INTER-DEPARTMENTAL COORDINATION
For effective and smooth functioning of any hotel inter-departmental coordination and cooperation is a vital element. No department in a hotel is independent of another.
Rooms are the largest selling items in hotel and largest contributor to the profits of the hotel. Since rooms are the major responsibility of housekeeping, it has a very important role to play. Thus housekeeping works in a very close relationship with the front office.
I . COORDINATION WITH FRONT OFFICE
From front office to housekeeping
- Occupancy forecast: These are the forecast based on the reservations already made and the forecast are on annual, quarterly, monthly, 3 days and daily updating. This helps in planning the staff, staff holidays and extra cleaning tasks.
- Night report: This report gives the status of each room along with the occupancy, house count, ARR. This enables the housekeeping to allocate the work for the day.
- Daily VIP arrivals and in-house guests: This will enable the housekeeping or preparing the staff for the VIP arrivals as well as good services.
- Daily anticipated departure list: The work in each section is arranged around the check-out.
- Long term forecast of VVIP arrivals: Sometimes for the VVIP suites or normal rooms also, the room requires to be put off for a few days for extra preparations.
- Group Rooming List: This helps the housekeeping to do their work as per the program also given.
- Room Changes: This helps the housekeeping in lost and found and in laundry purposes.
- Arrival List: This is a list used only in small hotels.
- Discrepancy Report: The report showing the difference between the housekeeping report and that of front office.
- Check-out Room: To be reported immediately for checking of missing items and servicing of rooms as quickly as possible
From Housekeeping to Front Office
- Housekeeper’s Occupancy report: This report is made twice in a resort and thrice in a business hotel. This report should tally with the front office board/rack and any discrepancy is to be investigated.
- Check-out Ready Rooms: This enables the reception to know when a given room is in a saleable condition.
- Sleep-out: This is to be done to avoid skippers, scanty baggage and packed luggage.
- Out of order/Under-repair rooms: The reception has to know so that they do not let or reallocate the given rooms. In case it is an occupied room then the required room changes are to be carried out.
- Anticipated check-outs which have not left: This is so that the front office is made aware and the front office can enquire directly from the guest of his program.
- Unusual Observation: Observations like that of suspicious movements, suspicious objects, DND and DL for two consecutive shifts have to be immediately reported to that necessary action can be taken.