What is a travel itinerary: Everything you need to know

A travel itinerary can be a game changer when it comes time to hit the road on a business trip. Find out how you can start implementing one today.

A travel itinerary can be a game changer when it comes time to hit the road on a business trip. Find out how you can start implementing one today.

By Jessica Freedman

travel itinerary

A business trip requires a variety of tasks, from arranging transportation to scheduling meetings and ensuring timely arrivals. In the midst of all this hustle and bustle, a well-organized travel plan can make all the difference.

In this comprehensive guide, we explore the importance of travel plans for business trips and show the positive impact on business trips. Whether you travel frequently for business or act as a manager overseeing your team’s travel preparations, a thorough understanding of travel planning is crucial.

Why is a travel itinerary important in corporate travel?

An itinerary is essentially a detailed plan of your trip that includes important information like flight details, accommodation reservations, meeting schedules, and more. Its importance in business trips cannot be underestimated as it acts as a guide and ensures a smooth and productive trip.

In this post, we’ll take a closer look at how a well-thought-out travel plan can change the way you approach business travel. From organizational benefits to route planning optimization, using travel plans brings many benefits:

1. It’s more organized

A travel plan brings order to the chaos of travel planning. By combining all relevant information in one document, it provides a comprehensive overview of your trip. Not only does this help you stay organized, but it also makes it easy to access important details when you need them.

2. It can help you optimize the route

Planning your trip in advance allows you to optimize your route efficiently. Integrating tools like Google Maps ensures you choose the most time-efficient routes between locations, reducing travel time and increasing productivity. The real-time updates of these mapping tools also allow you to avoid unexpected obstacles and ensure a smooth journey. Below you will find further tips on whether a business trip should be taken by train or plane.

3. Can make sure you don’t miss any meetings or stops

Missing meetings or important stops can be absolutely detrimental to the success of your business trip. A well-thought-out itinerary serves as a reliable guide, helps you stick to your schedule and ensures that you arrive at your respective destinations on time.

4. Helps you decide the best type of transportation for your trip

An itinerary encourages you to identify the most appropriate mode of transportation for each part of your trip. Whether it’s a flight, train or rental car, thoughtful planning will help you choose options that fit your schedule and budget.

5. Saves money by allowing you to be organized ahead of time

Organizing your trip in advance through a detailed itinerary gives you the opportunity to make effective decisions not only in terms of time but also financially. By planning all aspects of your trip in advance in a structured manner, you not only minimize the risk of last-minute expenses, but also create space for forward-looking budgeting. This early planning allows you to compare different accommodation and transportation options to choose the most cost-effective options.

With a clear overview of your expenses, the travel plan helps prioritize your financial efficiency and the savings achieved can then be invested in other areas of your business.

travel savings


A well-thought-out travel plan therefore acts as a strategic tool to not only save travel time but also use financial resources efficiently. Additionally, pre-planning provides the opportunity to become aware of special offers or discounts in a timely manner, which can lead to additional savings. 

In the section above, we highlighted the importance of travel plans when planning and organizing business trips. Now let’s look at some of the best tools to streamline planning processes for your team.

Excel Gantt diagram sheet for planning business trip

The old school way: Excel

Although it’s an old, traditional tool, Excel remains a powerful way to create and manage travel plans. With its spreadsheet features, you can customize templates to include all the necessary details and easily share them with other team members. One of the challenges is that Excel may not provide the best solution for real-time collaboration.

If multiple team members need to make changes at the same time, this can lead to conflicts and jeopardize the timeliness of information. In addition, the complexity of extensive travel plans in Excel can quickly become confusing, which can affect efficiency. The limited automation options could also lead to increased manual workload, especially when travel plans change and updates are required.

Google travel

Google Travel offers an integrated platform for planning and organizing business trips. This connects seamlessly with other Google services such as Google Calendar and Google Maps and ensures a holistic approach to travel management.

As part of the Google ecosystem, Google Travel is closely linked to other Google services. For companies that prefer other tools or have specific requirements, this strong integration could be perceived as a limitation. Privacy concerns could also play a role, as Google relies on personal Google accounts to manage business travel information.

Another potential downside is Google Travel’s limited customizability compared to specialized travel planning tools. It’s also important to note that although Google Travel is seamlessly integrated with Google Maps, it may not offer the most detailed or specialized features for optimizing itineraries, which might be important for some business trips


TripIt is a popular travel itinerary management tool that automates the process of organizing travel plans. It allows users to forward confirmation emails to create a master itinerary that can be accessed from any device. TripIt also provides real-time updates to ensure all team members are aware of changes to travel plans.

 Additionally, GetGoing integrates seamlessly with popular expense management tools, ensuring a cohesive approach to both business travel planning and financial tracking. This customization and level of integration make GetGoing a valuable resource for companies seeking a comprehensive solution for their travel management needs.

Whether it’s ensuring a smooth travel schedule or quickly adapting to changes, GetGoing is designed to improve the overall experience for corporate teams.

In summary, it is very important to familiarize yourself with the topic of travel plans in order to increase the efficiency of business trips and optimize them. A well-organized travel plan changes the way you approach business travel by ensuring optimal routes, on-time arrivals and cost savings. Using tools like GetGoing empowers your team to effectively manage travel plans and increase the productivity and success of your business trips.

Prioritizing travel plan management paves the way for smoother, more organized, and ultimately more successful business trips. Whether you choose traditional methods like Excel or use innovative modern travel management tools like GetGoing, the key is careful planning and using technology to your advantage.

Invest time and resources into creating detailed travel plans, explore the capabilities of advanced business travel management tools, and experience the positive impact on your team’s travel experiences. In an ever-changing business world, adapting and optimizing your approach to travel planning is critical to staying successful in the corporate world.

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