The biggest risk in a multi-city business visit is often not a shortage of vehicles, but: inconsistent information versions.
Rather than managing each leg independently, build one unified Transportation Master Plan.
Minimum suggested fields
| Date | Guest | City | Pick-up | Drop-off | Time | Flight | Vehicle | Driver | Status |
|---|
Also add: contact, luggage count, estimated drive time, buffer time, risk notes, last-modified time, and who modified it.
Version management rules
Use V1 → V2 → V3, not names like "final," "final 2," "final final," "final confirmed NEW." In a truly complex project, you must ensure: everyone executes only the single latest version.
Ask three questions on every change
Who does the change affect? Guest, driver, hotel, next-leg vehicle.
Does it affect the next leg? A meeting running one hour late affects not just this leg, but possibly dinner, the cross-city departure, and the driver's working hours.
Does it need re-confirmation? Important changes must be re-sent for confirmation.
One simple principle
Don't resolve small changes only in chat. Chat is a communication channel; the master sheet is the source of truth. This is the key to avoiding chaos in large projects.