As a pilot, checklists and planning are a big part of my life. Traveling multiple time zones into countries that can be, at times, radically different than what I’m used to back home can be somewhat intimidating at times. If you are one of those reading this that are the “wing it” type, your travel adventures may still be enjoyable but you most likely are missing out on the huge benefits to maximizing your time, keeping yourself organized, and making sure above all that you and those with you are safe. Here is my step-by-step guide on how to organize your travel itinerary effectively.

Step 1: Start with a Clear Purpose of Travel

Create a travel journal to write down before the trip begins what is the purpose of your trip: vacation, business, or mixed? This helps keep your focus on point in terms of packing, planning, and scheduling. With a clear purpose now in front of you, write down your key activities, locations, and/or meetings. This will help with the next step.

Step 2: Research and Planning

I wrote about this in a previous blog using the “Chinese-Finger Method” for planning. Check that blog out when you have time. Planning for today will avoid the failures of tomorrow. The more you plan, the more success you will have. Use the State Department’s website for key threat assessments on where you are going if traveling abroad. Otherwise, a simple search on the internet will do you good to at last see what’s happening. Write your plans down in your travel journal.

Step 3: Create a Master List

List all your bookings. How will you get to each booking? For example, how will you get to your house to the airport? How will you get to your gate? Once you land, how will you get to your hotel? Once at the hotel, how do you plan to get around the location? Creating this list in a travel journal will make sure you don’t miss anything. Most importantly, write down the local embassy location if traveling abroad and the emergency number, which isn’t always 911 by the way.

Step 4: Use Technology to Your Advantage

Organize your data on Apple Notes, Evernote, OneNote, or whatever note program you can find. It’s a great way to keep your life organized. If you go a step further, Tripit, Google Trips, and a few other apps out there are great to use to hold your trip itinerary with airlines, hotels, and rental cars. One feature that works well with these apps are the ability to sync your itinerary to your calendar. My technique has been to use the source’s app directly. If I’m staying at a Marriott, I use the Marriott app. If I’m traveling on United, I use the United app. The benefit to this is faster communication, updates, and it’s more efficient since I’m eliminating the middle app. There are many tactics to this so try out a few different approaches until you find what works best for you.

Step 5: Time Management and Scheduling

Use a system like block calendaring to schedule out your day. Utilize a maps program like Google or Apple to plan out how long distances are between locations whether it be walking or driving. Schedule high-energy activities for the morning and leave the more relaxing activities for the afternoon. For vacationers, it’s easy to overbook activities because you want to see it all and do it all. Be realistic though and plan out those most important items to do first in your schedule. Most important, leave some room for spontaneity.

Step 6: Flexibility and Adaptability Using the AAM

A concept I created many years ago is the “AAM (pronounced Aim)” concept. AAM stands for Adjust, Adapt, and Move forward. As a pilot my job is full of changes from schedules, airplane issues, weather concerns, or airport delays. I am constantly dealing with changes to what I’ve originally planned. I AAM my focus to keep the mission as the primary goal to accomplish safely. When dealing with cancellations or delays, adjust and find a plan B. Adapt to that plan B and make it your new normal. Then, move forward with the new normal. This concept helps you be calm and adapt to any changes that come your way.

Conclusion

Always start with a clear purpose. Use a travel journal and keep track of what you plan to do. Research is key as I mentioned before, planning today will avoid the failures of tomorrow. Maximize technology and use it to your advantage. Stay flexible and adaptable as you need to expect their will be delays and changes. AAM your way to success. Enjoy the journey my friends.

Safe travels – The Nomad Pilot