Client Chaos, Begone! 3 Steps to Streamlined Travel Client Management

Do you ever feel like managing travel clients is like trying to nail jelly to a wall? 

Yep, that level of “Why is this happening to me?” Luckily, getting your process slicker than a greased penguin is not as hard as it sounds. 

And unlike cloning yourself or developing telepathy, it won’t break the bank. 

Dive into this simple three-step guide to streamline your client intake without losing your marbles (or your clients).

How to Magically Make Your Client Process Less of a Hot Mess

Ready for a miracle? 

Here it comes, in three glorious steps.

Step 1: Set Work Hours Like You’re Guarding Fort Knox

1. First, figure out if you’re a 9-5er, Night Owl, Early Bird, or Weekend Warrior.

Be honest with yourself here.

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2. Then, set 2-3 hours of your day, just for your travel clients and guard them like a dragon hoards gold. 

Pro tip: Shout your new hours from the digital rooftops—email, social media, skywriting if you must. 

It’s about setting boundaries, with flair.

Here are some examples of my hours:

Here’s my hours in my email signature:

Here’s my hours inside the qualifier form:

Here’s my business hours on google:

Step 2: Keep Phone Calls Shorter Than a Goldfish’s Attention Span

Limit calls to 5 minutes. 

I repeat.

Limit calls to 5 minutes.

And if it’s outside your shiny new hours, pretend your phone is a hot potato. 

In those precious minutes, listen, then gently nudge them to your online form where they can plan their trip. 

(If you don’t have a form, no worries I got you in step 3)

Major oopsie to avoid: Getting sucked into phone call black holes. 

Reserve that space for travelers in actual emergencies  (like being stuck in quicksand in Dubai).

And if they are really long winded use this script: 

“I have to keep my phone lines open for those traveling with emergencies. 

So I have to get off, and I’m looking forward to working with you on your getaway. 

Make sure to go to {your form} to get started.”

Make sure to let them know what fees are involved so they will know that ahead of time.

Step 3: Digitize Info Gathering Like You’re Launching Them to Mars

Stop collecting travel deets over the phone like you’re hoarding stamps. 

Send clients on a digital adventure via a form that snatches all their info plus an admin fee. 

Here’s my template form that I send all my potential clients to:

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If they call afterwards, redirect them back to the link if they have not yet filled out the form.

Once they fill out the form you get to researching their trip and email them any additional info you may need and their options.

The key here is to keep it digital – NOT OVER THE PHONE.

If they call back, play hot potato again or turn them into digital detectives pointing them back to their email. 

Example: tell them to refer to their email and tell them how to use the search bar in their email and type their destination or your name in their search bar. 

“Remember that form link I sent you? 

Yes, that’s your treasure map.”

Adopting this method turned my client management from resembling a circus on fire to a well-oiled Broadway show. 

It’s not about banishing your clients to the shadow realm; it’s about creating an efficient, respectful, and downright delightful process for both of you.

Why This Wacky Wizardry Works Wonders

Because boundaries, efficiency, and clarity are the Three Musketeers of Getting Stuff Done.

Reason 1: Boundaries Are Better Than a Moat

Setting work hours and keeping chitchats brief teaches your clients to respect your castle rules. 

It’s like having an invisible moat that ensures only the worthy cross.

Reason 2: Efficiency Is Your Magic Wand

Digitizing turns a pile of paperwork into a few clicks. 

It’s like having a magic wand that turns frogs (aka tedious tasks) into princes (aka more time for the fun stuff).

Reason 3: Clarity Is Your Compass

When clients know the when, how, and where of reaching you, confusion evaporates like a puddle in the desert. 

Clear paths lead to happy travelers and even happier you.

The Conclusion

Adopt this three-step guide, and you’ll not only streamline your travel client intake process but also sprinkle a bit of joy into the mix. 

Because let’s face it, if we can’t laugh at the chaos, we’re just a bunch of stressed-out travel gurus in a world that desperately needs our magic. 

So, here’s to working smarter, not harder, and to making the client experience so smooth, they’ll think they’ve hit the travel jackpot. 

And if you want to dive deeper check out these other guides:

Buckle up; your business (and your sanity) is about to take off!

Annnnnnd…

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