Does Your Agency Need A Shake-Up?A Small Business Blueprint

When Carnival Corp. reshuffled its leadership, they sent a clear message: the right people in the right roles can drive significant change. As an independent travel advisor and small business owner, you wear many hats—marketer, salesperson, accountant, technology implementer, and, of course, travel advisor.

But just as Carnival’s leadership changes aim to improve efficiency and growth, reevaluating your “team” (or even how you operate solo) can lead to transformative results for your business.

Here’s how to adapt this strategy for your small business:

1. Audit Your Time and Tasks

Start by taking inventory of how you spend your time each day. Break down your activities into categories like client communication, marketing, administrative tasks, and business development. Identify where you’re spending the majority of your energy and whether those activities align with your strengths or could be delegated.

Key Questions to Ask:

  • What tasks are essential but not the best use of my time?
  • Which responsibilities could be outsourced or streamlined?
  • Am I dedicating enough time to client-facing activities, which directly drive revenue?

Pro Tip: Use time-tracking tools like Toggl or Clockify for a week to get a realistic picture of where your time goes. Both offer a free plan.

2. Prioritize Your Strengths, Delegate the Rest

You might excel at connecting with clients and vacation planning but may find bookkeeping, social media management, or web design draining. Recognizing your strengths and weaknesses allows you to focus on what you do best and delegate the rest. If hiring staff isn’t feasible, explore freelancers or virtual assistants for tasks like:

  • Administrative Work: Scheduling, invoicing, proposal creation, or data entry
  • Marketing: Managing social media, email campaigns, or website updates
  • Research: Compiling options for travel packages or supplier updates

Action Plan:

  • Make a list of the tasks you dislike or find challenging
  • Research service providers or freelancers (see the list below)
  • Start small by outsourcing one task to gauge its impact on your productivity

Virtual Assistant Providers

There are loads of virtual assistant services out there. Here are a couple that have been used by WorldVia members:

Also check out this blog post by WorldVia CRO Joshua Harrell about virtual assistants and productivity.

3. Establish Clear Roles and Processes

If you work with a team—whether it’s a business partner, a part-time assistant, or contracted support—clear roles and responsibilities are vital. Without defined boundaries, overlap and inefficiencies can slow progress.

How to Start:

  • Define Roles: Document what each person is responsible for and ensure no task falls through the cracks
  • Create SOPs (Standard Operating Procedures): Outline step-by-step processes for key tasks, such as booking travel, managing payments, or responding to inquiries. This makes it easier to delegate and ensures consistency.

Example:

If your assistant handles social media, create a process for sourcing content, drafting captions, and scheduling posts. Tools like Trello or Asana can help keep workflows organized.

Don’t Get Overwhelmed:

If documenting everything up front seems overwhelming, don’t worry. Start SMALL. Take one tedious task that you hate, briefly document what an assistant would need to do to be effective, and start there.

4. Regularly Reassess

Just like Carnival will monitor its new leadership’s impact, you should periodically reassess your team and processes. Schedule a monthly or quarterly review to evaluate:

  • Which delegations or changes have been most effective
  • Whether additional support is needed
  • How workflows can be improved further

Metrics to Consider:

  • Time saved on non-core tasks
  • Increased client satisfaction or engagement
  • Revenue growth from focusing on strategic activities

Leading Your Small Business

Leadership isn’t just about hiring a team; it’s about leveraging the resources and tools available to operate more effectively. By auditing your operations, delegating strategically, and continuously refining your processes, you position your business for sustainable growth and a better work-life balance.

Take inspiration from Carnival’s leadership moves and see how your own strategic adjustments can "shake things up" in your travel business.

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