👩🏻‍💻 by Hailley Griffis

The first task I ever gave a virtual assistant was flight research: I was trying to get to Northern Canada with a six-month-old, needed several options with an overnight stop, and didn’t have the time to build the comparison spreadsheet I wanted. So I built the spreadsheet once, as a template, and I’ve reused it for every trip since — whether it’s my assistant doing the research or me.

The point is that every option comes back in the same shape, so comparing is easy and nothing gets forgotten.

Here’s the spreadsheet I use: https://docs.google.com/spreadsheets/d/1LxJjQqmMF1j56b6WB-8f5pAevpnX0tqAZETqyFVflL8/edit — File → Make a copy.

How to use it

1. Duplicate this spreadsheet per trip and rename it: “Travel research: [destination], [dates]”.
2. Fill in the brief below. This is the part that saves the most time — whoever is doing the research (you, a partner, an assistant) shouldn’t have to guess.
3. Research into the tables. One row per option. Delete the tables you don’t need (no car? delete Car Rental).
4. Decide. Mark the chosen row in each table and move the links into your calendar or trip notes.

The brief

Fill this in before any research starts.

• Travelers: [how many adults, kids and ages]
• Destination: [city / airport codes that work]
• Dates: [depart] → [return] — Flexibility: [none / ±1 day / ±3 days]
• Departure airports that work: [list]
• Budget: [per person or total]
• Must-haves: [e.g. nonstop, no departures before 8am, car seat, kitchen, walkable to X]
• Nice-to-haves: [e.g. aisle seats, hotel with pool, free cancellation]
• Number of options wanted: [usually 3–5 per table]
• Deadline for research: [date]