Montecito Village Travel (MVT) sets the gold standard for host agencies by equipping independent contractors and partner agencies with the tools and support needed to excel in the competitive travel industry. At the heart of this support is MVT’s extensive network of hotel partnerships and seamless access to Global Distribution Systems (GDS).
But keeping track of these intricate systems isn't easy. MVT's Chief Marketing Officer, Chris Weatherhead, recognized the need for a streamlined, up-to-date reference for their advisors. He had developed a detailed "cheat sheet" of codes in 2018, but as the business grew, maintaining it became an overwhelming task. That’s where Lucia CoPilot Annette E stepped in, transforming this daunting project into a swift, impactful solution. Not only did Annette update the data, but she also introduced new efficiencies that made the system even more powerful for MVT’s advisors.
But keeping track of these intricate systems isn't easy. MVT's Chief Marketing Officer, Chris Weatherhead, recognized the need for a streamlined, up-to-date reference for their advisors. He had developed a detailed "cheat sheet" of codes in 2018, but as the business grew, maintaining it became an overwhelming task. That’s where Lucia CoPilot Annette E stepped in, transforming this daunting project into a swift, impactful solution. Not only did Annette update the data, but she also introduced new efficiencies that made the system even more powerful for MVT’s advisors.
The Challenge: Navigating Workload Overload and Time Constraints
I built this out in 2018 internally, and since then, we've grown to have another 10-15 programs. With my workload and our team's internal workload, it’s challenging to find the time to do any kind of thing like this, that’s a little bit more tedious to develop.
— Chris
The complexity of the spreadsheet, combined with the need for timely and accurate updates, made it nearly impossible for Chris to handle alongside his other duties. The project required roughly 140 hours of work, but with only 1-2 hours a day available to tackle it, progress was slow and overwhelming.
Chris needed someone who could take complete ownership of the task, working independently and delivering swift results. This spreadsheet of booking codes was a critical resource for Montecito’s advisors, and ensuring it was updated and maintained was a top priority for the company’s success.
Chris needed someone who could take complete ownership of the task, working independently and delivering swift results. This spreadsheet of booking codes was a critical resource for Montecito’s advisors, and ensuring it was updated and maintained was a top priority for the company’s success.
The Solution: Partnering with Annette E
Annette E, a Lucia CoPilot, brought the expertise Chris needed. From their first conversation, Chris was impressed with Annette’s proactive approach.
I was throwing out key terms, challenges, names of partners, and the industry's intricacies—she could pick up on those things or at least ask questions that immediately stood out to me as indicators that she knew the business.
— Chris
It took only explaining the system once for Annette to take charge of the entire project—and not only complete it but improve it.
"She just did things with spreadsheets that were smarter and more advanced."
Trusting Annette was crucial for Chris, allowing her to manage the entire project independently. She directly communicated with hotel programs and GDS agents to verify information, eliminating the need for Chris to act as the middleman.
Thanks to Annette’s effective communication, Chris remained informed throughout the process, freeing him to focus on other critical business priorities. Within weeks, the spreadsheet was updated for Montecito’s advisors, significantly improving their booking process.
What would have usually taken Chris 4-6 months to accomplish, Annette completed in just one month.
"She just did things with spreadsheets that were smarter and more advanced."
Trusting Annette was crucial for Chris, allowing her to manage the entire project independently. She directly communicated with hotel programs and GDS agents to verify information, eliminating the need for Chris to act as the middleman.
Thanks to Annette’s effective communication, Chris remained informed throughout the process, freeing him to focus on other critical business priorities. Within weeks, the spreadsheet was updated for Montecito’s advisors, significantly improving their booking process.
What would have usually taken Chris 4-6 months to accomplish, Annette completed in just one month.
Results: Enhanced Productivity and Long-Term Value
Now, I can see that going forward, I have someone I can reach out to to manage the spreadsheets—not only to create them again or revise and reformat them, but also someone I can trust to manage them going forward.
— Chris
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