Paper 06: Hotel Housekeeping Module 32: NEW PROPERTY

THE DEVELOPMENT TEAM

Principal Investigator

Prof. S. P. Bansal,

Vice Chancellor, Indira Gandhi University, Rewari

Co-Principal Investigator

Dr. Prashant K. Gautam,

Director, UIHTM, Panjab University, Chandigarh

Paper Coordinator

Dr. Sandeep Walia,

Head of Department, UITHM, Chandigarh University

Paper Co-Coordinator

Dr. Jaswinder Sharma,

Assistant Professor UIHTM, Panjab University Chandigarh

Content Writer

Dr. Sandeep Walia,

Head of Department, UITHM, Chandigarh University

Content Reviewer

Prof. C. M. Parsheera,

Director, IVS, MTA, Himachal Pradesh University, Shimla

Paper 06: Hotel Housekeeping

Module 32: NEW PROPERTY OPERATIONS

ITEMS

DESCRIPTION OF MODULE

Subject Name

Tourism & Hospitality

Paper Name

Hotel Housekeeping

Module Title

New Property Operations

Module Id

Module no-32

Pre- Requisites

Basic knowledge of new properties and its operations

Objectives

To understand the concept of new properties and the tasks to be

performed by the housekeeping department in a soon to be

opened property

Keywords

Housekeeping in a new property, new property operations,

housekeeper’s tasks in a new property

TABLE OF CONTENTS

LEARNING OUTCOMES

INTRODUCTION

STARTING UP HOUSEKEEPING

HOUSEKEEPER IN A NEW PROPERTY

ORGANIZING THE NEW WORKFORCE

HOUSE BREAK-UP

STAFFING CONSIDERATIONS

ORIENTATION & TRAINING

SCHEDULING OF NEW EMPLOYEES

COUNTDOWN

SUMMARY

LEARNING OUTCOMES

INTRODUCTION

STARTING UP HOUSEKEEPING

HOUSEKEEPER IN A NEW PROPERTY

ORGANIZING THE NEW WORKFORCE

HOUSE BREAK-UP

LEARNING OUTCOMES

After completing this module students will be able to:

 Make the lists of the tasks that are needed

to be done for setting up a housekeeping

department in a new property.

 Understand the responsibilities of the

housekeeping department in a soon-to-be-

opened property.

 Come to know about the planning and

organizing of staff, material resources,

and procedures to be followed by

housekeeping department in a new property.

NEW PROPERTY OPERATIONS

INTRODUCTION

To get oneself involved in a new property in which departmental planning is still to take

place, provides the executive housekeeper an opportunity of influencing the departmental

set up. Getting involved in such activities is rewarding, enlightening, and challenging.

However, one should keep this in mind that ‘good results without planning is good luck,

not good management’.

STARTING UP HOUSEKEEPING

In the initial phase of any new property the housekeeping department consists of only one

employee i.e. the executive housekeeper. The position of the executive housekeeper

within the organization should be clearly defined. Because in many organizations the

executive housekeepers remain as department heads only, but many reach to the

corporate levels as well. It must be clearly defined to the housekeeper that if he/she has to

report to the rooms division manager, the resident manager, or the general manager.

HOUSEKEEPER IN A NEW PROPERTY

Following are the some initial steps that every housekeeper has to follow in a soon-to-be

opened property to make the process of starting up the property smooth.

Finding your Place

In several occasions the executive housekeeper has to coordinate with other members of

the organization for e.g. for the planning of manpower in his department he has to

coordinate with the human resource department and for the procurement of essential

equipment he has to coordinate with the purchase department. Hence it is necessary for

him/her to know the different managers of different departments. He/she must also

develop an understanding of the roles and functions of various departments and their

significance in the functioning of the property. In turn, managers of the other departments

also should develop an understanding of functions of the housekeeping department and

the importance of housekeeping department in the hotel. By knowing each other roles and

functions, they would be able develop effective coordination among themselves. The

organization chart is a tool which helps the executive housekeeper and the managers in

knowing essential information on reporting relationships and coordination within the

organization.

Getting Acquainted

The next task in the priority list of the executive housekeeper is to make himself/herself

acquainted with the new surroundings. He/she should look into the set of working

architectural drawings of the rooms in the property. With the help of these drawings

he/she would be able to study the physical layout of the hotel thoroughly, which will in

turn provide him/her the base for deciding on the scope of involvement needed and the

various responsibilities which will come under his/her department and other departments

of the hotel. These working drawings will also help him/her in the on-site inspection and

will give a fairer idea of the necessary minimum manpower needed to carry out the tasks.

The executive housekeeper must also take a look at the temporary working area out of

which departmental planning may begin.

Planning, Organizing, and Priority Recruiting

It is one of the most important tasks of the housekeeper. Hence, he/she should give

adequate time to planning, organizing, and recruiting. The executive housekeeper has to

plan and organize for the:

 Manpower

 Designing of systems

 Formulation of procedures

 Determining the supply and equipment needs

 Establishment of the reporting and coordinating relationship within the

department.

The executive housekeeper should determine the essential qualifications for his/her two

principal assistants i.e. the deputy housekeeper and the laundry manager. And he/she

should inform the human resource manager of these requirements as soon as possible.

And on the basis of which the personnel manager will place the advertisement and start

the recruitment process. The recruitment should be done within 10-15 days after the

placement of the advertisement. Because without these two managers, the entire

planning, organizing, and staffing functions rests on the shoulders of the executive

housekeeper. Due to which he/she is left with very little time for other supervisory and

planning duties which are very crucial at this initial stage of any new property.

Material Resources

Like any other department housekeeping staff also needs certain materials to accomplish

their tasks on time. The responsibility of making the arrangement of these materials lies

with the executive housekeeper. Hence, he/she should plan for the procurement of the

material resources before making the workforce ready for doing the tasks of the

department. To accomplish this task he/she should conduct market surveys to know about

the best supplies and equipment available in the market. While selecting the materials

he/she should keep in mind the needs of the hotel as well as the cost factor. The executive

housekeeper has to coordinate with the purchase department for procuring the various

material resources like cleaning supplies, guest supplies, linen, uniforms, and various

pieces of equipment.

Systems and Procedures

At this stage, the standardized procedures for carrying out various functions of the

housekeeping department are developed. The executive housekeeper with the help of his

assistants must establish the standard operating procedures for reporting to work,

cleaning procedures of various areas, safety and security and key control procedures. It is

a very crucial stage, since the results of the operations are directly linked to the

procedures developed for e.g. an effective standard operating procedure for cleaning of

public areas will result in effective utilization man and material resources. Before making

arrangements for induction of the employees’ one should ensure that standard operating

procedures, task lists, and the duties and responsibilities of the specific positions are

formally established.

Division of Work

At the next stage, the executive housekeeper tries to identify the responsibilities of the

housekeeping department in the whole property. In order to achieve this objective he/she

should take regular rounds of the whole property areas while they are under construction.

While taking these tours he/she should pay attention on the location of the service areas

and store rooms, which plays an important role in optimizing the whole process of

housekeeping. On the basis of these rounds he/she should make a division of work

document. It is a document which consists of all the areas and sub-areas which come

under the supervision of the housekeeping department and it also specifies the person to

whom the cleaning of each area is to be allotted. This document comes into force only

after the thorough review and approval of the executive committee of the property. This

division of work document should also be sent to the other departments of the hotel so

that they could also develop an understanding about the functioning of the housekeeping,

which will contribute in making the coordination with the housekeeping department

easier.

Area Responsibility Plan

This

plan

assign

s the

respon

sibiliti

es of

the

variou

s areas

specifi

ed in

the

division of work document and depicts various cleaning area boundaries on a copy of the

floor plan blueprint. These boundary lines plays a crucial role in ensuring that no space is

left unassigned and no overlaps in cleaning responsibilities occur. A well distributed area

responsibility plan is usually the result of the advance thinking and planning of the

executive housekeeper, who has made multiple tours of the property while preparing the

division of work document.After preparing this document, the executive housekeeper

gives it to the hotel’s executive committee which does the necessary amendments if they

are needed and finalizes it.

ORGANIZING THE NEW WORKFORCE

The next big task of the executive housekeeper is to develop the housekeeping

department organization. He/she should make the departmental organization chart. It

shows the relationship of various positions and the assigned responsibilities of the each

position. The executive housekeeper decides upon the supervisors for various areas for

e.g. floor supervisors, a public area supervisor, a desk control supervisor, a linen room

supervisor, and so on.

Once the laundry manager is recruited, the task of organizing the laundry workforce goes

on his/her shoulders. He/she should also delegate the responsibilities of laundry to his/her

subordinates.

At this stage, the executive housekeeper must also plan for zero-base budgeting, which

means hiring employees’ taking into account the actual occupancy for specified periods

of the year.

HOUSE BREAK-UP

The next major planning step that the executive housekeeper must undertake is the

development of the house break- up plan. In order to ensure maximum familiarity with

the facility, it is highly recommended that the executive housekeeper personally develop

the pictorial representation of the location of all guestrooms as given in the physical

layout plan of the hotel. This is done by making a line drawing of the guestroom portion

of the hotel, showing the relative position of guestrooms, corridors, service areas, and

other areas significant to guestroom cleaning.

Further, on the house break-up plan the executive housekeeper should also mark the room

sections of 13-20 rooms at a time, which are adjacent to each other. This is done to

ensure that individual guest room attendants (GRAs) or a team s GRAs can be assigned

to a particular section each. For convenience, the room sections could be assigned

numbers as well.

Finally, the house divisions for supervisors is done and marked on the house break-up

plan. House divisions consists of 4-6 room sections along with the associated corridors,

elevators, stairways, service areas, and storage areas. They are done for the reference of

the housekeeping department staff. They can be named according to the theme of the

hotel as well.

Workload of GRAs and Supervisors

After finalizing the house break-up plan the executive housekeeper decides on the

number of rooms that should be assigned to each GRA and to each of their supervisors.

The number of rooms that should be cleaned by the single GRA may range from 13 to 20

rooms per day. The executive housekeeper determines the number of rooms by keeping

in mind several factors, such as the size of the guestrooms, the types of guestrooms, the

kinds of fixtures, furniture, and other contents in the guestroom, whether assignments are

made for team cleaning or individual

cleaning, and so on.

STAFFING CONSIDERATIONS

This step is centered at the hiring of

workforce. The executive housekeeper

must ensure that all documents which

play crucial role in management of

workforce are in place before the

completion of recruitment process for

example job description, position

description and job specification. For

keeping a record of the staff hired, the

executive housekeeper should prepare the staffing guide and staff hired on the basis of

zero-based budgeting. He/she should prepare the staffing requirements for particular

occupancy period in a tabular form for future reference. This table is known as the

staffing table and serve as the basis for achieving the objective of zero-base budgeting. It

acts as a reference tool for the executive housekeeper in preparing daily schedules for the

housekeeping personnel.

ORIENTATION AND TRAINING

Orientation is the process of reorganizing a new employee and making him accustomed

to his department, job role and work culture. This process helps in communicating the

organization’s basic philosophy, policies, rules, and procedures. In this stage, a handbook

is provided to every new employee of the organization, which puts light on the basic

philosophies of the organization, policies and practices, rules and regulations,

information on various departments of the hotel, benefits available to staff, and safety

regulations. The orientation program can be carried out by the executive housekeeper

personally or may be done by the assistant housekeeper as per the wish of the executive

housekeeper.

Training is given to the new employees for developing the necessary skills required for

performing the job tasks. It helps in improving the efficiency of the organization. At this

stage, the new employees are supplied with a procedure manual, which encompasses the

standard operating procedures (SOPs) of the job tasks in simple words. The responsibility

of giving training lies with the executive housekeeper. But, he/she can delegate this

responsibility to supervisors. Training is not a one-time process rather it is an ongoing

process since the employees require different types of skills for carrying out the

operations of the hotel at different intervals of time. Hence, the executive must ensure

that it turns out to be an ongoing process in the department.

SCHEDULING OF NEW EMPLOYEES

Once the workloads for various positions of the department are decided and duty roasters

are planned out, the need of scheduling of staff (GRAs, supervisors, and houseman etc.)

to these positions arises. The responsibility of scheduling of new employees also lies on

the shoulders of the executive housekeeper. While scheduling he/she should consider the

benefits of team scheduling. Because, in the first weeks the new employees are not

confident in carrying out their tasks singly. Hence, team staffing can be applied in that

situation for example, a new houseman can be paired with another experienced

houseman. This technique is also referred as the ‘buddy system’.

COUNTDOWN

While inaugurating a new property, the housekeeping department has to fulfill certain

responsibilities. The checklist of these responsibilities is given below:

Three Months before the Opening

The following activities need to be carried out three months prior to the opening.

 Check the blueprints for the housekeeping department.

 Check the layout of the linen and uniform rooms.

 Check the layout of the laundry

 Check the location and layout of the floor pantries.

 Check the layout of the different types of guestrooms.

 Appoint a horticulturist in coordination with the human resource department and

initiate the setting up of a plant nursery and greenhouse. Look into the purchasing

of saplings and seeds.

 Consider the space allocation for all these areas in accordance with the total front-

of-the-house area.

 Evaluate the function and maintenance of furniture and other hard surfaces.

 Work in coordination with the interior designers and architects to plan the indoor

spaces.

 Carry out a market survey to identify the best equipment, cleaning supplies,

linen, and guest supplies available and work put the costs.

 Coordinate the purchase of equipment, cleaning supplies, linen, and guest

supplies with the purchase department, keeping in mind the lead time available

(well before the inauguration) for the delivery of the goods.

 Manpower planning needs to be initiated in coordination with the other

departments.

 Discuss uniform requirements and designs with the various departmental heads.

Two Months in Advance

Two months ahead of the opening, the following activities need to be carried out.

 Fin-tune the manpower requirement. Hire only the minimum staff required.

Consider contracted services to compensate for a possible high turnover of staff at

this initial stage of adjustments and learning.

 Consider contracted services for pest control, florists, and so on so that

specifications, terms, and conditions can be worked out. Consider the feasibility

of these contracted services in terms of needs versus costs.

 Orientation and training of staff should be started on a continuous basis.

 Follow up with the purchase department regarding the indented items and

delivery dates.

Six Weeks in Advance

When there are about six weeks to go, the following activities need to be taken care of:

 Hire the necessary lower-rung staff.

 Clean up all the newly constructed areas and carry out a thorough inspection

before takeover from projects. Snag lists should be prepared for all areas and

snags rectified by the project team or the concerned staff.

 After the entire construction is over, initiate actual horticulture activities such as

landscaping and gardening.

 Organize the storage of all items purchased.

 Work out systems and procedures

 Check the standard operating procedures (SOPs).

 Begin the purchasing of uniforms after getting relevant inputs regarding the staff

of all the hotel departments.

 Organize orientation and training for the new staff and continue the training

schedule for the older staff.

Four Weeks to Go

With four weeks left for the opening, the following areas need to be looked at:

 Check the cleanliness of all areas under the housekeeping department’s purview.

 Check the quality and quantity of all the equipment and supplies delivered.

 Ensure that lower-rung staff have had basic training in handling guests.

 Move in and set up the department physically.

 Redefine and fine-tune the systems and procedures as necessary.

 Begin the stitching and issuing of staff uniforms.

One Week to Go

Finally, a week in advance of the opening, the following activities must be carried out:

 Draw up the duty roasters and schedule staff accordingly.

 Set up the relevant work areas and ensure their cleanliness.

 Work out a frequency schedule for the cleaning up of various areas of the

property.

 Constantly tour the property and be available to the housekeeping staff for last-

minute queries and changes.

SUMMARY

The housekeeping department of a hotel is the heart of hotel. It is responsible for the

cleanliness, maintenance, and aesthetic upkeep of the hotel. The role of the

housekeeping department unlike food and beverage units or the front of the house

department starts way before the hotel commences as a full-fledged operation. Hence,

it is necessary for the executive housekeeper to know about in detail the various

activities which are needed to be performed in a soon-to-be opened property for

making the future operations of the hotel hassle free.