What Months of Building an AI Brain Actually Looks Like (and Where This is Heading)

In this piece, we are doing something different. Less framework, more behind the scenes. What our AI Brain actually looks like after months of real use, what is working, what is still hard, and where we think all of this is heading.
Behind the Scenes of Our AI Brain: What's Working, What's Hard, and Where This Is Heading

What Months of Building an AI Brain Actually Looks Like (and Where This is Heading)

This is part seven of our Putting AI to Work in Your Tour Business series. Watch the full series here and read part one here.

Months ago our AI Brain was a small folder with maybe fifteen lines of brand voice notes and a short list of team members. Today it is the thing we work from every single day. It runs scheduled tasks, drafts personalized follow-up emails using context pulled from three different places at once, checks our YouTube channel every week and updates its own index, and lets us direct it from our phones while we are away from the desk.

In this piece, we are doing something different. Less framework, more behind the scenes. What our AI Brain actually looks like after months of real use, what is working, what is still hard, and where we think all of this is heading.

The Brain Grows by Catching Itself

If you’ve been following along, your AI Brain is now a folder of markdown files. An instructions file the AI reads before doing anything. A nervous system of connectors. Skills, plugins, and agents. The self-correction loop where you correct the AI once and the correction sticks for next time.

“Every correction added is one the AI never has to be told twice.”

Our brand voice document started small. A month later it had grown by an order of magnitude. Not because we sat down and wrote it. Every time we caught the AI doing something we didn’t want, we added a line. Skip these words. Drop the hyperbole. Sign off this way. Those corrections compound. You can see every one of them sitting in the file.

If you want the full setup walkthrough for building this from scratch, the free AI Brain Builder covers it step by step.

The team file went the same way. We started with names and roles for a couple of contractors. Now it has every coach, their LinkedIn profile, links to any YouTube interviews we have done with them, plus contact info we hadn’t thought to include at the beginning. When a project needed that context, we added it. The brain grew with the work.

Context Built from Real Conversations

Two pieces of context have been disproportionately useful. The first is a YouTube index. This is a markdown file with every training video, a short description, and the direct link. We didn’t even have a centralized database for that before. Now whenever we want to reference one of our free training videos in a piece of content, the AI just knows where to find it.

“Capture how your customers actually describe their problems. Put it in the brain. Watch the quality of everything else improve.”

The second is a client language file. We pulled the exact phrasing our audience uses straight out of member profile surveys. “I do everything. I am feeling burnt out. Tired of being a one-man band. Cannot get time off. No one to ask questions. Too busy to work on the business.” That is not us guessing at how operators talk about their problems. It is the actual language coming out of the actual people we serve. Loading that into the brain changes the quality of everything the AI produces for marketing.

This builds directly on the context engineering work we covered earlier in the series.

That kind of context doesn’t show up on day one. It shows up around month two or three, when you hit a task and think, “Wait, the AI doesn’t know this yet, and it should.”

The Follow-Up Workflow That Used to Take Hours

Here is a concrete example of what the brain unlocks:

We had a year of strategy call notes sitting in Apple Notes. We exported them all as markdown files and moved them into the brain. Then we set up a single task: Go through Calendly and find every strategy call from the last 12 months that has not turned into an enrolled client. Cross-reference my notes for each one. Draft a personal follow-up email that references the specific business and the specific challenges they shared.

That’s pulling information from three or four different places. We didn’t spell out where to find any of it because the AI Brain already knew. It assembled everything, drafted around 30 personalized emails, and dropped them into Gmail as drafts. I reviewed the first two.

Then I had to take the girls to swimming lessons, so I approved the rest and the AI sent them one by one while we were gone.

“Hours of manual follow-up work, done in the background.”

That is what context plus connectors plus a clear goal makes possible.

Scheduled Tasks and Agents on a Timer

Inside Claude Cowork there’s a scheduled tasks panel. You give it a name, a prompt, and a frequency. Manual, hourly, daily, weekdays, weekly. You pick which model to use. Sonnet handles most day-to-day work because it’s efficient with tokens. Opus is what you want when building out the brain or creating a new skill.

I have two scheduled tasks running now. A weekly YouTube index update that checks our channel for new videos and adds them to the brain. And a weekly wins cleanup that goes through our task list, celebrates what got done, and clears completed items. Small jobs. They run themselves.

One important note. Scheduled tasks only run while your computer is awake. If you want a task ready when you sit down in the morning, your laptop needs to stay on and Claude Cowork needs to stay open.

Dispatch and the Remote Control

Dispatch is newer, but it’s a meaningful shift. It lets you communicate with Claude Cowork on your desktop from the Claude app on your phone. As long as your computer is on and Cowork is running, you can hand it tasks, give approvals, or kick off complex projects from anywhere.

This solves one of the genuine limitations of the AI Brain approach. The brain lives on a local computer, which means it’s not in the synced chat on your phone. Dispatch closes that gap. The brain stays where it is. You get a remote control.

Exporting the Brain to a Teammate

Something else worth sharing. We exported a copy of our AI Brain to Abby on our marketing team. We talked to the AI Brain itself and said, “give Abby the context she needs for her work.” It pulled out the relevant memory, stripped the personal context that doesn’t apply to her role, packaged it into a zip file, wrote the setup instructions, and we sent it to her over Slack. She dropped it into her own Cowork folder and was up and running within minutes.

“Onboarding context that used to take weeks now moves with a zip file.”

The two instances will get out of sync over time. We are okay with that. She will build her own skills specific to marketing. We will build ours specific to other work. We can always export updates in either direction. And a bigger shift is coming anyway. Within a year there will be team plans that let multiple people share an AI Brain natively. We are just doing it the manual way until then.

Honest Talk About What is Still Hard

We don’t want to pretend this is all clean. A few things are still rough.

Token usage and cost are real. Running tasks with a lot of context isn’t free. We upgraded from the $20 monthly plan to the $100 Max plan because we kept hitting limits. We would pay that many times over for the efficiency we’re getting, but it’s worth being upfront about. Especially during the brain-building phase, you will use Opus heavily, and Opus uses tokens fast. We recommend a temporary upgrade while building out the brain, then dropping back down once the heavy lifting is done.

Connectors are not always consistent. Sometimes a Zapier connection works one day and need a refresh the next. Sometimes a native MCP integration gains new functionality that requires reconnecting. We think this is just the price of being early in a fast-moving space, but it does mean some maintenance.

And the mental shift of having your AI Brain live on a local computer takes some getting used to. The computer has to stay awake. It can’t do its work while you’re on a plane with the laptop closed. Dispatch helps. But the underlying constraint is real.

Other Tools That Plug In

We have focused a lot on Claude Cowork, but there are other tools we use alongside it.

NotebookLM from Google is excellent for research. It pulls YouTube transcripts directly, which is something Cowork cannot do natively. We used it to build an advisory board of entrepreneurial thinkers we respect. We had it research their most popular podcast episodes, fed 40 or 50 transcripts into NotebookLM, and got a briefing of key ideas and language patterns. That output then migrated back into our AI Brain.

ChatGPT voice mode is still the best fluid spoken conversation with AI we have used. We sync our AI Brain into a Google Drive folder, then connect that folder into a ChatGPT project. That lets us talk through ideas while driving or stepping away from the desk, with the full context of our business available in the conversation.

Google has spectacular image and video generation tools. Eleven Labs is excellent for voice generation. None of these are competitors to your AI Brain. They are specialized tools that plug into it. The brain stays central while other tools become connectors.

Where the Pace of Change is Heading

Let’s zoom out for a minute, because the pace of change in this space is significant.

Open Claw is an open-source AI agent that went from zero to the most popular project on GitHub in about four months. It can control your computer, run tasks, and manage files. Plus it’s free and highly capable. It had real security concerns early on, which Nvidia addressed by releasing Nemo Claw, a security layer that wraps around Open Claw with sandboxing, privacy controls, and policy enforcement. Manus, acquired by Meta, is building similar capabilities as a desktop app. Perplexity Computer has its own version. ChatGPT and Gemini are heading into agentic territory next.

“The tools will change. The underlying structure will not.”

Within a year, most of these capabilities will likely be standard across all the major platforms. Scheduled tasks. Computer control. Remote phone access. Multiple agents working in parallel. AI employees handling specialized roles.

This is why we’ve been building around principles instead of features. Features change every month. The underlying principles do not. If you’ve built out your AI Brain, your nervous system, your skills, and your connections, you are ready to plug into whatever platform leads the pack next year, or whichever one is most cost-effective. The operators who are still bouncing between disposable chat conversations, still copying and pasting context into every prompt, are the ones who will fall behind.

Where to Go from Here

We don’t pretend to have all the answers here. We are figuring out a lot of this as we go, the same way the members of our coaching programs are. What we can share is what is working now, what has us excited, and what we are watching closely.

If you want to tag along, you can join one of our coaching programs. You can book a free strategy call with someone on the team.

You can join the free Tour Business AI Lab community, where operators share what they are building and where we share what is working.

If you want to set up your own AI Brain from scratch, our free walkthrough has everything you need.

If you got value from this, share it with someone in the industry who would benefit. That is how the good ideas travel. Thanks for being here.

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Avital Ungar is the founder and owner of Avital Food & Drink Experiences, a culinary company that hosts in-person and virtual events for corporate team building, client entertainment, and conferences. Her mission centers on deepening human connection through storytelling, food, and drink.
Ungar’s passion for the finer points of life began while living in Paris and the quaint town of Aix-en-Provence in Southern France, where she embraced the cultural norm of afternoon wine and explored the countryside’s culinary offerings. Upon returning to the United States, she pursued formal wine education and is now a certified sommelier.
A Phi Beta Kappa UCLA graduate, Ungar studied Art History, French, and Mandarin Chinese, though she jokes she wishes she could have majored in Chocolate. After living in Shanghai and working in the Chinese Contemporary art market, she returned to her hometown of San Francisco to pursue her professional interests in art and food.
Since April 2011, Ungar has operated Avital Food & Drink Experiences, offering progressive dining food tours in San Francisco, Los Angeles, and New York City, where each course is served at a different restaurant. The company also provides dining experiences, conference activations, and interactive meals in 12 cities nationwide. Her virtual offerings include culinary experiences with ingredient delivery featuring award-winning chefs, bartenders, and sommeliers, along with virtual mixology classes, cooking classes, water tastings, and aperitif hours.
In September 2022, Ungar launched Edible Architecture, which creates innovative holiday products including Charcuterie Chalet Kits – savory gingerbread houses made from charcuterie and cheese board items, complete with “Salami Shingles” and “Parmesan Snow.”
Ungar has been featured in The New York Times, served as a judge at the Good Food Awards, International Chocolate Salon, and Best of The West Rib Competition, and has appeared on the Travel Channel, CNN, and in USA Today.
Midgi is the owner and Chief Eating Officer for Juneau Food Tours and Taste Alaska! She has lived in Alaska for more than a dozen years and got her start in the culinary industry as a food writer and blogger. Her tour company opened in 2014 and has hosted thousands of hungry visitors in Alaska’s capital city. In spring 2020, Midgi launched Taste Alaska!, a subscription box service to ship shelf-stable Alaskan food gift boxes.
The pandemic also presented the opportunity to create www.globaltoursconnect.com, an online boutique marketplace for food, history, and cultural tours.
Her passion for food and telling the story of Alaska have been noted in the New York Times, Washington Times, Washington Post, Vogue.com, Forbes.com, AARP, as well as countless blogs and international and national television shows, including All the Best with Zita and Gordon Ramsey: Uncharted.
Gez Hamer is an entrepreneurial leader with extensive experience building and scaling businesses from startup to growth phases. He possesses strong strategic decision-making abilities and hands-on leadership skills, with experience across startups securing Series A investment, scale-ups obtaining continued funding, and post-acquisition companies ranging from SMEs to publicly listed global players.
Since June 2025, Hamer has owned Nautica Collective, a company reshaping luxury yacht travel for the new generation of travelers. Nautica Collective offers curated, boutique yacht experiences designed for over-30s millennials seeking connection, culture, and comfort through small groups, hidden anchorages, and chef-hosted dinners under the stars. The company operates routes in Mallorca, Greece, the Caribbean, and beyond, positioning itself as “aspiring luxury meets authentic adventure.”
In January 2025, Hamer co-founded Transcend Consultancy, which helps businesses navigate growth challenges with cost-effective solutions. The consultancy works with founders to streamline operations and expand into new markets, specializing in the transition from startup to scale-up with strategies built for today’s fast-changing business landscape.
Previously, Hamer served as Chief Operating Officer at ExperienceFirst from November 2022 to December 2024, Interim Chief Commercial Officer at Bundl from July to November 2022, and CEO/Management Consultant at GJH Consulting from October 2016 to November 2022. His diverse background spans consulting, operations, and commercial leadership across multiple industries and business stages.
Akila McConnell is a dynamic entrepreneur and cultural historian who owns Unexpected Virtual Tours and Training, and Unexpected Atlanta Tours & Gifts. She creates radically creative cultural training sessions for remote teams and immersive tours for visitors to Atlanta.
Since 2020, her virtual tours company has been featured in The New York Times and Forbes, specializing in cultural awareness events around Juneteenth, Hispanic/Latinx Heritage Month, and Pride. Her Atlanta tours business, operating since 2015, has been named one of Conde Nast’s 16 best things to do in Atlanta and National Geographic’s top tour in the city.
As a freelance culinary historian and writer since 2009, McConnell contributes to major publications including Conde Nast Traveler, USA Today, and National Geographic Traveller. Her book “A Culinary History of Atlanta” was a finalist for Georgia Author of the Year in History in 2020. She also hosts “Savory Stories,” a food-focused podcast on WABE, Atlanta’s NPR affiliate.
McConnell specializes in sharing stories of disenfranchised and minority populations through food, history, and immersive experiences that challenge the perception that cultural education has to be boring.
A Colorado native, Staci left a job she loved designing dental offices and funeral homes, to accompany her husband on a job transfer to the Central Coast of California in 2009. At the height of the Great Recession, jobs in an area known for its high density of retirees – let alone jobs in her industry – were scarce to non-existent.
After a couple unsuccessful years trying to resurrect her thriving career, someone mentioned a Food Tour. In a few short months she researched, built, and launched Carmel Food Tours (CFT). Now in its 12th season, CFT is expanding and rebranding to Enjoy Carmel, offering more than just food tours. CFT employs 6 guides, and plans to grow the staff by 50% in 2023.
In her free time she enjoys traveling, pickleball, and Pilates with her husband, and tossing a tiny ball at the beach for her fluffball Chuck.
Simon began his career in tourism as a tour guide with Fat Tire Tours – Paris. As a trained social studies teacher and a dual FR/US citizen, this job fits like a glove! After three years as a tour guide with Fat Tire and side-hustling as an independent motorcycle guide, Simon returned to FTT – Paris to create its human resources department.
Specializing in local compliance and talent acquisition, Simon took over the hiring strategy for FTT’s European operations in autumn of 2019. With a new group of trainees set to begin work in several cities, COVID required an immediate 180 degree turn for everyone. After a decade of building tour leader teams, Simon combined his two passions and started a motorcycle sidecar tour business, and welcomed his first guests in Paris in spring of 2022.
Born and raised in Charleston, SC, Catherine began her 18-year career in tourism waiting tables while in college at one of Charleston’s busiest restaurants. What started as just a fun job that paid the bills and allowed for many social outings with friends, had turned into something that made her realize that working in hospitality was the only industry she ever wanted to be in.
After graduating from the College of Charleston, she came to work at Bulldog Tours in 2007. Serving as Operations Manager, Catherine oversees a staff of 50+ tour guides and customer service members. The best part of the job for her is seeing guests experience and love Charleston in the same way the staff does. When she’s not working, she enjoys playing volleyball, going to the beach and spending time with her husband and two super adorable daughters.
Chad is an experienced tour leader, trainer and tour business consultant. He’s been the go-to-guy for developing world-class training programs and leading global teams for tour operators such as G Adventures and many small to medium tour and activity businesses. Chad also comes from a background of startups in the tech industry, having worked for Adventure.com, Airbnb Experiences and other great companies.
Live the life you dream of living… That’s Chad’s mantra and he does his best to bring it to life every single day. Chad’s a big fan of micro adventures and spending quality time in the wilderness, sailing, hiking and camping with his wife Julia, daughter Cali and friends.
John founded Bulldog Tours in 2001 as a hobby with a goal of helping preserve his hometown. This sustainable tourism model has raised over $4M to help preserve many of Charleston’s most historical landmarks. Bulldog Tours offers a variety of history, food, pub and ghost walking tours with over 50 tour guides.
John is the Chairman of the Charleston Area CVB’s Travel Council and on the Advisory Board for the College of Charleston’s Hospitality Tourism Management Department.
Ralph Velasco is the founder of Continental DRIFTER® Experiences, where he has developed more than 200 once-in-a-lifetime travel experiences since 2008. He specializes in travel product development, researching and vetting local partners in destinations worldwide, conducting scouting trips with local operators, and creating unique itineraries that guests remember for a lifetime.
Velasco has personally led small group tours (4-10 participants) to more than 30 destinations including Antarctica, Spain, Portugal, Italy, France, Cambodia, Lapland, Vietnam, India, Bhutan, Romania, Mexico, Morocco, Turkey, Iceland, the Baltics, and the Adriatic. As founder of Continental DRIFTER®, he handles every aspect of the business from branding and trip design to marketing, social media management, contract negotiations, and client follow-up.
Since December 2018, Velasco has expanded his expertise through The Continental DRIFTER® YouTube channel, which features more than 75 videos offering travel advice, photography tips, destination guides, and interviews with locals. The channel targets GenX and Baby Boomer travelers and serves as the hub for his international tours. He conceives and films all content, oversees channel branding and optimization, writes scripts, records voiceovers, and manages social media distribution to increase viewer engagement.
Through his comprehensive approach to travel experiences and content creation, Velasco combines his extensive international travel expertise with practical advice for mature travelers seeking authentic, well-curated adventures.
Yaron’s love for travel turned into an 18-year career building one of Israel’s most successful travel companies. What started as personal wanderlust became Abraham Tours and Hostels – a business he co-founded and grew from scratch into a powerhouse serving 100,000 travelers annually.
As CEO from 2010 to 2022, Yaron learned how to turn great experiences into profitable business. The early years weren’t profitable despite rave reviews – they focused on creating amazing content without understanding business fundamentals. Once they cracked variable pricing, team management, and operational efficiency, everything changed.
Yaron and his team built systems that let him step away from answering every email. He developed bonus schemes that kept their best guides and drivers loyal for years, reducing industry turnover. Most importantly, he learned how to scale across multiple destinations while maintaining quality and profitability.
After stepping down as CEO in 2022, Yaron spent eight months traveling before launching his consulting practice. Now he works with the Israeli National Parks Authority on major system overhauls and helps tour operators worldwide through Guest Focus coaching, as well as other consulting projects.
Yaron brings this scaling experience to operators ready to grow beyond the one-person show, helping them delegate, systematize, and make data-driven decisions that improve both profits and personal freedom.

Accomplishments:

  • Co-founded and grew Abraham Tours & Hostels from startup to serving 100,000 tour participants and 200,000 hostel guests annually

  • CEO from 2010-2022, scaled company to 4 hostel locations plus a multi-destination tour operations

  • Established Israeli Hostel Association 17 years ago, served as general manager and chairman

  • Developed variable pricing schemes and team management for 100+ subcontractors/guides

  • Successfully exited as CEO in 2022, now consulting & mentoring various businesses in Israel and globally

After receiving his Applied Degree in Ecotourism & Outdoor Leadership from Mount Royal University in Alberta, Canada, Dave Kratt has made a living for the past 20 years in the alternative tourism industries as a guide, researcher, instructor, teacher, facilitator, manager, business owner, and naturalist. He has worked in many world regions including Central America, Australasia, Asia, and North America, applying his skills and training to various tourism, cultural, and environmental initiatives.
Kratt has been fortunate to find success through starting a number of businesses, which he tailors to achieve a more personal work/life balance. Recently, he made the significant decision to sell his farm and offload all personal and business assets, relocating his family (wife, daughter, and two dogs) to be more present in aiding his aging parents. This transition has provided him with the opportunity to share his business expertise through new and exciting channels.
In addition to his regular business coaching role with Guest Focus, Kratt recently started a consulting business called Wild Kratt Tourism Consulting Ltd. The two operations complement each other and have helped him find ways to share his passions for recreation, tourism, travel, and nature while enabling others to engage in these activities safely and consciously toward their potential social, economic, and environmental impacts.
Klaudija packed her bags in Slovenia 20 years ago with no plan except to see the world. A travel rep job in Turkey was supposed to be temporary – just long enough to fund the next adventure. Instead, it launched a global career building tour businesses from nothing and selling them for profit.
Her biggest win came with Urban Adventures, joining when it was just an idea without a brand. Over 10 years, she helped grow it to 500,000 passengers working with 170 tour operators worldwide. She spearheaded expansion into experiential products and negotiated one of the industry’s first media partnerships with New York Times Journeys.
Klaudija also built and sold two tour businesses in Ljubljana and London. Not many coaches have walked the startup-to-exit path.
Now she’s Head of City Experiences at TUI, leading an experimental department testing new products. This year her team achieved 75% revenue growth and 50% growth in passenger numbers.
Klaudija brings startup grit and corporate scale to Guest Focus coaching. She specializes in sales strategy, marketing optimization, and distribution channels. Her coaching clients particularly value her website development expertise – she’s guided three members through complete overhauls.

Accomplishments:

  • Grew Urban Adventures to 500,000 passengers working with 170 tour operators worldwide over 10 years
  • Negotiated one of industry’s first media partnerships with New York Times Journeys
  • Built and sold two tour operating businesses in Ljubljana and London
  • As Head of City Experiences at TUI: achieved 75% revenue growth and 50% passenger growth in one year
  • 20 years in travel industry across multiple roles: rep, guide, marketing, sales, managing director

Angela Shen is a proven business builder with deep roots in entrepreneurship and brand management.

Angela founded Savor Seattle in 2007 and grew it to a $1M business in under 5 years without outside investment. During the COVID shutdown in 2020, she pivoted the business from food tours to curated food boxes and grew revenues more than 2x her best tour year! Angela was named in Puget Sound Business Journal’s Top 40 Under 40, and started a second tour business Savor the Wild Tours in 2023.

Angela’s expertise in business strategy and operations hails from the consumer packaged goods sector where she previously worked in brand management at PepsiCo and looked after iconic brands including Quaker Oatmeal and Life Cereal. Angela is a graduate of the Wharton School of Business and serves on the board for Visit Seattle.

Ana stumbled into tourism backwards in the 1990s—first as a guide in remote Northwest Argentina mostly because she spoke English where few others did. As a horse rider, mountaineer, and fitness trainer, she naturally fell into adventure guiding, learning the hard way by doing first and studying later.

Everything began to click when she attended her first ATTA Adventure Travel Trade Summit in 2014. Suddenly, the entire structure of the travel industry made sense—the difference between operators and travel advisors, how B2B relationships actually work, or how marketing for a B2C audience is so different. That clarity saved her years of trial and error.

Since then, Ana has built her own travel company, Adentrando, initially as an active inbound tour operator for Northwest Argentina serving multi-day B2B clients, and since 2023 as an Argentina DMC and also operating trips in Latin America, working together with trusted partners. She’s become an ATTA trainer, developed Adventure Travel Guide Standards, and spoken at major industry events about responsible tourism and community partnerships.

Ana brings her hard-earned industry knowledge to Guest Focus members, particularly those starting out or pivoting their business models. Her specialty is multi-day trip design—creating itineraries that tell a story and have a positive impact, rather than just connecting attractions. She helps operators avoid the mistakes that cost her years of learning, turning complex industry relationships into clear, actionable strategies.

Accomplishments

  • First woman adventure travel guide in Northwest Argentina, driving Land Rovers across deserts
  • Been an ATTA trainer since 2016, traveling to Jordan, Chile, Colombia working with suppliers
  • Co-creator of Adventure Travel Guide Standards (2015) – one of 15 people who developed industry standards
  • ATTA business partner since 2012 and trainer for their Adventure EDU program
  • Speaker at major industry events like Pure, Lata in London, ATTA World Summit, Adventure Elevate on responsible tourism and adventure travel product design.

Casey spent 14 years at Zegrahm Expeditions, climbing to VP of Marketing Communications where she managed a million-dollar budget. Through her leadership, Zegrahm increased business with travel advisors by 10% and cut direct mail costs by 23% – real money when working with those numbers.

After Zegrahm, she spent a decade at the Adventure Travel Trade Association (ATTA), growing net revenue by 30% and profit margins by 60%. Through COVID and its recovery, as President of the ATTA maintained a 90% team retention rate by keeping people engaged and motivated.

Now running Casey Hanisko Coaching and Consulting in Seattle, she’s doubled her own revenue in one year while becoming ACC certified through the International Coaching Federation. She’s also Dare to Lead and DISC and EQI assessment certified, bringing structured tools to her approach.

Casey specializes in strategic planning and getting tour operators out of the daily grind so they can work on their business instead of in it. She helps solo entrepreneurs and small teams document knowledge, define roles, and build growth systems. Her Guest Focus clients have hit major milestones – one reached a million in revenue, others doubled income, and several Guest Focus members have brought on new team members, consultants, and partners.

She’s passionate about supporting women leaders and purpose-driven operators focused on responsible tourism.

Accomplishments:

  • Grew ATTA net revenue by 30% and net profit margins by 60%
  • Maintained 90% team retention rate during COVID challenges
  • At Zegrahm Expeditions: managed million-dollar marketing budget, increased travel advisor business by 10%
  • Cut direct mail costs by 23% (significant savings on million-dollar budget)

Jess quit her high school teaching job for what she thought would be one fun summer guiding bike tours around Paris. Eleven years later, she’s still there. Turns out, trading lesson plans for tour routes was the best career move she never planned to make.

She worked her way up from tour guide to director at Fat Tire Tours, learning every role – designing tours, training guides, managing ticketing, overseeing operations. This ground-up experience taught her what works for staff. She now works as Europe Head of Retail, as well as overseeing Paris/Versailles operations.

Her biggest win? Maximizing operational efficiency while keeping the human element intact. She redesigned scheduling systems to reduce labor costs and spoilage, automated data processes, and streamlined operations without losing Fat Tire’s family-friendly culture.

What she’s most proud of is her team development approach. Using her teaching background, she focuses on staff satisfaction and growth, helping guides and managers build confidence. Many told her the training changed not just their work performance, but their lives outside the company.

Jess brings this dual focus – operational efficiency plus people development – to Guest Focus coaching. She works with operators from solo startups to multi-million dollar companies, helping them increase profitability while maintaining authentic culture. Her coaching clients especially appreciate her reminder to take breaks and prioritize self-care.

Accomplishments:

  • Worked way up from tour guide to director at Fat Tire Tours over 11 years
  • Maximized operational efficiency – redesigned scheduling systems to reduce labor costs and spoilage
  • Automated data entry processes and streamlined operations without losing company culture
  • Developed team management systems with 60+ guides, created buddy system and quarterly reviews
  • Created staff retention program with traditions, events, and ‘dominate’ t-shirt recognition system

Fieldbook focuses on one thing: simplifying all the behind-the-scenes work that goes into delivering a tour.

The Fieldbook platform makes it easy to:

  • Publish stunning, interactive itineraries digital and paper itineraries
  • Equip guides with a comprehensive run-sheet
  • Streamline supplier management and track reservations and rooming lists
  • Bring all your tours into one connected workspace

Unlike other platforms, Fieldbook is simple and easy to use. And because it’s a small business just like you, you’ll get the kind of support big software companies can’t offer. That means getting up and running in days, not weeks.

If you want to give Fieldbook a try for your next tour, you can sign up here or if you want to have a chat feel free to reach out to me directly at [email protected].

More About Fieldbook

ResmarkWeb delivers results for tour operators.
When All Ways Adventures had zero bookings on July 4th, they knew something had to change.
That’s when they partnered with ResmarkWeb – a digital marketing agency that specializes in the tour industry.

ResmarkWeb’s solution delivered:
– 30% revenue growth this season
– Higher search rankings for qualified traffic
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– Responsive ongoing support (changes happen with just an email)

What sets ResmarkWeb apart? They understand tour operators. Their team walks you through every step, from understanding your vision to optimizing for conversions.

Nathan’s takeaway: “Don’t wait until you’re burned out. ResmarkWeb helped us grow without compromising our values.”

Schedule a free consultation

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