Chapter 7 :- Use of Computers in Housekeeping

Computers are now being used in housekeeping department for room management, inventory control, linen management and so on. Many software packages are available in India that provide specific applications for housekeeping operations. Computers can now being linked to the telephone system in each guestroom. This technology greatly reduces the cost of individual wiring in each guestroom.

Computers are now being used in housekeeping for:-

1.Room management :-

·         Arrival and departure as well as occupancy figures

·         Occupancy forecast

·         VIP and other special arrivals

·         Guest history and other special requests.

·         Out of order record giving reasons.

·         Room change

·         Complimentary room

·         Inter connecting rooms sold

·         Sleep out guests

·         Walk out guests

·         Overstay guests

·         Occupancy status of rooms

·         Number of persons in a room

·         VIP in house

·         Rooms required on priority

·         Sick guests if any

This information will mostly be in a two way flowing from the reception to the housekeeping and vice versa. From the housekeeping side, the information may be fed into the computer. if the computer is linked to the telephone system, information on room status may be dialled in directly by the floor supervisor.

2. Forecasting GRA requirement:-

Computers may be used to forecast the total number of GRA needed each day in the future based on the current in house occupancy and staffing and the expected arrivals and departures over the future period.

3. Housekeeping history and GRA performance.

It is possible to measure the performance of each GRA by tracking the estimated clean time and the actual clean time as well as the differences.

Since the supervisors use the intercom in the room to mark the room as ready for guests ,the computers can also store the time at which the supervisor finished the inspection.

4. Stock control:-

All types of housekeeping stocks may be controlled by computer including

·         Linen inventories

·         Cleaning agents

·         Cleaning equipments

·         Uniforms

·         Guest supplies

·         Soft furnishings

·         Bedding

·         Carpets, curtains, upholstery etc

By keeping efficient stock control, purchases and budgeting will be made easier and information on stock levels will be readily available.

5. Housekeeping records:-

All the housekeeping records may be kept in the computer. for example.

Housekeeping items purchase details like:-

·         Name of supplier

·         Date of purchase

·         Cost of item

·         Problems if any

·         Method of using

·         Maintenance

6. Work methods-

These should be identified for use in training periods or where special cleaning  operations are carried out.

7. Files :-

Computer files replace the traditional files reducing the need for filing cabinets.

8. Word processing:-

The computer used as a word processor takes the place of a  traditional type writer so all correspondence could be prepared in this way.

               

9. Planning system:-

A well organized housekeeping department has several planning system in operations. The computers is ideal for keeping such records and preparing forecasts. For example window cleaning, redecoration.

10. energy shaving:-

Computer can be used to control heat, light, power and telephone usage.

Many hotels have invested heavily in information technology infrastructure and networking that deploy the latest technical advances in their operations. The new technologies which are gaining entry into the hospitality segment are Wi Fi. Hotels  either provide Wi Fi as a value added amenity to the guest or offer the service at a cost to their guest. Wi Fi is provided in guest rooms as well as public areas, lobbies, meeting rooms and lounges. Housekeeping department also communicate with security personnel instantly over email in case of an emergency.

WLAN allow guest to share hi speed internet connections, browse the web, access their corporate networks, access the business centre from their rooms, organize  video conference, play games online and  use multiplayer gaming options.

Wireless connectivity is developing rapidly , enabling whole world to stay networked and connected. Business travellers are looking for ways to stay connected while on move and expect wireless connectivity at their hotels. Hotels are aware of the benefits of enabling broadband access  throughout their facilities as wireless connections improve a guest experience by providing complete mobility.

HOUSEKEEPING SOFTWARE:-

Housekeeping software modules are now an integral part of hotel management softwares. The module widely available includes applications such as

(a)  Daily housekeeping scheduling:- this application can automatically create and print a cleaning schedule each day for each room attendant based on number of dirty rooms. A housekeeping status screen is the core element of this system and tracks each housekeeper updating the status as rooms are cleaned and inspected, The module tracks the status from dirty to ready for inspection to clean and ready for guests.

Room status can be changed in various ways:-

(i) Room attendant can use the phone in the room to directly to change the room status from clean to dirty.

(ii) Room attendant can call the front desk or the housekeeping department and ask them to change the room status using the status screen.

(b)  Attending guest requests promptly:- this module can also schedule the servicing of guest request, for example if a guest calls the front desk and request a crib or extra towels, the front desk input this request into the computer and it then appears on the main housekeeping monitor screen. The guest request information can also be informed to the room attendant and can also be placed to a handheld wireless device or cell phone and he also informs the desk as soon as the request is completed.

• Reporting maintenance problems through wireless devices:- while doing the routine room checking, room attendant may notice that the WC is leaking  and pick up
  the room phone and identify the specific person and report it to the maintenance person through his wireless phone.