Personnel Management System at a Hotel

In this article, we would like to let you introduce yourself to a unique hotel management system. In this system, most HR processes can be automated. With the help of that system, you can train, manage, motivate, and inspire your employees. The app, available both for PC and smartphone, will let you reach your performance goals.

Trendy interior, nice hotel premises, and perfect location alone won't make your hotel successful. The service must meet your clients’ expectations. It would not work if housekeepers clean the rooms poorly and not on time, reception managers make mistakes in reservations, and restaurant staff delay the serving of dishes or don’t have items on the menu available.

So how could a hotel owner manage all those processes? We suggest streamlining HR operations. Introduce a contemporary system where HR functions are somewhat automated. Such an approach could help resolve one of the main HR objectives – building a stable and skilled team at a hotel.

Automation approach can help you enhance all the seven major HR functions:

- Workforce Planning - assessing the quantity and skill levels of personnel needed for hiring;
- Recruitment and Hiring - searching for and strategically allocating human resources according to the hotel's business model;
- Development - rapid and effective training with orientation and workshops;
- Orientation - developing a motivation and reward system to retain experienced and skilled employees;
- Promotion - career advancement with a clearly structured hierarchy system;
- Evaluation - quality control of tasks performed to assess the profitability of each hired employee;
- Compensation - developing a system of praise and rewards.

In practice, quality HR management implies the following principles:

- Accurate staff allocation to meet the current hotel operations requirements;
- Hiring staff qualified to perform necessary tasks;
- Creating efficient organizational structure of units and departments according to the services the hotel offers;
- Efficient use of each employee’s working time;
- Carefully planned incentive system and opportunities for development and growth for each employee.

Considering the quickly changing labor market, unstable economic situation, and increased competition in the hospitality market, we offer an out-of-the-box solution for managing a hotel enterprise and its employees. With our help, you get HR automation based on the long-standing experience of the world’s top hotels.

Each hotel's business structure needs to be tailored to the specific hotel. The hotel owner cannot fully meet their own needs with theoretical knowledge or frameworks from other hotels. For this reason, human resources management is a custom system within each company. Nevertheless, you can apply 4 building principles to make a sound basis for it.

These 4 principles are:

- Building. Building a team according to company goals. At this stage, the owner or HR manager has to create a comprehensive list of jobs. They should include the requirements and tasks for each position.

- Utilizing. Using available resources efficiently. The formed team has to work seamlessly, promptly, and flawlessly, most of the time. For that to happen, each employee has to understand their responsibility area. They also need to communicate efficiently with colleagues from their and other departments.

- Fostering stability. Keeping and developing the team. At this stage, staff turnover should be reduced and the hotel team should become more “stable”.

- Managing. The most extensive and exciting stage in hotel operations. Wise management makes business grow and perform. It also includes analysis, forecasting, and optimization of all HR processes.

Organizing hotel management with Hoop means using the most up-to-date solutions in the hospitality industry. The system facilitates current tasks, staffing employees, and helps with analytics and process optimization. It can work on its own or as an integration with PMS or CRM. And as an add-on to your CRM or PMS, it can substantially expand the functionality of your management system.

Hoop features:

1. Digital operations management system. It includes a digital task manager, notifications, reminders, and a hotel dashboard. It also features housekeeping.

2. Maintenance and guest requests management system. It is instant messaging with picture attachments, comments, and statuses.

3. Housekeeping manager. Instant updates on cleaning stages. It allows for quick preparation of rooms for new guests.

4. A multi-level notification system. It allows for fine-tuning according to specific hotel structure. You can adjust who receives notifications and when, as well as reporting when the information was received and reviewed.

5. Reporting. It includes various reporting tools for convenient and swift analysis, i.e. tables, charts, and diagrams.

6. Analytics including daily allocation of tasks. When using Hoop, you will always be aware of how your hotel is doing, even when you are not present there.

7. Task tagging and search – one of the Hoop’s top features. Set tags and statuses for different tasks, assign tasks to employees, and keep the situation under your control.

Using modern personnel selection methods with Hoop will help you find the right employees faster. It will also help you integrate new employees into the workflow quickly. We offer you savings in the most valuable resource — time. After all, those working in the hospitality industry know how challenging it is to find qualified staff.

The process of working with hotel personnel can be divided into several stages:

1. Referral recruiting — searching for potential employees using various resources and sources;
2. Networking — direct interaction with resume analysis, interviews, and probation periods;
3. Closed employee search databases with a waiting list compiled based on interesting resumes.

Hoop can also assist you during the onboarding stage. The simple and intuitive application eliminates misunderstandings between the manager and the employee. It lets you see the employee's workload throughout the day and allocate tasks accordingly. Another advantage of the hotel application is the preservation of information and the prevention of its loss. You assign tasks, and the employees take them on: the scheme is simple and clear.

How do you evaluate personnel using Hoop? For this, we offer several criteria:

1. Task completion deadlines;
2. Task completion quality;
3. The overall workload on the employee during the workday;
4. Guest reviews of the hotel employee's work;
5. Assessment of tasks performed by the direct manager.

With this approach, you get a transparent picture of the entire hotel complex's work. You also get extensive opportunities for staff development and training. A competitive effect is formed within the team, and you can offer a bonus and reward system based on work results. Additionally, the employee won't be idle, as the manager always sees who is doing what.

Over the past couple of years, the hotel industry's major challenge hasn't been drawing in customers. It's been a struggle to find and keep staff. Despite efforts, the hospitality industry's labor shortage is set to continue in 2024. Almost 2 million jobs in hospitality and leisure will remain unfilled in the U.S. alone, according to the Washington Post.

Many hotel chains have started implementing changes.

Today, many hotels offer employees free or low-cost accommodation, higher pay, and flexible schedules, especially during peak hours. They're also investing in training initiatives to inspire their staff and offer opportunities for career advancement. While it seems to be a wise strategy, it doesn’t seem to be sufficient.

Automating certain operations might be a thoughtful solution to the labor shortage. Leveraging technology can aid in navigating labor challenges. Hotels can automate and streamline operations to reduce manual tasks. Furthermore, integrating digital tools and systems can help gain efficiency without increasing staff numbers. It can all lead to a substantially stronger business performance of a hotel.