Build the trip skeleton
Travel plans change in layers: the flight moves, the hotel needs a late check-in, the car service shifts, and the first meeting moves earlier. Each change generates a confirmation, and the confirmations disagree. A travel log keeps the current state in one place.
Record each booking and its terms
Record the trip skeleton first: dates, cities, purpose, and the non-negotiable meetings. Then list each booking with the confirmation number, the provider, the date and time, and the cancellation terms.
Log changes and downstream effects
Log every change with the time, the source, and who approved it. Note the downstream effects, such as a later arrival that requires moving the car service or a hotel change that affects the morning meeting.
Keep traveler preferences current
Capture traveler preferences that affect the trip: seat type, dietary needs, accessibility, loyalty numbers, and the maximum acceptable connection. These are not small details when a rebooking happens at midnight.
Send one daily update
Send one daily update rather than a stream of messages. The update should show the current itinerary, the open questions, and the next decision the principal needs to make. After the trip, archive the log with the receipts for expense review.
Frequently asked questions
Who approves a rebooking that increases cost?
The principal or the person holding the travel budget, under the written threshold in the travel policy.
What if a provider confirmation never arrives?
Record it as unconfirmed, contact the provider, and do not present the booking as secured until a confirmation is received.
Ready to define the role?
Use a recent leadership week to scope the support that would make the biggest difference. The consultation is a working conversation, not a generic pitch.
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