Managing business travel for a busy CEO (or a team of executives) can feel like juggling a dozen spinning plates. As Managing Director of Your Travel Corporate (YTC), John Stephenson has seen first-hand how the right strategies can make a world of difference.
Here are John’s top tips for EAs and PAs looking to streamline travel plans and make life easier
1. Start with a clear travel policy
One of the biggest time-savers is a comprehensive and clear organisational travel policy. This document should outline approved processes, airlines and hotel chains. By having clear guidelines, you avoid last-minute internal approval delays and can make swift, confident decisions.
2. Understand your traveller
Get to know your CEO’s travel preferences. Do they prefer a window seat? Vegetarian inflight meal options or lounge access? Taking the time to understand their preferences not only makes their journey more comfortable but also demonstrates your commitment to the responsibility of managing their travel.
3. Take advantage of loyalty programmes
Make sure you’re signed up for loyalty schemes of any approved airlines or hotel chains, such as British Airways Executive Club or Marriott Bonvoy. Not only can you accumulate points or miles that may benefit future travel, but you can also unlock perks like priority boarding or room upgrades, making the travel experience smoother.
4. Keep an updated digital itinerary
To improve efficiency and communication, make use of travel management apps and/or digital calendars to keep all details in one place. This way, your executive can easily access flight details, accommodation info, and meeting schedules without scrolling through endless email threads.
5. Be proactive about travel disruptions
Whether it’s delays or sudden cancellations, disruptions happen. Have a backup plan in place and know who to contact in case of emergencies. A travel agent’s support can be invaluable here, taking care of rebooking’s or accommodation changes without disrupting your workday.
6. Make time for relaxation
Avoid back-to-back scheduling that leaves no room for rest or reflection. Protect your CEO’s sleep schedule by not overloading with late-night events or entertaining. A bit of downtime, whether a 30-minute coffee break or an hour blocked out to swim at the hotel, can make a big difference in maintaining productivity and wellbeing.
7. Schedule with purpose
While it’s tempting to fit everything into a single trip, overscheduling can lead to burnout and stress. Leave some flexibility in the itinerary for delays, spontaneous opportunities, or simply a breather between commitments. A well-paced schedule allows your CEO to perform at their best.
8. Ask for feedback
After each trip, gather feedback from your CEO or executive. Understanding what worked and what didn’t helps refine future plans and shows your commitment to improving their travel experience.
9. Consider using a business travel agent
If managing all of this feels overwhelming, it might be time to consider a professional business travel agent. They handle everything from flight bookings and hotel reservations to itinerary adjustments and 24/7 support in case of emergency.
A good agent immediately adapts to your travel policy, learns your travellers’ preferences and can anticipate needs before they arise.
Managing business travel doesn’t have to consume your day. With the right planning and the support of a reliable travel partner, you can hand off most of the legwork and focus on other priorities.
John’s final thoughts on managing business travel
Streamlining business travel can make a significant difference to both your executive’s schedule and your own workload. By following these tips and leveraging professional support, you’ll find that managing business travel becomes less of a burden and more of a well-oiled routine.
Not being prioritised by your current travel management company? Or you are just ready to make managing business travel more straightforward?
Discover today how YTC can make business travel effortless with solutions tailored around you.
🎄🤝You can also speak to John and the YTC team at the PA Life Christmas Party & Star Awards 2025! If you have registered, please ensure you have received a confirmation of your guest place and have accepted.
