Project Management for Vacation Planning - part 1

I am a certified Project Management Professional (PMP) which serves me well in my "other" career. I've found that vacation planning and consulting is a project I need to manage for each of my clients. In my Project Mgmt (PM) studies I've learned the five process groups defined in the PM Body of Knowledge (PMBOK). These process groups are used in each project and it is up to the Project Manager to control the emphasis on each process group. In this posting, I will describe each briefly. In future postings, I will elaborate on each process group and apply it to travel planning. As I get into the details of each, I might change where I have some of my tasks/comments in the paragraphs below. We'll see how it plays out as I work through my own project plan.

Initiating > Planning <-> Executing <-> Monitoring/Controlling > Closing

Initiating - A client contacts you with a request for information. Or, you initiate a conversation with a suspect and find that the person is interested in traveling in the near future. You make your initial contacts with the person to qualify them for the vacation of their dreams. This is where you find out all of the information about the prospect in order to make your recommendations at a later time.

Planning - You can't just book a trip without going through the planning phase. Planning includes defining the scope - where do they want to go, for how long, how many people, which dates, what is the budget, what activities do they want to do, etc, etc. Offer a couple of itineraries to choose from, sell the travel insurance and optional tours. Create a checklist.

Executing - It's time to execute the plan - make the booking! Be sure the paperwork is in order and payment terms are confirmed. Use the checklist made during planning. Send VIP letters to the resort, if applicable. Send thank you notes to your clients.

Monitoring and Controlling - Be sure payments are being made according to the plan. Verify airline schedules periodically. Be sure the checklist is being completed. Follow up on client questions and concerns.

Closing - After your client has gone on the trip, follow up with a welcome home note and ask for referrals. Ask for a written recommendation that you can post on your website. Receive commission for your booking (or follow up with the supplier).