project manager travel industry

Project Management

13 minute read

Project Management for Travel Agencies: The Ultimate Guide

Maria Fernanda Castro Jorge

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Quite a large proportion of modern business in Europe and worldwide is project-oriented . This part is nearly 25% worldwide, and the travel sector is no exception. This is because more and more companies are focused on creating fundamentally new or unique products and services. They're also focused on achieving new results. Projects are no longer a set of technical documentation and estimates (as they used to be) but are serious activities aimed at realizing individual company goals.

In short, the travel agency's success strongly depends on the ability to implement project-based work. In this regard, project management has become a relevant and important topic for travel agents of any level.

What is a project?

A project is a process (or group of activities) with a clearly defined timeframe. Its purpose is to create a unique product or obtain some innovative results. In the tourism business, the goal of a project is often called the solution of specific tasks. Accordingly, project management is a specific activity, the purpose of which is to realize all the tasks set. For this purpose, the maximum amount of effort, knowledge, experience, techniques, and project management software are applied.

A project is a process or group of activities with a clearly defined timeframe.

It is important to understand how they differ from everyday activities in the organization. First, each project has its own unique goal and time constraints for its achievement. In day-to-day activities, the goal is repetitive, and the deadlines are as well. Secondly, a project ends when it has reached a set goal. Day-to-day activities are endless, and their purpose is to maintain the normal flow of the tourism business.

Project management helps to achieve the set goals quickly and efficiently. Besides, a whole system of subtasks is formed in the process, which ties in to the company's more general goals. A scheme of competent distribution of resources is developed.

Project management is a whole science that has acquired a body of knowledge, rules, and standards. The most famous resource is PMBOK . This "book of knowledge" in project management describes the best practical advice and knowledge.

What does project management involve?

• Defining and forming requirements for the project.
• Setting as clear and understandable goals as possible.
• Establishing and implementing communication between the parties involved in the project.
• Balancing project constraints: budget, resources, risks, deadlines, quality.
• Communicating with the team, considering their needs/wants/expectations, and adjusting existing plans according to the input received.

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All these activities are segmented into distinct phases: project initiation, planning, execution and control, and completion. Careful project management planning , organization of tasks and project components, providing the necessary resources, and controlling the effectiveness of the chosen strategy contribute to achieving the goal in the tourism business. Let's discuss this in more detail:

• Initiation (i.e., the start of the project) is a kind of familiarization with the project. Its essence and goals are defined, and a suitable team is formed.
• Planning is the most important part of the travel project management. As stated in the classical methodology on PMBOK, it should take about 50% of all time in the project realization process. The difficulty is that all the actions the travel agent must carry out to achieve a given goal are carefully prescribed during this stage. For this purpose, the project is initially divided into parts and a set of small tasks. A certain work schedule is created in which deadlines for each task are prescribed. A list of necessary resources is also worked out. In the travel agency case, project management planning includes periodic adjustments because new nuances, subtasks, and pitfalls appear in the work process.
• Execution and control. This stage should be alternated with the previous one. In an ideal project management system, everything looks like this: set a task, do it, control it, make the necessary adjustments to the plan, set the next task, and so on. At the execution stage, some tools usually facilitate the flow of processes: delegation, time management, and the Eisenhower matrix.
• Project finalization. At this stage, a control check of the completed work is made. The original data, involved instructions, and regulations are saved. This is necessary so that even a new team member can understand what and how things were done before him.

There are quite a large number of methods of how projects are managed. Besides the classic method which we just described above, some others are used:

• Agile . This is when one big project is divided into many mini-projects with step-by-step implementation.
• Lean. This is the distribution of the project into small work packages.
• Scrum. This is the division of the project into component parts.
• Kanban. This is a variant for projects that are not limited by deadlines because they can be postponed.

Learn more: Kanban vs. Scrum – what's the difference?

Each methodology has a lot of its nuances, advantages, and disadvantages. Choosing the right system depends on the specifics of your travel agency and the team that will be working on a particular project.

How is project management relevant to tourism and travel management?

Project management skills are highly relevant to a tourism and travel management career.

A travel agency's success strongly depends on its ability to implement project-based work.

Here's how project management skills can be applied in this field:

• Planning and organization. Project managers excel in creating detailed project plans, crucial in tourism and travel management. You must plan itineraries, book accommodations, arrange transportation, and schedule tourist activities. Being well-organized ensures that everything runs smoothly.
• Time management. Time is of the essence in the travel industry. Project managers are skilled at setting and meeting deadlines, which is vital when booking flights, organizing tours, and ensuring that travelers are on time for their activities.
• Budgeting. Project management involves creating and managing budgets. You'll often have to work within budget constraints in tourism and travel management. Effective budget management ensures that resources are allocated efficiently and that costs are controlled.
• Stakeholder management. Project managers are adept at managing stakeholders, and this skill is essential when dealing with tourists, travel agencies, hotels, airlines, and other service providers. Building strong relationships with these stakeholders can lead to better deals and partnerships.
• Risk management. Identifying and mitigating risks is a critical project management skill. In the travel industry, you must anticipate and manage risks such as weather-related disruptions, health emergencies, or political unrest in destination countries.
• Communication. Clear and effective communication is key in both project management and travel management. You must communicate with clients, team members, and service providers to ensure everyone is on the same page and that information is conveyed accurately.
• Resource allocation. Project managers are skilled at allocating resources efficiently, whether assigning tasks to team members or managing the allocation of rooms and transportation for travelers.
• Problem solving. In tourism and travel, unexpected issues such as flight cancellations or visa problems can arise. Project managers are trained to handle unexpected challenges and find solutions quickly.
• Quality assurance. Ensuring a high level of service quality is essential in the tourism and travel industry. Project management skills can help you establish quality standards, monitor performance, and make improvements where necessary.
• Continuous improvement. Project managers are trained to review and analyze project outcomes to identify areas for improvement. This can involve analyzing customer feedback and adjusting services to enhance the overall travel experience in travel management.

So, project management skills are highly transferable and can greatly benefit a tourism and travel management career. These skills enable professionals in this field to plan, execute, and manage various aspects of travel experiences efficiently, ultimately leading to satisfied clients and successful travel operations.

Project management software for travel agencies

Implementing project management techniques is best done with dedicated project management software. Otherwise, you may end up spending more time managing your project management tool than using the tool to manage your project. The best project management software for travel agencies are:

• Worksection

All of them pursue 3 main goals:

• To make employees more efficient.
• To make the project management process itself more productive and effective.
• To make the management of the company's project profile more convenient and transparent for an outside view.

Project management software is appropriate when the projects themselves are more or less of the same nature. They allow you to form a unified picture of the project profile, track the stages of its implementation at different levels, and control the budget and deadlines.

Project management software are tools for the organization and the team, making all the company's activities as transparent as possible. Everyone can see the time and financial costs of certain projects, their workload, and their colleagues' workload.

As a result, using such systems and the subsequent transparency of work makes it easy to identify the causes of overruns or errors, optimize costs, and effectively reduce expenses (time, finances, and labor).

A case study in tourism project management: the Bookatrekking story

In their initial years, Bookatrekking faced many challenges common to many travel agencies. Coordinating trips, managing a dynamic team of guides, ensuring customer satisfaction, and navigating the ever-changing world of travel proved to be their own uphill climb. They realized that while their love for adventure was undeniable, the need for structured management was imperative.

Recognizing the need for change, Bookatrekking embraced the principles of project management. This team implemented Basecamp and Trello in their work processes. Trello was used for implementing strategic goals, and Basecamp for local tasks.

Streamlining operations

One of the first critical steps was streamlining their operations. They recognized that time is of the essence in the world of adventure. They optimized their tour planning, booking processes, and communication through Basecamp. It enhanced their internal team coordination and ensured that customers received quick responses and seamless experiences.

Team empowerment

With Basecamp, they empowered their guides and staff. Detailed workflows and standardized procedures provided clarity, minimized errors, and allowed for quicker decision-making. The team, once struggling with chaos, was now a well-oiled machine.

Data-driven decisions

Data became their compass. With the help of Trello, Bookatrekking meticulously analyzed customer feedback, booking trends, and market insights. It allowed them to make informed decisions, tailor their tour offerings to meet customer desires, and adapt to the travel landscape.

Where a travel agent should learn project management

In this article, we have considered the basics of the rather complex project management concept.

Suppose you are seriously aiming at a deep study of this science and planning your career development as a project manager. In that case, going to the Project Management Basics course at GoSkills makes sense. In 14 engaging lessons, you will learn how to effectively manage projects from start to finish through a range of topics, including project initiation and closeout, scope, schedule and resource planning, project execution and control, and more.

Prepare to get certified in project management

Start learning today with GoSkills courses

Project management is an indispensable skill needed by every travel agent. It is important to understand that project management is not a situational set of measures but a procedural implementation and realization of the whole mechanism. Stay calm if this topic seems too complex and vague to you now. Modern project management is a competent and balanced system, which you should approach with readiness and seriousness. Then, you will be able to understand everything and successfully apply it in the management of your travel agency business.

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Maria Fernanda manages GoSkills' social media channels and enjoys writing content whenever needed. A cup of coffee and an early morning run is all she needs to have a great start to her day.

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PM Insight for Work and Life

Do Project Managers Travel: The Truth Behind the Myths

Do Project Managers Travel? THE HOMEBODY OR FREQUENT FLYER?

Project management is a booming career, with businesses continuing to grow and technology advancing faster than ever before. But what does being a project manager really involve? The misconception of the job often leads people asking “Do project managers travel?” Let’s investigate the truth behind this question; from sitting at your desk all day or jet-setting around the world – it turns out there’s much more to uncover about life as a project manager!

About the Job…

First off, let’s make sure we understand again what a project manager is. A project manager is responsible for overseeing the planning, implementation, and tracking of a project and is the main point of contact for the customer. They own the overall responsibility of success for a project. Now, back to the question at hand: do project managers travel? The answer is yes and no. It depends on the industry, the project, and the company. Some project managers never leave their desk, while others are constantly on the move.

Do Project Managers Travel? Its Based on the Industry.

Let’s break it down by industry. In industries such as IT and construction, project managers are more likely to travel. IT projects often involve teams located in different parts of the world, which means project managers may need to travel to meet with them in person. In the construction industry, project managers are often on-site, overseeing the construction process and ensuring that everything is going according to plan. In industries such as marketing and finance, project managers are less likely to travel. Marketing projects are typically done in-house or with local agencies, while finance projects may involve data analysis and reporting that can be done remotely.

The Project Types

Next, let’s look at the type of project. Large, complex projects are more likely to require travel than small, straightforward projects. Typically small projects don’t have the budget for you to jump on a plane at any point, unless you are dealing with a key customer, in which case you’re going to do whatever you need to do to make them happy. A project manager overseeing the construction of a new skyscraper will likely need to be on-site frequently, while a project manager overseeing a software update may never leave their desk.

It also Depends on the Company

Finally, let’s consider the company. Keep in mind that travel also may depend largely on the culture of the company. If you have company that keeps a close eye on finances, they will only allow travel when its absolutely necessary. On the other hand if you have a company that fosters a more collaborative culture, they will be much more open to promoting face to face discussion and relationships to keep things moving along, which will have a project manager traveling much more often. Some companies have a culture of remote work, while others require employees to be in the office. A project manager working for a company with a remote work policy may be able to manage projects from anywhere in the world, while a project manager working for a company with an office-based culture may need to be in the office frequently. i personally work for a large company that since the pandemic has opened up to having a much more open policy on working remote. The office now has open seating working spaces and most PMs come in only as needed and you may only see them in the office twice a week (like myself), or you will have some that still enjoy being in the office and are there every day. Either way I think traveling can be a great advantage in the use of the soft skills it takes to do the job because of that face to face and collaborative element.

Depending on the company’s needs or expectations, you may be required to make regular trips either domestically or abroad in order to ensure that projects are completed successfully, efficiently and on budget. Before taking up the position it’s important to understand these requirements so you can decide whether this opportunity is right for you—because ultimately being a great project manager means having an unflappable spirit no matter where your job brings you!

Do Project Managers Travel? If that’s what it takes!

The Bottom line is, Project managers are essential to the success of any project. They bring together key players and resources, develop strategies for overcoming challenges, track progress along the way – all while ensuring quality results that meet expectations. A PM will do whatever it takes to achieve this whether its working remotely and handling thing over the phone, email, or a teams meeting, or hopping on a plane every week to get face to face to get things done. For those interested in pursuing such a career path: understand your responsibilities early on so you can make sure each journey provides maximum benefit with minimal stress. I personally enjoy spending time with my Family and Friends and would not take a job that requires me to travel so much. I have however managed a team for a project across 4 states and never jumped on a plane. It took lots of phone time and emails to keep those lines of communication open constantly to get things done. Looking back I would have liked to travel to each site at least once. Now if I need to travel it would only be perhaps for the kickoff meeting, then again if any issues arise during the project, then one more time at the end of the closeout. Its important that you examine what type of PM you want to be and how to balance that with your personal life. I guess I am somewhat more on the infrequent side when it comes to wanting to travel. But hey if you’re the type that loves to live out of a suitcase and hang out in airport lounges racking up miles, have fun with that!

DO project managers travel? How to adjust to the life

By the time you become a seasoned project manager, you will have had the pleasure of traveling to various locations for work. It’s an exciting aspect of the job, but it also presents challenges that you will learn the best ways to overcome. Here are some tips on how to adjust to life as a traveling project manager.

Preparation is key.

Before embarking on any travel, it’s essential to research the location, learn about the culture, and identify local customs. It’s also important to pack efficiently and make sure you have all the necessary equipment, such as chargers and adapters, to avoid any unnecessary stress.

Effective communication

Communicating effectively and regularly is critical when traveling as a project manager. Setting clear communication channels with team members, stakeholders, and clients before and during travel is essential. This includes setting expectations, updating schedules, and sharing travel plans.

Manage your time

Managing your time effectively is also crucial when traveling as a project manager. It’s essential to set realistic goals and timelines, prioritize tasks, and minimize distractions. Additionally, scheduling and planning ahead can help maximize productivity and reduce stress.

Maintain balance!

Maintaining a healthy work-life balance can be a challenge when traveling, especially when dealing with jet lag or working in different time zones. Therefore, prioritizing self-care, such as getting enough sleep, exercise, and downtime, is essential to avoid burnout.

Stay ready to adapt

Finally, it’s important to be adaptable and flexible when traveling as a project manager. Unexpected situations may arise, and plans may change at the last minute. Therefore, having a backup plan and the ability to adjust to changes is crucial.

In conclusion, traveling as a project manager can be both exciting and challenging. By following these tips, you can adjust to life as a traveling project manager and succeed in your role while enjoying the benefits of traveling.

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Product Manager Travel Job Description

Product manager travel duties & responsibilities.

To write an effective product manager travel job description, begin by listing detailed duties, responsibilities and expectations. We have included product manager travel job description templates that you can modify and use.

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Product Manager Travel Qualifications

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Employers hiring for the product manager travel job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and University Degree in Business, Computer Science, Engineering, Education, Marketing, MBA, Management, Technical, Software Development, Communications

Skills for Product Manager Travel

Desired skills for product manager travel include:

Desired experience for product manager travel includes:

Product Manager Travel Examples

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• PDF Document (.pdf) .PDF
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• Oversees product Lifecycle
• Owns Product Roadmap
• Owns & prioritize Product Backlog
• Identify opportunities and tactics to drive organic traffic to our website
• Develop, define and prioritize the product vision and strategy for the Travel Group from development of new products to enhancements of existing products across digital platforms
• MBA (or equivalent) an asset
• Graduate in a Business, Science, or Travel related discipline
• Analytical thinker, self-motivated and solution orientated
• Experienced leader of multiple disciplines
• In depth knowledge of major travel destinations and players in the market
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• Compile and maintain core and product documentation for commercial, implementation and support teams
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• Travel domain experience, preferably in Sabre GDS
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• Experience with Requirements management and Defect tracking tools like Jira, Rally, Quality Center
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• Lead cross-functional teams of Product, Engineering, QA, Legal, Operations, and others to deliver new features and functionality to market
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• Initiating campaigns to launch those products using above and below the line marketing strategies, highly focused on use of digital technology
• Managing product launch related activities in coordination with various stakeholders including specifications, technical development, operations planning, and customer service
• GDS and travel agency experience preferred
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• Provide Analysis and Reporting on all aspects of Product with a focus on Back-end maximisation
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• Excellent hands-on practical knowledge of technology such as GDS, MIS, OBT
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• 4+ years of Product Management and/or technical project management experience
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