Scene 1 · The request
An overseas travel-trade partner wants a destination briefing and site visits. Their suggested meeting time is in London. The travel window and group size are still missing.
What you do
Read partner-request.eml and list the missing information. In Outlook, check the proposed call in both time zones and prepare a tentative invitation. Do not send it.
End result
A request summary and an unsent invitation that displays correctly in both locations.
Pause & practise · 12 min
- Location
- Outlook · Draft invitation
- Ownership
- Visit coordinator
- Access
- Intended recipients only
Inspect the itinerary
A visit worth planning
- From
- Fictional overseas partner
- Purpose
- Destination briefing + site visits
- Proposed call
- 03 Nov 2026 · 09:00 London
- Still open
- Travel window · group size
- Ownership
- Visit coordinator
- Access
- Intended recipients only
Check the date. Check the zone. Keep the invitation unsent.
What must you clarify before you accept?
Try it in Microsoft 365
Link- Read the fictional partner email. Capture the audience, purpose, destination interests and unanswered questions.
- Check 3 November 2026 at 09:00 in Europe/London against Asia/Kuala_Lumpur in Outlook. This is a fictional exercise date, not the workshop schedule.
- Compare internal availability and prepare an unsent, tentative invitation with a clear purpose. Keep internal coordination separate from the partner thread.
Check your result
- For this exercise date, 09:00 London is 17:00 Kuala Lumpur. Verify the calendar’s date and time-zone settings; do not reuse that offset throughout the year.
- The group size and travel window remain questions, not invented answers. Availability and the final meeting time still need confirmation.
- Intended recipients, tentative status and purpose are explicit. Nothing has been sent.
Facilitator note
Ask one pair to explain how the same invitation appears in both locations. If calendar access is unavailable, use the displayed email and record the intended invitation fields.
Scene 2 · Personal draft
You need an itinerary before every detail is known. Sending “final-v2” attachments now would give everyone a different starting point.
What you do
Save itinerary-starter.docx in your training OneDrive and edit it in Word. Add the proposed programme, mark unconfirmed details and give your nominated reviewer edit access. Test that access.
End result
One reviewable working draft, with unresolved choices labelled and deliberate reviewer access.
Pause & practise · 12 min
- Location
- OneDrive · Personal working area
- Ownership
- Visit coordinator
- Access
- Named reviewer · Can edit
Inspect the itinerary
FAM visit itinerary
- Objective
- Introduce destination experiences
- First
- Destination briefing
- Next
- Guided visit · venue to confirm
- Transport
- Assumption · not booked
- Ownership
- Visit coordinator
- Access
- Named reviewer · Can edit
An individual draft is useful. It is not yet the team master.
Who needs to edit this first draft?
Try it in Microsoft 365
Link- Download the itinerary starter and save it to your approved OneDrive training location with a clear filename.
- Fill in the objectives and proposed sequence. Keep venue, transport and travel dates visibly unconfirmed.
- Share a specific-person edit link with your nominated training reviewer. Inspect Manage access and test with an approved uninvited test identity.
Check your result
- The reviewer can edit the same draft. An uninvited test identity cannot access it; stop and inspect existing permissions if it can.
- The draft is an individual workspace document. It has not yet become the ongoing team master.
- Transport, venue and programme assumptions remain visible.
Facilitator note
Pair participants as coordinator and reviewer. Without test identities, demonstrate the access check and mark it unverified in the learner’s notes.
Scene 3 · Team master
Contributors need the same itinerary, current destination imagery and the agreed briefing template. The team needs to know where the master lives.
What you do
Put the working itinerary in the approved training SharePoint library and identify it as the team master. Share its link in Teams, check the sample asset and ask a colleague to open the master.
End result
A team master link, an asset reference and an unambiguous shared location.
Pause & practise · 15 min
- Location
- SharePoint · Approved team library
- Ownership
- Nominated team
- Access
- Authorised contributors
Inspect the itinerary
FAM visit itinerary
- Master
- One shared itinerary
- Destination image
- Source and use rights checked
- Programme
- Briefing → guided visit
- Old draft
- Retired as master
- Ownership
- Nominated team
- Access
- Authorised contributors
Share the master’s link in Teams. Keep ownership with the team.
Which file will everyone recognise as authoritative?
Try it in Microsoft 365
Link- Find the trainer-approved library and sample asset. Inspect its source, training-use rights and version; use the briefing outline as your sample template.
- Move or upload the draft using the permitted method. Identify the SharePoint file as the team master and retire the old draft as authoritative.
- Update the shared links in Teams. Have a second authorised account open the master, and test what happens to the original link after relocation.
Check your result
- Two authorised contributors find the same master. Any old copy is clearly retired as the master.
- A library stores the files. A SharePoint page explains and links to them; it does not replace the library.
- Old-link behaviour has been tested, not assumed. No new sites or production permissions were created.
Facilitator note
Supply the approved library privately before the workshop. If unavailable, demonstrate the ownership handoff using the visual and ask learners to explain the old-link risk.
Scene 4 · Agree together
One contributor wants the site visit first. Another needs the briefing first. Chat contains both suggestions, but no recorded decision.
What you do
Compare briefing-first and visit-first with your partner. In Loop, record the proposed or agreed option, reason, action owner and due date. Link to the master and update only the agreed changes.
End result
A co-edited decision log and action list that point back to the itinerary.
Pause & practise · 15 min
- Location
- Loop · Shared planning artefact
- Ownership
- Nominated contributors
- Access
- Access checked per collaborator
Inspect the itinerary
One programme, one decision
- Option A
- Briefing before the visit
- Option B
- Visit before the briefing
- Proposed direction
- Briefing first · context before travel
- Approval
- Outstanding · authority to confirm
- Ownership
- Nominated contributors
- Access
- Access checked per collaborator
Capture the reasoning. Assign the action. Link back to the master.
What is agreed, and what still needs approval?
Try it in Microsoft 365
Link- Create a shared Loop page or component in the approved training space. Link to the SharePoint master instead of copying its contents.
- Discuss briefing-first versus visit-first. Record the option, rationale, proposal or decision status, nominated owner and locally agreed due date.
- Resolve agreed edits in the master. Have another contributor open the same Loop artefact and confirm the update is visible.
Check your result
- A proposal is visibly different from an authorised decision. The exercise does not invent a Tourism Malaysia approval role.
- The action has an owner and an agreed due date. The master reflects only the agreed change.
- Every collaborator has access; a Loop link in Teams alone does not grant it. Do not assume the list synchronises with Planner.
Facilitator note
Give each pair opposing options. Ask them to record an outstanding approval explicitly. If Loop is unavailable, use the downloaded planning template and demonstrate the collaboration step.
Scene 5 · Check logistics
The itinerary includes a guided visit, but a regional contributor reports that stop is unavailable. The internal workbook still includes its transport estimate.
What you do
Watch the facilitator compare the itinerary with logistics-workbook.xlsx. Spot the unavailable visit stop and its remaining transport estimate. Discuss the correction and keep the workbook internal.
End result
A reconciled logistics check with the cost calculation kept separate from approval.
Pause & watch · 5 min
- Location
- Restricted internal library
- Ownership
- Authorised internal reviewer
- Access
- Internal costs · Restricted
Inspect the itinerary
Logistics check
- Itinerary
- Guided visit included
- Regional update
- Proposed stop unavailable
- Workbook
- Transport estimate still included
- Approval
- Not requested · not granted
- Ownership
- Authorised internal reviewer
- Access
- Internal costs · Restricted
A correct total cannot make an unconfirmed programme approved.
What else needs to change when a stop changes?
Watch the demonstration
Link- Open the fictional logistics workbook. Compare the unavailable stop with the itinerary and the confirmation-status column.
- Inspect a quantity × unit cost formula and the total. Agree an alternative or leave the stop unconfirmed; do not treat the estimate as approval.
- Record the change in Loop and reconcile the itinerary and workbook. Keep the workbook in the restricted internal training location.
Check your result
- The unavailable stop is resolved or explicitly unconfirmed in both files. An assumption is not a booking.
- The supplied total is MYR 1,140: 1 × 600 + 12 × 35 + 1 × 120. These are invented training amounts.
- The workbook never accompanies the partner itinerary. Teams discussion does not approve expenditure.
Facilitator note
This is a five-minute demonstration. Show the mismatch, inspect the formula and ask who should see the costs. Avoid expanding into a general Excel lesson.
Scene 6 · Partner release
The partner needs the programme. The working pack also contains costs, traveller information and internal comments. A convenient link could expose too much.
What you do
Open unsafe-release.docx and find the planted disclosures. Prepare a separate partner version without internal costs, traveller details or working comments. Check recipient access and draft an email. Do not send it.
End result
A partner-safe exercise release and an unsent email linking only to that release.
Pause & practise · 13 min
- Location
- Approved external-release location
- Ownership
- Nominated content approver
- Access
- Specific partner · View only
Inspect the itinerary
Partner programme
- Included
- Approved programme and briefing
- Excluded
- Internal costs and traveller details
- Removed
- Working comments and internal links
- Draft only · do not send
- Ownership
- Nominated content approver
- Access
- Specific partner · View only
Separate the release. Inspect the contents. Test the recipient’s access.
What would the partner see if you shared this?
Try it in Microsoft 365
Link- Inspect the deliberately unsafe fictional release. Identify costs, traveller details, comments and internal references that must be excluded.
- Prepare a separate release with only approved-for-exercise programme details. Confirm the nominated approver and the permitted external-sharing location.
- Where allowed, use a specific-recipient view link and test with an approved external test identity. Apply expiry when available and required. Draft the partner email but do not send it.
Check your result
- Remove the MYR 1,140 internal estimate, SYNTHETIC-TRAVELLER-01, the working approval comment and the internal-workbook reference from the unsafe sample.
- The external test identity sees only the release, cannot edit and cannot access the internal pack. A filename alone proves nothing.
- If external sharing is disabled, stop and use the organisation’s approved alternative. Never work around it with an anonymous link.
Facilitator note
Ask learners to inspect the actual release, not just the link settings. Without an external test identity, demonstrate and label external access as unverified.
Scene 7 · The handover
A colleague takes over tomorrow. They need to know what is confirmed, what remains open and which version was prepared for the partner.
What you do
Write a short handover with links to the master, decision log and partner release. List outstanding actions, owners and due dates. Swap roles and ask your colleague to locate the files and explain the next action.
End result
A handover that a second colleague can act on, with access verified.
Pause & practise · 8 min
- Location
- Teams · Handover with links
- Ownership
- Nominated backup
- Access
- Backup access verified
Inspect the itinerary
Tomorrow starts here
- Master
- Shared itinerary located
- Next action
- Confirm the replacement visit stop
- Owner and due
- Record locally agreed details
- Release status
- Exercise prepared · email unsent
- Ownership
- Nominated backup
- Access
- Backup access verified
One master. Clear decisions. The right information for each audience.
Could your backup continue without asking for an attachment?
Try it in Microsoft 365
Link- Record completed decisions, unresolved dependencies, action owners and agreed due dates in a short handover.
- Link the internal master, separate exercise release and Loop decision record. State that the partner email remains unsent.
- Swap roles. Your backup must open the working pack, identify the next action and distinguish proposed arrangements from confirmed decisions.
Check your result
- The backup locates the master, identifies the next responsible person and knows what is still awaiting approval.
- The release status is accurate: prepared for the exercise, with no live partner message sent.
- Retain records under actual local policy. Do not invent retention periods or include unnecessary personal details.
Facilitator note
Let the receiving colleague explain the handover without help. Assess the artefact and access choices, not individual staff performance.