Holiday Travel Prep: Keeping Your Team on Track During a Hectic Season

As we approach the year’s final months, many administrative professionals are preparing for the challenges of managing holiday schedules and coordinating corporate travel. It’s a busy time of year, and balancing holiday schedules and travel arrangements can become overwhelming without proper planning and clear policies.

Administrative assistants are critical in coordinating holiday travel and facilitating smooth operations during the holiday season travel rush. Below are practical tips for streamlining processes, keeping travel costs in check, and supporting your team’s productivity.

Create a Centralized Holiday Schedule for Your Team

A centralized holiday schedule is crucial for avoiding overlaps and confirming adequate coverage while employees are on the move or taking time off. As an administrative assistant, you’re likely inundated with vacation requests. A shared digital calendar, such as Microsoft Outlook or Google Calendar, helps track team availability and prevents scheduling conflicts. A shared calendar is easily accessible, can be updated live, and eliminates the confusion of managing separate calendars or email threads.

Tips for Creating a Centralized Holiday Schedule:

• Assign Backup Responsibilities: Develop a holiday coverage plan in advance by assigning backup responsibilities for high-priority tasks

• Use Automated Reminders: Set up automated reminders to prompt team members to update their availability, reducing last-minute schedule changes

• Communicate Expectations Clearly: Make sure everyone understands the expectations around holiday schedules and coverage

Implement Efficient Corporate Travel Policies and Planning

Corporate travel planning can be simplified with clear policies and advanced preparation. Last-minute changes during the holiday season can create confusion, so make sure everyone is familiar with corporate travel policies before the rush begins.

Key Elements to Include in Your Corporate Travel Policies:

• Preferred Vendors and Booking Guidelines: List preferred vendors for flights, hotels, and car rentals. This guarantees compliance and simplifies booking.

• Expense Limits and Reimbursement Procedures: Outline guidelines for travel expenses, including limits on lodging and meals, to prevent misunderstandings

• Emergency Contacts and Resources: Create a quick reference guide with emergency contacts and travel resources to help team members navigate unexpected issues

Prepare a Holiday Travel Checklist for Your Team

A well-organized holiday travel checklist helps employees prepare for stress-free travel. A checklist ensures no details are overlooked and reduces potential issues that could disrupt a trip.

Suggested Items to Include in Your Holiday Travel Checklist:

• Travel itineraries and accommodation details

• Emergency contacts and medical information

• Required documentation (passport, visas, etc.)

• Contact information for local transportation services

Consider using digital tools like TripIt or Google Keep to store and share these checklists. You can even customize checklists for domestic vs. international travel to address specific needs.

Manage Travel Expenses Efficiently

With increased travel and holiday expenses, managing travel expense submissions and reimbursements can become complex. Travel expense management tools like Concur or Expensify help refine this process by tracking, submitting, and approving expenses in real time.

Strategies for Managing Holiday Travel Expenses:

• Set up automated alerts for unusual expenses or policy violations

• Automate the approval process for common expenses like meals or mileage

• Monitor expenses regularly to prevent overspending

Share Holiday Travel Tips for a Smooth Journey

Equip employees with holiday travel tips to navigate busy airports, delays, and holiday crowds. These travel tips can supplement your holiday travel checklist and support your team’s well-being during the season.

Holiday Travel Tips to Share:

• Book flights and accommodations early to avoid limited availability

• Use business travel platforms or loyalty programs to access perks like priority boarding and lounge access

• Download apps for real-time flight updates and rebooking options

Maintain Open Communication with Travelers and Remote Employees

Clear and consistent communication is essential for managing expectations and running operations smoothly. Use communication platforms like Slack or Microsoft Teams to provide updates on travel status, schedule changes, and urgent issues.

Ideas for Effective Communication During the Holiday Season:

• Create a dedicated holiday travel channel to consolidate discussions and resources

• Use automated out-of-office responders to inform clients and colleagues of limited availability

• Schedule regular check-ins with remote employees to address any concerns that arise during travel

Supporting Your Team During the Holiday Season

October through December can be hectic, but proactive planning and clear communication create a smooth holiday season for your team. Your support as an administrative professional can alleviate the stress of holiday travel when employees are traveling for work or taking personal time off.

To become a more organized and effective travel planner, utilize our Travel Itinerary Template from All Things Admin Founder Julie Perrine.

Download Now!