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Get Organized, Stay Booked
- tdnscott
- May 14, 2022
- 3 min read
Updated: 3 days ago
Getting organized can be a game-changer! By: Tabitha James
How Smart Systems Set You Up for Business Travel Sales Success
In Business Travel Sales, success doesn’t come from how many cold calls you make—it comes from how clearly you operate. If you’re constantly digging through emails, forgetting who you quoted last week, or retyping the same follow-up message for the tenth time, you're not disorganized—you’re just overdue for a system that actually supports you.
The truth is, organization is your secret weapon. And not just to check boxes—it's how you build trust, deliver consistency, and make them stay.
Let’s talk about how to organize your business travel sales approach so you can move with clarity, confidence, and control. This blog is for the hospitality sales leader or business travel seller in hotels looking to increase productivity.
1. Organize Your Accounts with the BT Code™
Every business traveler is not the same. Some want proximity and peace; others want perks and points.
That’s why you need to organize your clients using the Business Traveler Code™—a persona-driven lens that helps you categorize your accounts based on what matters most to their travelers.
Ask yourself:
Are they rate-driven or experience-focused?
Do they want the bare minimum or high-touch service?
Who’s really making the decisions—the EA, the CFO, or the traveler?
When you organize accounts by traveler type—not just company name—you start selling to people, not profiles. And that changes everything.
2. Set a Rhythm for RFPs, Reviews & Relationships
Business Travel Sales is a cycle. So treat it like one.
Create repeatable systems that help you keep pace without burning out. Try setting monthly themes or weekly focuses:
Week 1: Load and review active accounts
Week 2: Schedule client check-ins or mid-year reviews
Week 3: Cold outreach or re-engagement
Week 4: Strategy—rate audits, value adds, trend reports
By giving your time structure, you make room for creativity and proactive selling. That’s what separates a busy seller from a booked one.
3. Use Templates—But Personalize the Experience
You should not be rewriting the same intro email 15 times a week. Organize your comms with templates that cover:
RFP outreach
Post-meeting recaps
Rate confirmation
Amenity highlights
Q2/Q3 check-in prompts
But here's the twist: Use templates as a foundation—not a crutch. Add a sentence that ties in their last conversation. Mention a perk their travelers loved. Reference their company’s upcoming move or growth. Save these templates to your Outlook and click, modify & send.
Automation without personalization is just noise.
4. Keep a Living Deal Tracker
Whether you’re using Salesforce, Excel, HubSpot, or a Google Sheet, every BT Seller needs a deal tracker with at least:
Client name & contact
Negotiated rate & amenities
Load status (loaded, pending, not accepted)
Last contact date
Next follow-up action
Booking activity trend
A well-maintained tracker saves you from chasing ghosts—and shows your GM or DOS that you’re running your book like a business.
💬 5. Organize for the Unexpected
Things will go wrong. A traveler won’t get their VIP gift. A rate won’t load. Someone will cancel a contract with no warning.
Here’s where your organization turns into leadership.
Have a Client Recovery Plan ready:
Who do you contact first?
What immediate solution can you offer?
How do you follow up with accountability and confidence?
When you’re organized, you respond—not react. That builds trust that lasts longer than any discount ever could.
Final Thought: Organized Sellers Sell Stronger.
This work is about more than rooms. It’s about trust, consistency, and execution that feels effortless to your clients—even when it isn’t. Get organized not just to work faster, but to work smarter.
Because in this business, the ones who stay booked are the ones who stay ready.
What are some things you do to stay organized? Share your comments below.
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