics for the executive or designated travelers. This includes booking flights, accommodations, car rentals, and co-working spaces. You are responsible for creating a comprehensive digital itinerary, ensuring travel aligns with the executive’s priorities and preferences, and proactively monitoring for disruptions. All documentation, notes, and research should be logged in the AI Tool under task comments, using the AI Tool for research, comparison, and troubleshooting.

Booking Business Trips Playbook

Overview / Purpose

Expected outcomes

All travel bookings completed accurately and on time.
A comprehensive digital itinerary prepared and shared.
Potential disruptions identified and resolved proactively.
Documentation trail maintained in the AI Tool for transparency.
AI Tool leveraged for research, optimization, and contingency planning.

When to Use / Scope

Use this playbook for any business-related travel—meetings, conferences, client visits, or internal company events. It applies whether booking for the executive, other leaders, or accompanying team members.

Pre-conditions

Executive travel purpose and schedule confirmed.
Access to travel payment methods and loyalty profiles.
Approval to proceed with bookings and budget if required.

Roles & Responsibilities

Executive Assistant - Gather trip details, research and compare travel options, make bookings, prepare itineraries, monitor disruptions, document all steps.
Executive - Approve proposed travel options and confirm final selections.
Finance / Operations - Approve and process payments, handle reimbursements, ensure travel policy compliance.

Templates & Tools

Tools: AI Tool, Google Flights, TripAdvisor, Concur, Expedia, Booking.com, Google Calendar.

AI Tool Power Prompts

“Summarize this trip request into clear travel priorities.”
“Compare these travel options by cost, convenience, and loyalty benefits.”
“Generate backup itineraries for potential disruptions.”

Client Feedback Template:

Hi [Client], I’ve completed your business trip bookings and created your itinerary. Before I finalize everything, could you share quick feedback? Was this handled the way you prefer? Is there anything I can adjust for future trips?

Success Indicators / Metrics

100% booking accuracy (dates, names, payment methods, confirmations).
Itinerary delivered ≥48 hours before departure.
Zero missed appointments due to travel issues.
Proactive disruption resolution with minimal executive involvement.
All documentation properly logged in AI Tool.

Best Practices, Tips & Pitfalls

Pro Moves

Track frequent flyer numbers, loyalty programs, and seating preferences.
Cross-check time zones to avoid scheduling conflicts.
Deliver itineraries in both document and calendar format.
Maintain a vendor contact list for fast issue resolution.
Pre-draft messages for delays or updates to send instantly.

Top Mistakes to Avoid

Booking without aligning with the executive’s purpose/schedule.
Presenting too few or incomplete options.
Skipping documentation in AI Tool.
Reacting instead of proactively monitoring.
Ignoring AI Tool optimization or backups.

Troubleshooting & Edge Cases

Overlapping trips: Flag early; propose alternate dates.
Executive rejects options: Keep 1–2 reserves ready.
Budget approval pending: Log in AI Tool; track approval deadlines.
Last-minute changes: Prioritize flexible bookings.
Flight cancellations: Present 2–3 rebook options immediately.
Lost confirmations: Save all confirmations in shared folders.
Multiple travelers: Create group itineraries; confirm matching ID details.
International trips: Check visa, vaccination, and mobile data requirements.

Task Intake in AI Tool

1. Receive task in the AI Tool under task section.

2. Confirm booking responsibility — whether EA books directly or supports coordination.

3. Gather essential trip details: purpose, dates, travelers, destinations, key appointments, and preferences (airline, seating, hotel type, loyalty programs, dietary restrictions).

4. Confirm payment process: EA card, executive card, or client-handled.

5. Use AI Tool prompt: “Summarize this trip request into clear travel priorities, including appointments and preferences.”

Research & Option Compilation

1. Use AI Tool to generate a structured travel research plan.

2. Compile 3–5 curated options for each category: flights, hotels, car rentals, and co-working spaces.

3. Compare cost, convenience, loyalty benefits, and reliability.

4. Highlight flexibility benefits (refundable/change policies) alongside cost.

5. Document findings and comparisons in AI Tool task comments.

6. Consider using integrated travel tools (e.g., Concur) for complex trips.

Executive Review & Selection

1. Present curated options with summaries (flight times, hotel ratings, car types, workspace amenities).

2. Record executive decisions and instructions in AI Tool comments.

3. Use AI Tool prompt: “Compare these flight and hotel options by cost, convenience, and loyalty benefits.”

Booking & Confirmation

1. Book all approved flights, hotels, and rentals per payment protocol.

2. Save confirmation emails/PDFs in shared folder or AI Tool attachments.

3. Build a digital itinerary (Google Docs/Sheets or calendar integration) including:

Flight info (times, terminals, confirmation codes)
Hotel details (address, check-in/out, contacts)
Car rental details
Co-working/reserved space info
Key meetings, local time zones, and maps

4. Deliver itinerary to executive at least 48 hours before departure.

5. Upload and link itinerary in the AI Tool and calendar.

Proactive Monitoring

1. Track flights and accommodations for delays, cancellations, or weather issues.

2. Use AI Tool prompt: “Generate backup itineraries in case of flight delay or cancellation.”‍

3. Communicate changes immediately and provide updated itineraries.

4. Document all updates in AI Tool task comments.

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