Maximize Downtime: Smart Strategies for Travel Advisors Waiting for Inquiries
One of the most frequently asked questions I get from travel advisors is, “What do I do when I’m waiting for an inquiry to come in?”
Whether you are a new travel business owner waiting for your first inquiry or have been in the industry for a while and are experiencing a lull in business, the good news (and something I wish I’d been told years ago) is that these often discouraging “down times” are actually valuable opportunities to intentionally set yourself up for success when an inquiry does come in.
Trust me, as a seasoned travel advisor with over eight years under my belt, sometimes I find myself wishing I had this type of lull to organize areas of my business that I just don’t have time to give any TLC. I know that waiting for an inquiry = waiting from income, and that can be a very discouraging period.
However, if you take the following insights into consideration, you will set yourself up in a way that many travel advisors figure out too late, costing them clients, time, and money.
Use Your Time to Become a Travel Planning Expert
In the travel industry, the concept of expertise can often feel intimidating. Many travel advisors hesitate to call themselves experts, believing they need to have visited a destination countless times or know absolutely everything about a location. But here's the truth: becoming an expert is more accessible than you might think.
Expertise isn't about having a perfect, encyclopedic knowledge of every destination. Instead, it's about developing a deep understanding, being able to answer client questions confidently, and continuously expanding your knowledge. The common thread among travel experts is their commitment to learning, researching, and gaining unique perspectives.
You Don't Need 100 Trips to Be an Expert
You can become an expert without planning 100 trips, but you cannot plan 100 trips if you're not the expert.
Many professionals in our industry—predominantly women, but certainly not exclusively—tend to be incredibly humble. When asked about their expertise, they often downplay their knowledge, saying things like, "I've been there ten times, but there's still so much I don't know."
This self-doubt can hold you back. The reality is, you likely know more than you give yourself credit for, and you can strategically build your expertise during your downtime.
How to Build Expertise Between Client Inquiries
The key is simple: aim to be just one or two steps ahead of your clients. You don't need to be the ultimate authority on a destination from day one. Start by:
Reading travel blogs and industry publications
Taking online courses about specific destinations or travel types
Networking with other travel professionals
By consistently investing time in learning, you'll quickly develop the confidence and knowledge to provide exceptional service. Remember, expertise is a journey, not a destination. Over time, you'll move from being one step ahead to potentially 30 steps ahead—but that growth happens naturally with dedication and passion.
The most important thing is to embrace your growing knowledge and present yourself professionally. Your clients are seeking guidance, and your commitment to continuous learning will set you apart in the competitive travel industry.
Leveraging Suppliers and Networking
Let's be real - building a robust network is what separates good travel advisors from great ones. While waiting for client inquiries, proactive travel advisors can strategically expand their professional connections and knowledge. This might look like dedicating an hour each week to researching new destinations, connecting with suppliers on LinkedIn, or participating in webinars and online training sessions offered by tour operators and destination management companies.
Tour operators and destination management companies are invaluable resources in your travel planning toolkit. They provide insider knowledge, handle complex logistics, and can often secure experiences or accommodations that individual travelers can't access. Consider creating a spreadsheet or database of key contacts, noting their specialties, unique offerings, and contact information. Follow their social media, subscribe to their newsletters, and gradually build a comprehensive understanding of what makes each supplier exceptional.
Don't forget seasonality when networking! Different destinations have unique rhythms – peak tourist seasons, shoulder seasons, and off-peak periods, so plan your outreach and networking efforts during times when potential connections aren’t as busy.
By continuously expanding your network and staying informed, you'll position yourself as an indispensable resource for travelers seeking exceptional experiences. Remember, professional growth is built incrementally – each connection, each conversation brings you closer to becoming the go-to travel advisor clients trust and recommend.
Planning Itineraries and the Power of Repetition
In the world of travel advising, expertise isn't just about visiting destinations—it's about having knowledge even when you haven’t visited a destination (or been on a cruise ship, or flown with a particular airline). Expertise involves understanding clients' desires and providing well-researched, personalized options.
Let's talk money and customization. Understanding your clients' budgets is fundamental to crafting the perfect itinerary. Whether they're looking for budget-friendly adventures or luxurious experiences, your ability to match their financial expectations with incredible travel options sets you apart as a professional. During downtime, create sample itineraries for different budget levels, documenting your research in a systematic way that you can quickly reference when opportunities arise.
Just like professionals in real estate or financial advising, travel advisors become experts by doing the same thing over and over again…although in our case, that’s planning travel!
Building Your Travel Advising Expertise
In the dynamic world of travel advising, downtime isn't a pause—it's an opportunity for growth. Maximizing these quiet moments is the key to transforming yourself from a good travel advisor to an exceptional one. Think of this time as your professional development playground, where you'll build the skills, knowledge, and network that will set you apart in the industry.
Start by creating a structured approach to learning. Identify the types of clients you want to serve and the destinations that excite you most. Dive deep into understanding logistics, seasonality, and the nuanced differences within destinations. For instance, when exploring a region like Tuscany, learn about everything from wine-tasting tours to the distinct characteristics of different neighborhoods and regions … then you’ll be able to narrow down suggestions to clients based on their profiles.
Collaboration is your secret weapon during these slower periods. Platforms like The Hive become invaluable resources, allowing you to:
Read in-depth destination insights
Tag and organize research notes
Connect with fellow travel advisors
Get insights into suppliers through profiles curated just for travel advisors
Your goal isn't just to book trips—it's to create transformative travel experiences. This means developing deep knowledge, creating personalized service, and becoming the go-to resource for your clients. While many travel advisors gain these insights on Facebook forums, I created The Hive as a professional platform that would support this research & collaboration.
Introducing The Hive: Your Professional Growth Partner
Ready to take your travel advising to the next level? The Hive is the collaborative platform designed specifically for travel professionals like you. It's more than just a tool—it's a community that empowers you to build expertise, streamline your workflow, and connect with other advisors. With comprehensive destination guides, customizable templates, and a supportive network, The Hive transforms your downtime into a powerful opportunity for professional growth.
Stop waiting for clients. Start building your expertise. Join The Hive today and turn your travel advising dreams into reality.
