Communication between departments
A lot of information needs to be communicated between departments. There needs to be an efficient and easy to use method for doing this.
Using a computerised system will help staff to download and update reports they need.
For example, the accommodation department can download reports from the computer system to find out the following:
Arrivals list
- When guests will arrive
- Length of stay, room they have allocated
- Special requirements, like feather pillows, a ground floor room or a baby's cot
Departure list
- Shows guests due to leave that day, in order of room number
- Says whether a guest is checking out later than usual so that the guest is not disturbed
Room status report
- This lets the Accommodation manager know which rooms need cleaning
- Tells accommodation manager about stays, departures, vacancies or rooms which are unavailable due to repair work
- Must be updated by accommodation when room is ready for another guest, otherwise reception will not know when they arrive
Another effective method of communicating information between departments is to hold meetings.
These may be held daily to discuss functions and changes, or once a week to discuss the week ahead.
This provides the opportunity to discuss issues that may arise and arrive at agreed solutions. The managers of each department may also meet monthly to discuss targets or any concerns.