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Embracing Technology: Systems for Enhanced Hotel Management

| Alkimii

In a time when technological advancements are revolutionising various sectors, the hospitality industry is no exception. Intending to improve efficiency and guest experiences, hotels are increasingly adopting innovative tech solutions to streamline their operations, enhance workforce performance, and optimise property management. 

Minimising manual tasks while automating essential processes is the key to driving efficiency and making the most of your team's skills. This approach allows your team to focus on the right tasks and provides them with valuable time and space for skill development. 

To help you navigate the ever-evolving landscape of hotel technologies, we have compiled a guide. Here, we will explore how technology is catalysing these transformations, with a specific emphasis on HR, workforce, and property. 


Table of contents:

Part 1: Streamlining HR Operations 

  1.1 HR Data Handling 

  1.2 Employee Scheduling and Payroll Forecasting 

  1.3 Onboarding 

  1.4 Time Attendance

  1.5 Holidays Calculations and Requests 

Part 2: Enhancing Workforce Performance 

  2.1 Mobile Workforce Solutions 

  2.2 Employee Feedback and Engagement 

  2.3 Productivity 

  2.4 Communication 

Part 3: Optimising Property Operations 

  3.1 Proactive and Reactive Maintenance 

  3.2 Real-Time Incident Reports 

  3.3 Shift Handover Notes 

  3.4 Visitor Logs and Loan Books 

How Alkimii Can Help 


Part 1: Streamlining HR Operations 

1.1 HR Data Handling 

In the realm of hotel management, efficient HR data management stands at the core of success. With the power of a robust Human Resources Information System, hotels can seamlessly oversee a wealth of critical employee data, from payroll and attendance records to personal information. This system not only saves precious time but also liberates hotels from the constraints of antiquated paper-based systems. 

One of the most significant benefits of an HR system is the enhancement of data security. It fortifies the storage of sensitive personnel information, ensuring that access is controlled and secure, thus minimising the risk of data breaches. 

The transition to digital records also significantly reduces the burdensome paperwork, enhancing operational efficiency. A HR data handling system can provide invaluable support in ensuring compliance, particularly in cases related to visas and other employee-related data, which is essential in the hospitality industry. 

These systems can provide real-time reports, offering a detailed overview of your organisation. This includes vital insights into gender distribution, employment types, age demographics, and more. These data-driven reports ensure that your decision-making process is informed and precise, allowing you to make strategic choices that are not just efficient but also fair and equitable. 

The implementation of an HR system in hotel management is transformative. It ensures secure and efficient management of HR data, reduces paperwork, facilitates compliance, and empowers informed decision-making. By embracing this technology, hotels can elevate their operational efficiency and maintain high standards in HR management, ultimately contributing to a positive and productive work environment. 


1.2 Employee Scheduling and Payroll Forecasting 

Managing employee schedules is a multifaceted challenge in hotel management. Fortunately, employee scheduling technology emerged as a transformative solution, freeing up valuable time for managers and enhancing operational efficiency. 

This cutting-edge scheduling system eliminates paper or the use of excel sheets for rostering, allowing managers to regain daily hours. Moreover, they offer enhanced workforce visibility, ensuring that schedules align with staffing needs, peak hours, and other operational performance factors.  

In addition, employee schedules are seamlessly delivered to employees' mobile devices, providing them with convenient access to their hours. This digital convenience enables teams to check their schedules with ease every day. 

Payroll forecasting is another vital feature offered by this system. It equips managers with the insights required for informed decision-making. During roster creation and throughout the week, managers can see the percentage of revenue allocated to payroll, ensuring efficient labour cost management and avoiding payroll shock. The system provides a daily overview of fluctuations, empowering managers to optimise real-time staffing to align with revenue trends. 

These integrated technologies, from employee scheduling to payroll forecasting, are indispensable tools for hotels, enabling streamlined operations and informed decision-making while ensuring both employees and managers have a more efficient and convenient work experience. 


1.3 Onboarding 

The advent of technology has ushered in a new era of onboarding systems that significantly ease the process. By implementing digital onboarding systems, employers can streamline the journey for new hires, making it more efficient and less burdensome for HR managers. 

These advanced onboarding platforms offer a range of benefits, including e-signature capabilities, easy access to training materials, and the ability for new hires to complete necessary forms online. This digital transformation not only streamlines the onboarding process but also contributes to sustainability efforts by reducing reliance on paper documents. 

In essence, this technology-driven onboarding system serves as a win-win for both hotels and their new hires. They ensure a more efficient and eco-conscious onboarding experience while minimising the administrative burden on HR and hiring managers, ultimately fostering a positive and productive work environment. 


1.4 Time Attendance 
Efficient time and attendance management is vital in the intricate world of hotel management. It's not just about tracking hours; it's about ensuring a punctual workforce committed to their responsibilities. In this pursuit, modern technology has introduced innovative solutions that simplify time and attendance tracking. 

Today, hotels are embracing mobile and kiosk-based systems equipped with facial recognition capabilities. This technology allows employees to quickly log their attendance, ensuring both convenience and accuracy. Facial recognition, complemented by movement verification, provides a secure means of confirming the identity and presence of individuals during clock-in, mitigating the potential for time or identity-related discrepancies. 

Furthermore, these systems provide real-time data on absent or late shifts, empowering management with insights to address attendance issues promptly. Geolocation tracking adds another layer of accountability, allowing employers to verify attendance locations and ensure employees are where they need to be. 

Incorporating technology into time and attendance not only minimises administrative work but also promotes punctuality and accountability. This system provides a reliable and efficient means to manage workforce attendance in the ever-dynamic hotel industry. 

1.5 Holidays Calculations and Requests 

In the realm of hotel management, the management of employee holidays and time-off requests can often be a demanding task. However, thanks to an integrated HR system, this process has been streamlined, simplifying the lives of HR professionals and management. 

This system offers a range of benefits, including automated calculations of leave entitlements, tracking of accrued vacation days, and facilitating online holiday requests. This technological advancement greatly reduces the administrative burden on HR professionals while ensuring a fair and equitable allocation of time off among employees. 

Moreover, the advent of online annual leave software has revolutionised the way holiday requests are handled. Requesting and approving such requests has become quick and seamless, eliminating the need for cumbersome spreadsheets, complex calculations, and concerns about leftover leave. The HR software takes charge of holiday calculations, making it the ultimate annual leave management tool for your organisation. 

In summary, this technological advancement in holiday calculations and requests is a game-changer for the hotel industry. They simplify administrative tasks, reduce errors, and ensure that the allocation of time off is fair and efficient. This not only benefits employees but also enhances management's ability to maintain a harmonious and productive workforce. 


Part 2: Enhancing Workforce Performance 

2.1 Mobile Workforce Solutions 

In the fast-paced world of hotel management, the ability to quickly inform and communicate with your mobile workforce is a game-changer. Mobile solutions have the power to revolutionise the way your team operates, enhancing their efficiency and the quality of service they provide to guests. 

Equipping your employees with an integrated mobile app gives them real-time access to a range of essential tools. These include their rosters, shift handover notes and to-do lists, among others. This accessibility empowers them to deliver superior service, fully informed and equipped for their roles. 

Moreover, a mobile app serves as an instant communication hub, further elevating guest service and problem-solving efficiency. With the ability to communicate swiftly and effectively, your team can respond to guest requests and address issues promptly, creating a seamless and exceptional guest experience. 

Mobile workforce solutions are transforming the hotel industry, enhancing the capabilities and efficiency of your workforce. These solutions empower your team with real-time access to information and communication tools, ultimately translating into superior service and guest satisfaction. 


2.2 Employee Feedback and Engagement 

In the dynamic landscape of hotel management where employee turnovers are high, employee feedback and engagement play a pivotal role in shaping a positive and productive work environment. Modern technology has ushered in a new era of tools for tracking and enhancing employee engagement. 

Today's hoteliers have access to an array of digital solutions for collecting and analysing employee feedback. These tools include employee surveys, digital suggestion boxes, and performance metrics, which offer a multifaceted view of employee satisfaction and performance. 

The benefits are two-fold: not only does this boost employee morale, but it also provides invaluable insights for improving operational efficiency and ultimately elevating guest satisfaction. 

In this tech-savvy era, solutions like Check Ins, employee recognition Moments, and automated Surveys have become integral to maintaining high levels of employee engagement and satisfaction. They facilitate regular interaction, recognition, and feedback, making the workplace a more motivating and constructive environment for the hotel workforce, reducing turnover rates. 


2.3 Productivity 

In the dynamic world of hotel management, workforce productivity is a critical factor that directly impacts guest satisfaction and operational efficiency. To harness the full potential of their teams, hotels are turning to task management tools, revolutionising the way they track progress, set goals, and collaborate effectively. 

These tools enable hotel teams to streamline their work processes, resulting in significant productivity gains. They offer a structured approach to managing tasks and responsibilities, which not only ensures accountability but also fosters a more productive work culture. 

Key Benefits of Task Management: 

  1. Task Efficiency: Task management tools are the cornerstone of ensuring that all tasks are completed in a timely manne They provide visibility into pending and completed tasks, ensuring that nothing falls through the cracks.
  2. Collaboration: These tools facilitate teamwork and shared goals. With features like shared task lists and real-time updates, team members can collaborate seamlessly, regardless of their physical location. This enhances communication and coordination within the workforce.
  3. Increased Output: By streamlining processes and eliminating bottlenecks, task management tools boost overall productivity. They help employees work smarter, not harder, resulting in higher output and efficiency.

In the ever-demanding hotel industry, task management tools are a force multiplier, enabling hotels to optimise their workforce and enhance operational efficiency. They provide the structure and transparency necessary for teams to thrive, ensuring that tasks are completed on time and fostering a culture of accountability and productivity. 


2.4 Communication 

The ability to connect and coordinate quickly and effectively is essential to ensure guest satisfaction and operational excellence. To achieve this, a unified system that provides a communication platform can revolutionise the way the hotel workforce interacts. 

Unified communication tools provide a single, integrated solution that allows hotel employees to connect with each other seamlessly, irrespective of their location. These platforms offer a rich array of features, including instant messaging and news feeds, making communication more streamlined and effective. 

Indeed, instant communication is of paramount importance in the hospitality industry, where timely responses, coordination, and guest service excellence are non-negotiable. They help to ensure a smoothly running operation and an enhanced guest experience, solidifying the hotel's position in the competitive world of hospitality. 


Part 3: Optimising Property Operations 

3.1 Proactive and Reactive Maintenance 

The maintenance of physical infrastructure and equipment is of extreme importance to ensure a positive guest experience. Technology has emerged as a powerful ally in this endeavour, offering both proactive and reactive maintenance solutions that have transformed the way hotels preserve their assets. 

Proactive maintenance takes a preventative approach, involving regular checks and inspections of resources and equipment to prevent issues before they escalate into major problems. A robust preventative maintenance routine is critical to maintaining high standards in the hospitality industry. Relying solely on reactive maintenance is not a sustainable approach for ensuring smooth hotel operations. 

Digital checklists and NFC tags have become valuable tools for the hotel workforce. They assist in ensuring that tasks are completed accurately and on time, contributing to consistency. These technologies also facilitate reactive maintenance, ensuring that the team inspects and checks all relevant areas. NFC tags play a pivotal role in physically confirming that items have been checked. 

Moreover, integrated maintenance software helps to streamline the management of repair requests and tracking. Employees can easily report maintenance issues, ensuring they are assigned to the right individuals and can monitor the progress of repairs. These solutions provide a comprehensive view of maintenance needs across multiple sites or within a hotel group, allowing for bulk maintenance efforts that reduce costs and enhance overall efficiency. 

In summary, technology has revolutionised maintenance in the hotel industry, enabling a proactive approach to asset preservation and efficient handling of reactive maintenance when issues arise. By embracing these solutions, hotels can ensure that their facilities consistently meet high standards, ultimately leading to elevated guest satisfaction and reducing costs. 


3.2 Real-Time Incident Reports 

Technology has introduced real-time incident management systems that empower hotels to manage issues as they occur, ensuring quick responses, informed decisions, and accurate incident reporting data. 

These systems enable employees to report incidents in real time, ensuring that the right personnel can promptly review and address them. This immediate reporting mechanism is pivotal in minimising the impact of incidents, preventing them from escalating, and maintaining a safe and secure environment for guests and employees. 

Beyond safety benefits, hotels with robust incident reporting systems may enjoy lower insurance premiums. Insurance companies often view hotels with strong safety records and robust reporting processes as less risky to insure, leading to potential cost savings for the property. 

Furthermore, incident analytics systems can provide invaluable insights for hotels. They help in identifying and addressing inefficiencies in operations, which, in turn, can lead to reduced costs and improved profitability. These systems empower hotels to make data-driven decisions, fostering a culture of continuous improvement. 

Real-time incident management systems are indispensable for hotels, enabling quick and efficient responses to incidents, minimising downtime, reducing potential claims, and fostering a safer environment. Moreover, they can contribute to cost savings and improved operational efficiency, ultimately enhancing the overall guest experience. 


3.3 Shift Handover Notes 

The shift handover process is a critical element in ensuring the seamless transition of responsibilities from one individual or team to another. Technology has brought a revolutionary change to this aspect by replacing manual, paper-based systems with digitised shift notes. 

Traditional giant shift notebooks, often prone to disorganisation and falling apart at the spine, are being replaced with efficient and easily accessible digital logs. The digitised logs ensure that essential information is transferred accurately between shifts, significantly reducing the risk of misunderstandings and errors. With digital shift handover notes, you can also upload images and documents, making sure all the data is uploaded. 

Digital shift handover in hotel management allows for more efficient and error-free operations, ensuring that essential information is seamlessly transferred between shifts, contributing to a more organised and productive work environment in the hospitality industry. 


3.4 Visitor Logs and Loan Books 

Managing visitor logs and loan books digitally enhances security and accountability. These systems help security, which is a paramount concern in the world of hotel management. Ensuring the safety of guests, workforce and property is a top priority. In this context, digital systems for managing visitor logs and loan books have emerged as invaluable tools for enhancing security and accountability. 

Traditional paper-based visitor logs and loan books are often cumbersome and prone to loss or human errors. In contrast, digital systems provide a more organised and foolproof approach. 

Here's how these digital systems contribute to security and accountability: 

  • Visitor Logs: Digital visitor log systems keep track of everyone who enters the property. They provide real-time visibility into visitor data, including names, entry and exit times, and if master keys, or hot work permits were given. This level of detail enhances security by helping to identify and trace any unauthorised entries as well as always being available to no more running around to try and find the visitor logbook. 
  • Loan Books: Digitally managing loan books ensures that any items borrowed from the property are tracked meticulously. This minimises the risk of loss, theft, or misuse or just provides you with the tool to give a gentle reminder an item is due to be returned.  

Digital management of visitor logs and loan books is a significant enhancement in the realm of hotel security and accountability. These systems offer real-time tracking and comprehensive data, reducing the potential for security breaches and ensuring that borrowed items are returned promptly and in good condition. 


Embracing technology in hotel management is no longer a luxury but a necessity for staying competitive in a fast-paced industry. From HR operations that efficiently handle employee data and engagement to innovative solutions that enhance workforce performance and property systems that optimise operations, technology has become the foundation for success. By adopting these technologies, hotels can streamline their processes, elevate guest experiences, and position themselves at the forefront of the ever-evolving world of hospitality. Embrace technology, and both you and your business will be well on your way to a prosperous future. 



How Alkimii Can Help 

Alkimii offers an integrated solution for both your HR and property management needs, ensuring a seamless and efficient operation in the hospitality industry. All the features discussed in this blog post are part of Alkimii People and Alkimii Property, making it a comprehensive and user-friendly platform to streamline your hotel management processes. 

Alkimii People: This platform is designed to put all your HR requirements in one digital place. It's a shared platform that equips your team with the tools they need to perform their jobs effectively while keeping them engaged. Alkimii People offers features such as payroll forecasting, news and chat channels, document sharing, photo and video uploads, and link sharing, making it a versatile and paperless platform for communication and collaboration. Moreover, Alkimii People includes functions like Check Ins, Moments, and Surveys, which will help streamline your HR operations, enhance team recognition, and facilitate feedback. 

Alkimii Property: This application provides your team with all the information they need, seamlessly integrated into a single app. It covers checklists, handovers, and incident reports, ensuring that you're always on top of your property management tasks. Additionally, Alkimii Property simplifies preventative maintenance, making it easier to uphold the highest standards in property upkeep. It enables real-time communication and offers full oversight of workforce and guest incidents, helping you maintain a safe and secure environment for everyone. 

Incorporating Alkimii into your hotel management operations means you have all the tools necessary to enhance workforce productivity, streamline property operations, improve communication, and ensure the highest level of guest satisfaction. With Alkimii, your hotel management becomes more efficient, organised, and effective, resulting in a positive and productive work environment. 


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Why choose Alkimii

Specialist hospitality software, built on experience, proven across hundreds of hotels.

After years of working in the hospitality industry and running his own hotel our founder Ronan McAulay knew first hand the technology challenges that the hotels face. Alkimii was built to exclusively solve these challenges.