Guides › Planning & Productivity
Build a one-page travel brief for your executive
Every flight, hotel, meeting and contact for a business trip on one clear page, ready to print or save to their phone.
When to use it
A few days before each business trip
Step by step
Gather the confirmations
Search your inbox for the trip's booking confirmations and copy the key details from each, or forward them into one email thread. Remove card details and booking passwords.
Turn them into a brief
Paste the details and the trip's calendar entries into your AI assistant.
Prompt to copyI'm an executive assistant. Turn these travel bookings and meetings into a one-page travel brief for my executive: [paste details]. Lay it out day by day with times in local time (and home time in brackets). For each day include: travel, where they're staying, meetings with address and contact, and gaps for rest or calls. Add a short section with booking references, local emergency number and anything they need to bring. Flag any tight connections, clashes or missing details at the top.Fix the flagged gaps
Check the flagged items, such as a tight transfer or a meeting with no address, and sort them before the trip.
Share it
Save the brief as a Google Doc or PDF, add it to the first calendar event of the trip and send it to your executive.
What you get
Tue 14 Oct (Lisbon, GMT+0). 07:10 flight from Manchester, arrives 10:05. Hotel: check-in from 15:00. 13:00 Lunch with distributor, harbour-side restaurant, contact: Ops Director. Flag: only 50 minutes between Wednesday meetings across town.
Tips
- Check every time and booking reference against the original confirmation. AI can mix up time zones.
- Keep passport numbers and payment details out of the chat.