tour10 - organization of a travel agency

7/30/2019 TOUR10 - ORGANIZATION OF A TRAVEL AGENCY

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TOUR10- TRAVEL AGENCY AND

TOUR OPERATIONS



ORGANIZATION OF A TRAVELAGENCY



TA is divided into 3 departments

1. Administration

a) General Administration

b) Personnel

c) Accounting

d) Finance

2. Marketing & Sales

3. Operations




1. Administration


b) Personnel

c) Accounting

d) Finance


3. Operations

This area’s responsibilities are the

legal aspects of the organization.

This aspect is necessary for:

a. Protection from errorsb. Third party liability

c. Labor relations with the company’s employees

Insurances also fall under this area.

Insurance coverage is normally required for:

a. Accidentsb. Financial losses

c. Others (fire, burglary, employees health

care, pensions and retirements.

Purchases and maintenance of ff&e.

Formulation of company policies, SOP, company forms

And filing

These functions are often

Undertaken by the GM




1. Administration


b) Personnel

c) Accounting

d) Finance


3. Operations

This aspect involves hiring policies andCompensation schemes, specifically the

Qualifications required of prospective

Employees and compensation packages

Commensurate to the applicants’

Credentials.

Education & Training of staff in work related skills

Evaluation of staff performance in order to

Determine merit increases in compensation,

Or written warnings of poor performance are

Conducted on a regular basis.

This is being headed by a Personnel Officer

Decides on the disciplinary actions to be

Imposed on employees for violation of

Company rules




1. Administration


b) Personnel

c) Accounting

d) Finance


3. Operations

All records of the company, includingAll pertinent government licenses and permits

Are handled in this aspect.

Also responsible for the custody of accountable

Forms, such as Provisional/ Official Receipts,

Invoices, Purchase Orders, Tour Vouchers,

And suppliers’ ticket stock.

Responsible in implementing the company policy on

Billings, credit and collections.

Formulation of budget and monitoring of payables

And receivables.

An Accountant is in charge of this aspects.




1. Administration


b) Personnel

c) Accounting

d) Finance


3. Operations

This section is represented by the

Cashier, who handles records and acts asCustodian of all the money collected and

Disbursed.

This section assists the Administrative

Manager and performs the ff duties:

1.Receives all payments. Issues provisional/Official Receipts.

2. Insures all collections are deposited with the

Bank

3.Processes duly approved petty cash.

4. Prepares payments

5. Liaises and follows up with the banks forRemittances.

6. Process approved cash advances and receives

Proper liquidation

7. Prepares financial reports

8. Acts as back-up staff for the Accounting Staff



What is the difference between

Marketing and Sales?

• Marketing is everything that is done to create

awareness about an agency, its products and

services.

– The objective is to promote the corporate identity

and a wholesome reputation in order to create

sales opportunities.

• Sales is the desired result of marketing.



Corporate Identity

• The company’s distinct image.

• A sum total of all visual means a company uses so thatit is readily identified.

• It is best illustrated in the company name, logo, colors,and slogan.

• Objectives are: – Attract clients

– Stand out among its competitors

– Increase returns by building cumulative impact – Generate word-of-mouth endorsement

– Speed up communication of the message

– Entice new staff member



• Main difference of marketing and sales

• is that marketing looks at a group of

individuals with common attributes and

characteristics,

• while sales looks at a specific individual within

the group.




a) Marketing

b) Counter Sales

c) Field Sales




a) Marketing

i. Advertising

ii. Publications

iii. Publicity

iv. Public Relations

v. Promotions

Marketing means maintaining a good image

For long-term benefits rather than concentrating

On a quick, one shot deal.



Advertising• Any paid form of non-personal

presentation of ideas, goods, or

services by an identified sponsor.• Almost always the most

expensive marketing activity.

• Involves paid publications of material in printed media and the

endorsement of products andservices in voice, video orelectronic channels.



Publications

• Any printed material

such as brochures,

posters, flyers, leaflets,

handouts and otherliterature.



Publicity

• A non personal stimulation of demand for aproduct, service or destination by plantingcommercial significant news about it in a

published medium or obtaining favourablepresentation of it in radio, television orelectronic channels that is not paid for by thetravel agency.

• Essential element in publicity is MediaRelations.



Public Relations

• Ultimate objective ---create goodwill.

• Effective PR starts with knowing the message

and expressing it in the best possible way,

which is face-to-face approach.



Promotions




a) Marketing

b) Counter Sales

c) Field Sales

Transactions captured by the travel counselors

Or counter staffs.

It is always geared to service walk-in clients




a) Marketing

b) Counter Sales

c) Field Sales

Transactions captured by the account

Executives or sales agents outside theOffice premises and as a result of

Predetermined solicitation of business.

Must have sales plans and follow up sales

Leads.



7 steps of sales interaction

1. Identify needs or

wants of clients

2. Determine your

objectives3. Open your sales pitch

4. Qualify and probe

5) Emphasize benefits

6) Handle objections

7) Close by getting a

commitment



TA’s organization

SMALL SIZED TA MEDIUM SIZED TA LARGE SIZED TA

•10 STAFFS BELOW

•MANAGER SUPERVISES

ALL DEPARTMENTS

•HAS A SECRETARY,

BOOKKEEPPER, CASHIER,UTILITY STAFF.

•MANAGER ACTS AS THE

MARKETING PERSON.

•ACCOUNTING FUNCTIONS

WOULD BE CONTRACTED.

•11 STAFFS UP TO 29

3 DEPARTMENT HEADS

•TICKETING &

RESERVATIONS FUNCTIONS

ARE SEPARATE•ADDITIONAL LIAISON

STAFF

•AT LEAST 30 EMPLOYEES

•HAS A HUMAN

RESOURCES PERSONNEL

•OPERATIONS WOULD BE

SEPARATED INTO TRAVELAND TOURS

•HAS A DOCUMENTATION

SUPERVISOR

TRAVEL COUNSELORS HAS

SPECIALIZATIONS, WALK-

INS AND CORPORATEACCOUNTS.

tour10 - organization of a travel agency

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