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Senior Executives on the Move - Part 3

Updated: Oct 3, 2023

Spotting the Red Flags - The EA's Guide to a Trouble-Free Business Trip

Business trip

Corporate travel arrangements for C-level executives can be a daunting task, marked by intricate logistics, demanding schedules, and unique requirements. The complexity of these business trip arrangements is influenced by several critical factors, including travel frequency, multi-sector journeys, the balance between long-haul and short-haul travel, the need for VIP treatment and security, and the requirement for flexibility.

Executive assistants play a crucial role in ensuring the smooth execution of their bosses' travel plans. Their behind-the-scenes efforts contribute significantly to the success of these trips and, by extension, the overall success of the executive and the company.

In this blog we highlight some of the common red flags all EA's should look out for to help them stay organised, solve problems, and support their boss throughout their trip.

Unrealistic Schedules

If the travel itinerary is packed with back-to-back meetings or tight layovers, it could lead to unnecessary stress and potential delays. An unrealistic schedule might not allow for essential breaks, rest, or unexpected delays.

Lack of Downtime

A travel plan that doesn't allocate any downtime can quickly lead to burnout. Executives need time to recharge, reflect, and prepare for their meetings or presentations.

Incomplete Travel Documentation

If any necessary travel documents (passports, visas, ID cards) are missing or close to expiration, it can cause significant disruptions and delays at immigration or security checkpoints.

Insufficient Travel Details

A lack of specific details about transportation arrangements, meeting locations, and accommodations can create confusion and unnecessary stress for both the executive and the assistant.

Last-Minute Changes

businesss trip

Frequent last-minute changes to the travel plans will disrupt schedules, affect reservations, and increase stress levels for all concerned. Especially if the traveller hasn't been briefed thoroughly, which will lead to misunderstandings or miscommunications during the trip. A well-prepared travel plan should include contingency plans for flight cancellations, changes in meeting schedules, and unforeseen emergencies.

Health and Safety Concerns

Any medical conditions, allergies, or accessibility requirements, should be adequately addressed in the travel plan to avoid emergencies or discomfort. If travelling to an unfamiliar location, it's essential to ensure they have sufficient information about local customs, transportation options, and any potential risks.

Overlooked Preferences

Ignoring the traveller's preferences regarding airlines, accommodations, and transportation can lead to dissatisfaction and discomfort whilst travelling. Also inadequate access to Wi-Fi, charging facilities or communication tools will hinder their ability to work effectively during the trip.

Executive assistants that vigilantly review travel plans, communicate effectively with their bosses, and work closely with their travel management company to address any potential red flags will ensure a successful and stress-free travel experience.


How Blue Cube Travel Can Help

Partnering with a high-touch TMC specialising in serving high-end corporate clients significantly enhances the whole travel experience. Our expertise, personal touch, time-saving convenience, around the clock support, exclusive privileges, and focus on executive's preferences, create a seamless and elevated travel experience for every client.

Phone: +44(0) 208 948 8188

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