How a virtual travel assistant can help plan your business trips

Travelling is fun but planning for it can be arduous. Time and thought is needed to plot and devise a trip that is both fulfilling and relaxing. It’s essential that all sorts of data be made accessible and available to you to concoct the best travel itinerary. But as someone who’s preoccupied with work or caught up with managing a flourishing business, do you really have the time to give this much thought?

Imagine if the act of travelling was mind numbingly easy. All you had to do was pack your bags, drive straight to the airport and a taxi that was already waiting at your doorstep, and before you knew it you were halfway to your destination. You have the most accurate and convenient itinerary awaiting you once you arrive, your snacks or lunch are prepared and to make yourself a little more comfortable you find the use of a neck pillow quite convenient. All these small things are taken care of, so you switch your attention to your presentation or letters, and focus with ease. The reality is, that hiring a virtual travel assistant actually ensures such comfort is brought to life. 

To further elucidate on the term, a virtual assistant is one who helps do all the time consuming tasks for you, but you may need to consider hiring a virtual assistant. They’ll answer your calls, tend to your messages, and that allows you to fixate on your important business meetings, and it’s at this junction that a virtual assistant’s presence can either help elevate the experience or their lack thereof worsen it. 

What Can a Virtual Travel Assistant Do For Me?

1. Time management 

Let the VA be in charge

Are you travelling for a business? Let your VA be responsible for booking the cheapest flight, navigate and browse through numerous accommodations, and list all your invoices categorically. All you’d have to do is select a date and choose your location, and your VA will help plot your schedule for you. 

More hours to yourself 

Your business can get better by hiring a virtual travel assistant. Time becomes a game changer particularly when you’re a small business owner. It’s imperative that all this energy and time being spent on propagating your business not be spent on planning a trip. The virtual assistant allows you to focus on your urgent tasks while handling any menial task behind your back. 

Timely reservations

Your virtual assistant will ensure that all your reservations are made at the right time. Your preferences will help it in sourcing the best deals for you, whether you prefer a sunrise view or an indoor pool, your virtual assistant gives priority to your choices. This is a safe way of ensuring you only get what you desire. 

2. Continuous Assistance 

Easy travelling

 There are multiple problems that can arise during travelling, so it’s comforting to know that a virtual assistant is able to handle all calls, messages and concerns that would have otherwise burdened you during your trip. Managing a virtual assistant to take over events as well as trip management is a sure way to release the tension and stress that comes from travelling. A calm and focused mind would help boost productivity.

Arrive on time and in style 

Ensure that your pick and drop services are seamless with pre-booked taxis that are on your location ready to transport you to your destination of choice without any interference or lag. A smooth transition from one destination to the next is a sure way to make you feel at ease. Additionally, in the event of any setbacks, your virtual travel assistant will be responsible for alternate services ready to ensure you arrive on time. 

Dealing with uncertainties 

Hiring a virtual assistant means that in the event of any setbacks or hiccups in your itinerary, your virtual assistant would navigate and decide the next course of action, thereby alleviating you of the need to focus and stress about the next course of action. When timely constraints have to be met, it becomes taxing and vexing to deal with small problems, but your virtual assistant takes it up as a challenge that must be met and allows you to continue your day seamlessly.

Constant Support

No matter the time, a virtual travel assistance is on hand to help you out with your concerns. The service can be very beneficial for busy employees who have deadlines to meet and meetings to attend, giving them no time to prepare for their business trips. If you cannot find the time, let your virtual assistant give you a hand. 

Arrangements for layovers and transits

There is a lot that comes with travel plans. Commutes, transits, and layovers have to be managed. If you have short transits, you may need to have transport pre-arranged to travel between airports or stops. If you have long layovers, it isn’t always possible to stay at the airport. The virtual travel assistant can create plans that don’t cost you too much. 

Offers support

Being in a foreign land can be a bit overwhelming. The language barrier alone can make it hard to find help. And things can get worse if you misplace your luggage and your documents. Hiring a virtual assistant can offer you support by transferring any necessary funds and providing you with digital copies of your documents and itinerary. 

3. Smooth Travel Planning and Management

Find attractive deals

Planning a business trip takes time. You need to find flights that don’t cost your business a lot of money, which can take a lot of time. By hiring a virtual travel assistant, this work can be sorted by them. You simply inform them of the time that you may need to travel, your budget, and your seating and meal preferences. 

Seats on short notice

If you need to book a flight on short notice, you may not be able to find the time to do so. Instead of parsing through all the online websites, let your virtual travel assistant have a go. They can confirm your bookings and give you the time to dedicate to your business. 

Finding the right place to stay

Travel usually requires that you have a place to stay. Once you have booked your flight, now you need to look for a place to stay. Your virtual assistant can book the hotel in the right location and ensure they stick to the budget. 

4. Shrink Expenses

One time payments

Instead of hiring an assistant full-time, you can hire a virtual travel assistant. You can buy their services for a few hours, during which they can book your flights, commute, hotel stay, and any other services that you may require. The virtual assistant is available during holidays as well, to help you on days where you may not have the time. All you need to do is, pay the assistant for the hours they help. 

High quality at low prices

The one-time cost can offer you a myriad of benefits. From managing your location, and confirming your flight details, the virtual travel assistant is trained to offer you high quality services for the few hours you need them. 

Cutting office space costs

Office costs are a huge expense for businesses. You either have to rent a huge space on a monthly basis, or purchase a space for your employees. A virtual assistant doesn’t need physical space as you are in touch with them online. All of your correspondence takes place online as well. You can save thousands of dollars as you don’t have to spend on office space, furniture, equipment and a lot more. 

Lower operation costs

The operation costs are lower, because of the lowered company expenses. By reducing the staff on your payroll, you save money you would have to spend on health insurance and other benefits. These expenses can be a huge strain on your business and hiring a virtual assistant can help you save money. 

No training costs

Virtual assistants are already trained in all the clerical skills that are needed to help you with managing and booking your travels. All you need to do is find the right person from the pool of candidates that the organizations may provide. 

Flexible plans

When you hire a virtual assistant, you can choose between various plans offered by the organization. Whether you need them for a few days, or weeks, or even a few hours, you can choose according to your needs and budget. 

Where do you find the perfect virtual travel assistant?

There are a clear list of benefits to hiring a virtual assistant. For just a small payment, you receive the benefits of a full-time employee. You get the chance to focus on your business and transfer the monotonous task of booking flights to the virtual  travel assistant. Allow Vgrow solutions to help you with finding just the right person to assist you with all our travel needs.