When it comes to planning travel, a VA can have some initial difficulties with an employer because he or she may not be as personally familiar with an employer as someone who actually works in the same physical space as that person. However, you can easily overcome this issue – and appear far more prepared and thorough in the process – by developing a travel “care package” for your employer when you plan trips for them. As you become more familiar with your employer, you may be able to tailor some of the contents of this package. From the very start, though, you will be able to insure that you have planned and executed a comfortable, convenient stay by sending your virtual care package with your employer each time they leave home. This package works just as well in a corporate environment, to show your efficiency to your boss.
A virtual care package is really just a list of information that will make traveling easier. Usually it involves phone numbers, locations and useful suggestions that will make the traveler’s stay as efficient and easy as possible. Here are some things to include in any traveling care package:
• Visitor’s information:
This would include maps of the area, possibly with routes to meetings and other points already marked clearly so that transit can be planned in advance and your boss does not have to worry about getting lost. Also, you might include points of interest, such as national landmarks or ways to pass the time like movie theaters and mall areas with concentrations of restaurants or entertainment.
• Important phone numbers:
These include taxi service numbers, hospital and emergency numbers, restaurants near the hotel, dry cleaners, directions to the US embassy (if you are dealing with international travel) and the number of the hotel where they are staying.
• Contact information for duration of the stay:
This includes names, emails, titles and phone numbers for all people involved in the meetings. It also includes a way to reach you at any reasonable time in case of a last-minute emergency.
• A timeline:
This is a list of where the traveler should be, when they should be there and whom they are meeting. Arrange it chronologically in a spreadsheet so that it is clear when (and if) there is any downtime.
A simple, bulleted list of this information accompanied by maps, bus and train routes, if applicable, can dramatically improve a traveler’s state of mind while they are away. Even better, it will not only be helpful, but it will showcase your preparedness and organization in the process, demonstrating just how indispensable you are to the entire operation.