Carry-Ons and Calendars: Staying Organized as a Chapter Consultant

Life on the go requires strategic planning and organization. As a chapter consultant, my schedule and location change from week to week. This means I am always looking toward what’s ahead, whether that be for travel plans (ensuring I’ve checked in for my flight, added my checked bags and arranged rides to and from the airport) or for my visits (reviewing reports, prepping for officer meetings and making sure none of my recurring meetings overlap). Without a routine and structure, I’d be a mess! Luckily, I’ve found a system that makes life on the go feel easy so I can stay present and soak in all that my chapters have to offer.  

When it comes to travel planning, everything gets mapped out about 4–5 weeks in advance. As consultants, we receive an overarching schedule for the entire semester, but we break it up into smaller increments when booking travel. When planning a visit, I usually start by booking all the logistical pieces like flights, hotels and rental cars, and then I send a notification to the chapter about my visit, including all my travel details. Doing both steps back-to-back helps me ensure that each part of my travel plan has been taken care of. This aspect of the consultant job has made me a timelier communicator, as I always want to notify chapters of my arrival in advance so they can plan accordingly.   

Before I can even take off, I have to organize my bags! Packing cubes are truly a gamechanger as a consultant. They allow me to sort all my clothes by category, from work clothes to loungewear and PJs. Also, while on the road, I also like to move my dirty clothes into their own packing cube so my clean clothes stay fresh. Beyond packing cubes, a few traveling consultant “must-haves” are a portable charger, a suitcase scale, headphones and, of course, my emotional support water bottle.  

Calendar planning might just be the trickiest part of staying organized on the road. Prior to a visit, we send the chapter a blank schedule so officers can sign up for meeting times. However, it’s important to block off time for any other pre-scheduled commitments to avoid double-booking yourself. After all meetings are scheduled, I then prepare an agenda for each officer, filled with questions based on reports and any prior knowledge I have. This component of my day-to-day job has made me highly attentive to detail. I never want to miss an opportunity to connect with and provide guidance to an officer if I haven’t prepared in advance.  

While this all may seem like a lot of prep work, it makes each visit and one-on-one with officers all the more worthwhile. Ample preparation allows me to stay present in the moment and focus on a chapter’s needs. Of course, storms hit, flights get delayed, officers’ availability changes and not everything goes perfectly according to plan. However, I am thankful that the chapter consultant role has provided me with these specific habits so I am able to stay grounded even when things change!