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Keeping Track Of It All

Written by  Katie Hultgren

 

A crisp snap has been in the air these past few mornings, forcing me to acknowledge that yet another change in season is upon us. 

Like the weather and the seasons, the business of travel always seems to be changing. There are new resorts, hotels, tour packages and airlift announced every day, and travel trends seem to change regularly as well. What is hot today might be old news tomorrow. The history and architecture of the top destinations remains the same, but how travelers experience those destinations is continually being upgraded, in an effort to provide new and unforgettable experiences to both new and veteran travelers.

 

 

Consumers come to you, assuming that you know everything there is to know about everywhere they want to go. But, as an agent, it must be very difficult to keep yourself abreast of all the changes. Information is continually coming at you, and it is up to you to determine what you need, and what 

you don’t.

These days, most press releases and announcements are delivered via email. It is very helpful to create a separate email account, exclusively for incoming news from suppliers and destinations. Provide your “information only” email address when signing up for special offers and subscribing to newsletters, keeping the email address you use for business correspondence more exclusive. Within the new email account, create an organized folder structure based on your needs - destinations, suppliers, airlines, etc. Save and sort incoming into those folders for easy access when you need them. Be sure to delete any email about a special offer once the date has passed. That way, you have built a library of information. Using the search function of your email program, you can quickly retrieve the information you are looking for when you actually need it.

It is time for the new 2014 supplier brochures to start coming in as well. If they are printed, be sure to discard and recycle the older catalogs and replace with the new. If they are digital brochures, download and save them in an organized way. This makes it easy to find them when you want to refer to them, and to share with clients via an email attachment. 

We consider JAX FAX magazine to be a reference tool for agents, and hope you keep older issues for that purpose. We provide destination information that is intended to be used as it is needed, which is not necessarily in the month we mail an issue. All of our issues are archived online, so if you cannot put your hands on your print issue when you need it, you can always find it on www.jaxfax.com. Most of our past supplements are there too. Our new Quarterly Guide to International Airlines and Consolidator Airfare is designed for you to keep on your desk as a handy reference tool, which you can replace when you receive the newest one. We have had wonderful feedback about this new supplement - which confirms that many agents are having great success working with consolidators for airfare, and that they appreciate having this information so easily accessible.  

When there is so much information constantly coming at you, it is important to keep it all organized. That way, you will not need to remember everything - you just need to remember where you put it all!

 

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