Whether you're a one-man team or employees spread over several departments and locations, tracking guest plans and tasks at the moment they're initiated is the best way to stay on top of them.
Things to consider adding to Planniac:
Definite plans made for guests, of course.
Inquiries about tours, transfers, etc. when you first receive them by phone or email, even if they are only questions. Then you'll never forget to follow up!
Opportunities! Someone mentions an anniversary? How about scheduling a follow-up for a month before they arrive to see if they'd like a bottle of bubbly and some chocolates in the room. Or use what you know about a past visit to suggest another great tour this time.
Updates. A tour operator calls with schedule changes? Add that to Planniac right away so guest tours are scheduled for the right day and time. All that info goes straight on to the guest itinerary, too.
Internal reminders. Have a VIP guest reservation? Set a task to remind all staff to be on their toes.
But it's not just the plans.
When you have new information affecting suppliers and what they offer, remember to add that right away under Resources.
Resources and updates
Keep supplier contact info updated
Include their specific terms & conditions
Activity updates
Keep pricing up to date
Include standard information when possible about start times and standard itinerary info (like what to wear, what's included)
If you know it, show it!
The more you add to Planniac, the more everyone relies on it. And you'll reap the benefits of consistent knowledge across the board for everyone who uses it.
Plan as far into the future as you can. Don't worry about plans for cancelled reservations or date changes -- Planniac will alert you when there are reservation changes.