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Today's Hotelier magazine

5 ways to get your housekeeping team organized

What innovative things are you doing in your housekeeping program? Write to our editor at [email protected] .

How to get your housekeeping management team in tip-top shape.

By Dawn Berry

When inventory is correct, the clutter is eliminated and supplies are easily obtained and reachable on carts. The possibilities – such as quickly moving through cleaning assigned rooms or helping out a teammate – start to open up.

A housekeeping team that is organized and efficient will be ready for those huge influxes of guests when flights are canceled or the weather suddenly changes. Ready to get your housekeeping management team in tip-top shape? Read on for our five ways for better organization in hotel housekeeping management.

A place for everything

The purpose of organization is to be able to find, exchange and evaluate items quickly. How would you like it if your monthly inventory took half as much time? How would you like to reduce your minutes per room? What would you possibly do with all that extra time? The options are endless, and the answer lies in organization.

  • Housekeeping carts Are the housekeeping carts organized? Does everything have a place? Do they look professional? As housekeeping managers are inspecting rooms, they should conduct a housekeeping cart inspection.
  • Storage rooms How much time is wasted by housekeeping staff due to disorganized storage rooms? Do the housekeepers or managers know what is in the storage rooms? Do not save old coffee makers that do not work or last year’s phone books.
  • Office Even though the housekeeping manager is not always allotted the corner office with a window, it does not mean it cannot be organized. The purpose of a housekeeping office is not to store the last 10 years’ worth of lost-and-found items or hold even more coffee makers that don’t work. A cluttered office means a cluttered mind. Housekeeping managers should have organized storage shelves or cabinets for items they need close at hand or are more valuable. But do not horde. Let go of what is broken, not needed or does not have a purpose.

Good planning =less surprises How does the housekeeping manager and staff keep track of VIP future arrivals? How do overnight laundry attendants or PM public attendants communicate with the team?

Ensure online apps, communications logs or planners are organized for maximum efficiency. Do they have pre-printed dates on top and a page for each day? Do not skimp here. Manage your deadlines and meetings. An online calendar is your friend – be it Outlook, Google or the one in your phone – calendar everything.

Making a list Lists and checklists are only as good as what is put on it and what is crossed off of it. If they are not going to be used or checked, it will not work for a housekeeping manager or his/her team. Lists are about accountability.

  • Who should have one? Are checklists utilized for inspection of public spaces or laundry attendant tasks? If so, does it have times for when the tasks should be completed? Where are they stored when completed?
  • Make a list each day Starting out fresh every day can be daunting, so when determining the list start by deciding what will have the most impact and begin there. What has been committed to others? If it cannot be completed, they should be made aware as soon as possible. Successful housekeeping managers keep and make lists daily, tracking priorities over the course of the week and month (and even setting yearly goals). Getting organized is all about creating and visualizing your priorities and goals.

Work efficiently and maximize productivity

  • Delegate, delegate, delegate Most tasks are better complete than set aside to be completed perfectly. Delegating is an exceptional tool for the manager and staff. It teaches staff not only how to do complete the tasks but also how to address related problems. There are team members in every hotel that want to learn, grow and help. Let them shine, and let them help you shine.
  • Not just on silent Even when a cell phone is on silent, it is still a distraction. Productive people take time away from their phones during the day. Try it when completing the schedule for the following week or doing monthly inventory. Tasks will be accomplished much quicker. This is especially true for tasks that may not be your favorite.
  • Decisions, decisions… Disorganization is often the result of failing to decide what to do about – or what to do with – something. Start making decisions about little things, and soon you will find yourself more confident about taking more action.
  • No more pop ups We are all susceptible to distractions – big or small. When working on a project or task, what do your eyes do when an email notification flashes on the screen? You know you should finish what you are doing, but you get distracted, stop what you are doing and read the email. It is the same theory as to why we all slow down to look at an accident. We’re all human, and we all get distracted. To combat this, change the settings in your email program so these distractions don’t stand a chance.
  • No desktop clock Have you ever wondered why there are no clocks in casinos? It is because they do not want you to focus on the time; they want you to focus on the task at hand. The same rule applies to your desktop. We all have plenty of clocks in our offices; between our cell phone and office phone, we have plenty of places to check the time. When overwhelmed, it feels as though the illuminated clock on the desktop is mocking you. You are thinking, “Is that really the time?” “What do I have left to do?” “How am I going to finish everything?” To remove this distraction, go into your desktop toolbar settings and turn the clock option off.
  • Just shut the door An old adage is that a good manager must have an open-door policy. Make sure you are clear on what that really means. An open-door policy means you are available for team members’ questions or concerns based on your schedule. It does not mean you keep your door open at all times. Count the amount of times each day that you’re distracted with people just popping in to say hello; the time adds up quickly. Manage your office door like you manage your calendar.

Keep to a schedule Are department schedules made two weeks out? Of course, schedules change based on occupancy, but consider creating schedules two-weeks out versus one-week out so the team can plan ahead. Schedules can always be altered if occupancy increases or decreases.

When creating shift checklists, include time details on when tasks are to be completed. This will assist a team member’s ability to manage their time.    ■

Dawn Berry is president/CEO of PHD Hospitality, a hotel property management firm founded in 2006, located in Scottsdale, Ariz. As a 25-year veteran of the hospitality industry, Berry spent the majority of her career climbing the ranks within Hilton Hotels Corporation, capping off her tenure there as vice president, brand management, for Hilton Garden Inn. To learn more, visit www.phd-hosp.com or email [email protected] .

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Action Plan Template for Housekeeping

Action Plan Template for Housekeeping

  • Create visualized action plans so you can prioritize tasks at a glance
  • Assign tasks to housekeepers in charge of specific areas or duties
  • Track progress on all housekeeping objectives while staying organized

Benefits of a Housekeeping Action Plan Template

  • Reduced stress and improved morale
  • Reduced clutter and improved efficiency
  • Improved communication between team members
  • More organized work spaces

Main Elements of a Action Plan Template for Housekeeping

  • Date range for which the plan will cover
  • List of all tasks to be completed
  • Procedures for completing each task
  • Resources required to complete the tasks
  • timelines for completing the tasks

How to Use a Housekeeping Action Plan Template

1. set a goal., 2. create a schedule., 3. make a list of supplies needed., 4. monitor progress., related action plan templates.

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How to Set Up a Weekly Housekeeping Schedule

How to start a weekly housekeeping schedule

Wash on Monday Iron on Tuesday Mend on Wednesday Churn on Thursday Clean on Friday Bake on Saturday Rest on Sunday Traditional

I love this old housekeeper’s rhyme, but it doesn’t quite fit my lifestyle. I don’t have any cows, so I’m not churning cream on Thursdays.

However, the concept of each day having its own task appeals to me. It’s simple and easy to remember. It makes each day a little different, and interesting. It sets a rhythm to a homemaker’s life, so that the days slip along quietly and home life is orderly.

Are you ready to set up your own housekeeping schedule? It’s easier than you might think! Just grab a pen and paper, or scroll down to download my pretty housekeeping templates. They’re free!

Not quite convinced? Read this article on the benefits of a weekly housekeeping routine !

How to divide your housekeeping schedule

You will want to divide your housekeeping schedule into three categories: for daily, weekly, and occasional tasks. I like to make two schedules: my basic housekeeping schedule has daily and weekly tasks. It’s short and simple, and I pretty much follow it every week.

The other schedule lists tasks that don’t need to be done as often: things like cleaning the washing machine or window screens. Some of these should be done more frequently than others, so I divide that schedule into monthly, seasonal, and annual tasks.

I put the most thought into the weekly schedule, as you will see. The daily chores are already habitual, so I don’t really need a reminder. The occasional chores can always be done later if necessary. But the weekly chores need to be done every single week, and if they’re forgotten or postponed, I really get behind.

That’s why this housekeeping schedule is so helpful to me: it fits my life and reminds me what I need to focus on each day in order to keep my home clean and running smoothly.

Daily tasks

Let’s start with the daily tasks. I keep my list short and sweet: wash the dishes, cook the meals, sweep the floor, and tidy. You could also list other chores like making beds and wiping down kitchen counters if you like.

Weekly tasks

Weekly tasks include laundry, ironing, vacuuming, meal planning, grocery shopping, baking bread, cleaning the kitchen, cleaning the bathrooms, mopping the floors, going through papers, and paying bills.

You might have other chores to add to this list, or do some of the listed chores more than once; I wash diapers twice a week in addition to the previous list.

You might need to clean bathrooms or vacuum more than once per week if your house gets a lot of traffic! I tend to vacuum as needed during the week, but keeping it on my schedule helps me to remember it when things get busy.

Planning your weekly schedule

How do you know which tasks to do on which days? Ah, that is the most important part of a weekly housekeeping routine! This is the deciding factor for whether or not you’ll stick to a schedule.

What works for me won’t necessarily work well for you, and vice versa. You really just have to keep trying until you find a schedule that makes sense to you and works with your life.

I’ve seen some schedules that tell you to clean one room per day . Well, that would be pretty silly for me to adopt, since our cabin has one main living space plus a bathroom!

Other routines break the housekeeping down into 5 or 10 tasks for each day. That’s fine for some people, but I would rather pick one large task and get it done, rather than rush around from one thing to the next all day.

Also, my days are not all the same. I plan one day per week to run errands and grocery shop, so I make that day intentionally light on housework. If your family is home more on the weekends, you might wish to make Saturday light on housework — or schedule chores for other people to help with.

Keep your schedule flexible, and be ready to amend it if the first attempt doesn’t quite work out. Trial and error will help you determine which tasks suit your Monday mood, and which ones are better for Fridays! 

Expect changes and stay flexible!

One important point to remember is that your schedule will likely change over the years. You don’t have to find a routine that will stay the same for the rest of your life! I’ve had a weekly housekeeping schedule posted in my kitchen for about three years, and I’ve already changed it twice. Things change. Just stay flexible!

One interesting tip I’ve heard is to save your favorite task for your least favorite day. That’s a curious concept to me, since I don’t have a least favorite day! But you can try that if you like.

I do save baking (which is my favorite task) until Saturdays, but that’s for practical purposes: I don’t want to bake on Sundays, and I don’t want to run out of bread by Monday morning when I’m packing my husband’s lunch!

This is what I mean when I say trial and error is the best way to learn. For years, I baked bread and washed the laundry on Mondays. But then my Mondays were too full, I rarely finished the laundry by suppertime, and I was stressed and grumpy by the end of the day.

If at first you don’t succeed, sit back and think about what’s not working. Then change things slightly, and try again.

Here's how to start a weekly housekeeping schedule--one you can actually stick to! It's easier than you think!

Monthly Tasks

Which tasks should be done once a month? Ovens, refrigerators, and vacuum cleaner filters should be cleaned every month. In addition to those, I balance the checkbook, review the budget and expenditures, and tackle any mending that’s waiting for me. Some people recommend cleaning your washing machine every month. I clean mine about every three months, so it goes on my seasonal list.

Seasonal Tasks

These chores need to be done every three to six months: clean washing machine, wash windows, rotate mattress, clean pantry, organize cupboards, clean light fixtures, organize closet, and switch out seasonal clothing. If you have children, you will also need to switch out clothing sizes as they grow.

Annual Tasks

Spring cleaning is when I tackle such chores as cleaning window screens, washing walls, and cleaning carpets. You may prefer to do them at a different time, but they should happen once a year!

Housekeeping Schedule Templates

You made it to the templates! I had fun creating these pretty printables, and I hope you will enjoy them. There are two copies of the Weekly Housekeeping Schedule: one is blank, and the other is filled in with my own schedule as an example.

The third template is for occasional housekeeping tasks. I keep this posted to remind me what needs to happen each month or season. As you can see on my weekly schedule, I try to complete one rotating task each week on Thursdays, since that day tends to be light on housework.

My weekly schedule isn’t exactly the same as the old rhyme at the beginning of the article, but it’s pretty close! Here’s my amended routine: 

Wash on Monday Iron on Tuesday Meals on Wednesday Papers on Thursday Clean on Friday Bake on Saturday Rest on Sunday

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Download FREE Printable Templates!

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Have fun filling out your own housekeeping schedule! I hope these templates help you to organize your household tasks and feel more confident in your housekeeping!

Happy homemaking!

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Hospitality goes deeper than pretty dishes and matching furniture. It's about welcoming others into our homes.

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Ultimate housekeeping operations management guide [+ checklists].

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The success of your housekeeping practices directly impact the success of your hotel. If your guest rooms aren’t properly cleaned, it puts not only your property’s reputation in danger—it also puts your bottom line in jeopardy.

According to leading industry professionals, even a single negative review can lose your hotel close to 30 guests . And since modern travelers report that cleanliness is the most important factor in choosing where they’ll stay , your housekeeping operations are a cornerstone of guest satisfaction at your hotel. 

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A couple of key ways you can maintain housekeeping consistency and prevent negative guest experiences is by following housekeeping management best practices and streamlining your hotel’s housekeeping operations. Having proper plans and processes in place to aid in risk prevention and maintain consistent cleanliness across your property goes a long way toward ensuring guest satisfaction and managing your hotel’s reputation. 

In this article, we’ll discuss the basics of housekeeping management, why it’s so important, the ins and outs of staffing and staff management, the importance of checklists, and the benefits of utilizing a digital management solution. 

To continue your learning, check out our comprehensive Hotel Operations Management Guide.

What is housekeeping management

The housekeeping management team is responsible for managing and maintaining all operations of the housekeeping department. The hierarchy of a housekeeping department’s organizational chart will look a little different from property to property, depending on the size of the operation and the general housekeeping needs of the hotel . But most of the time, hotels will have a housekeeping manager, an executive housekeeper , an assistant executive housekeeper, and various housekeeping supervisors for different segments of the department.

housekeeping assignment

Some segments or different areas of a housekeeping department might include: 

  • Linens/Uniform Supervisor
  • Desk Control Supervisor
  • Floor Supervisor 
  • Night Supervisor 
  • Public Area Supervisor 
  • Horticultural Supervisor 
  • Guestroom Supervisor 

An example of this structure might be that your housekeeping operations include a segment that handles public areas or linens specifically. For these segments, in addition to the executive housekeeping team, you may also have a Public Area Supervisor and a Laundry/Linens Supervisor to help delegate those areas of work. While your directors and executives oversee and manage the high-level operations of housekeeping across the property, individual-level supervisors will handle the details of specific operational segments and report that information up to the executive suite. 

The housekeeping manager will be responsible for delegating tasks to both executives and supervisors, overseeing productivity and consistency, maintaining organization and more. Some other key aspects of a housekeeping manager’s role include: 

  • Hiring and firing within the housekeeping department 
  • Ensuring the availability of necessary tools and cleaning supplies
  • Inventory management such as linens and towels, toiletries, etc. 
  • Optimizing labor by delegating responsibilities and tracking progress

Each level of housekeeping operations is crucial to maintaining efficiency and streamlining productivity—and the way to organize and effectively utilize each area of operations is to go in with a clear housekeeping management plan. 

Why is housekeeping management important?

Housekeeping practices are often closely tied with an organization’s safety culture—so, first and foremost, housekeeping management is critical to the health and safety of everyone who comes through the doors of your hotel. But housekeeping management is important for a multitude of reasons. Structuring your housekeeping operations and planning processes effectively reduces waste, increases efficiency, and aids in achieving and maintaining quality and brand standards across single properties and entire portfolios. 

Housekeeping Manager using Digital System

Inefficient labor practices can lead to significant losses of time and money across your operation. Ineffective cleaning methods can cause wasted inventory and safety risks to both guests and staff. Slow housekeeping turnaround times can directly affect a guest’s travel timeline too, causing guest satisfaction and hotel reputation to suffer. This is where digital housekeeping management systems, like Xenia, come in. By helping to assign, track and measure housekeeping tasks, managers can improve operations and save money.

Housekeeping is one of the most frequent guest touchpoints. The cleanliness of guest-centered spaces is often their first impression of your property. Beyond that, when a guest needs additional towels or toiletries or requests turndown service, it’s the housekeeping team that they’ll interact with. Cleanliness is essentially at the core of guest satisfaction: and housekeeping is the catalyst, directly delivering guest experience. 

How many housekeepers per room do hotels need?

On average, over the course of a typical, eight-hour shift, a housekeeper will clean between 10 - 15 rooms per day. At some hotels, they’ll clean as many as 30 rooms per day . The amount of housekeepers per room your hotel needs will vary depending on available staff, the amount of part-time staff vs. full-time staff you have, the size of hotel rooms, housekeeping staffing needs for public areas and groundskeeping, and more. 

Industry recommendations suggest that for every 10 rooms in a three-star hotel the maximum number of staff needed is eight—in a four-star hotel the suggestion is twelve, and in a five-star hotel: twenty. Ultimately, the size of your housekeeping team depends on your operational needs, your organization’s brand and quality standards and your budgetary requirements. 

How many hours can housekeepers work per shift?

Generally, housekeepers work in shifts that are similar to an average 9 to 5 work schedule. They’ll often work in 8 - 10 hour shifts, cleaning anywhere between 10 - 15 rooms per shift, with a 30 minute break factored in. A maximum shift could be up to 12 hours, but to prevent injury and burnout in such a physically demanding job that produces such a high churn rate, it’s better to alternate staff and keep shifts shorter on average. 

How much should a housekeeper get paid hourly?

The average hourly rate for a housekeeper in the United States is $13/hour and can fall anywhere between $12 and $15 per hour. In more urban areas the pay rate will generally be higher. Salary.com reports that in Los Angeles, California for example, the average rate is closer to the high end of that range at $15/hour and can go as high as $18/hour depending on the hotel, while in a more rural area like Columbia, Tennessee the average is closer to $11.50/hour, below the national median. 

housekeeping assignment

But these rates vary even more depending on where they’re being tracked and reported, and whether or not tips are being factored in. Tammy La Gorce from the New York Times News Service found in research that “a housekeeper in a New York City hotel can expect to make an average of $29.41 an hour, while one in Charlotte, North Carolina, might earn an average of $10 an hour.” That’s why, when hiring, it’s important to take a look at a variety of sources to find the average rates for housekeepers in your area and adjust your rates accordingly. 

Oftentimes housekeepers will make additional income from guest tips, but that isn’t always the case depending on the type of hotel, the cost of accommodations, and the length of guest stays. Etip research found that “only about 27% people tip all the time, 31% never do, and 42% sometimes tip.” Because of this, when guests do leave a tip, the average tip range varies pretty drastically. Housekeepers might see varies between $1 and $5 a night in tips. But general tip etiquette for housekeeping suggests that between $3 and $5 a night is the ideal tip guests should leave for satisfactory housekeeping services. 

Experts interviewed by HuffPost news pointed out the differences in tips at hotel types, suggesting that, while the general guideline for tips is $3 to $5 a day, at a five-star hotel located in high-rent areas and large cities such as New York, or Los Angeles, guests should expect to tip $5 to $10 per day. That doesn’t mean housekeepers can consistently expect to make these tips, but it does mean that pay rates and average tips at your property should be factored into your hiring plan, especially if your guests are good about tipping your team.

How to structure and train housekeeping teams

Housekeeping teams should be structured in order of responsibility, shift, and leadership hierarchy. Managers and executives will oversee supervisors, supervisors will oversee staff in individual department segments. Managers often prioritize the onboarding and training of housekeeping team members by level of necessary supervision. 

Housekeeping Department Organizational Chart

Make sure you’ve trained your executives and team supervisors appropriately in order for them to manage direct reports. From there, you can prioritize training for housekeeping staff depending on their skill level and subject-matter expertise. Some team members may require more general training, while others may require more technical or in-depth training to use specific machinery, tools, or cleaning chemicals. 

Training should be an ongoing initiative at your property to ensure that housekeepers are maintaining consistency and following necessary protocols. You can determine the level of ongoing training needed by regularly analyzing team performance. 

How to measure housekeeping performance

You can keep track of housekeeping performance at your property in a variety of ways. One of the best ways is by utilizing standardized checklists for housekeeping processes. Creating standard operating procedures (SOPs) and maintaining their adherence through accessible checklists keeps everyone on the same page and creates a clear paper trail for logging housekeeping procedures and understanding what’s working, where there’s room for improvement, and how you can further optimize operations. 

Xenia Housekeeping Task Management

Digital task tracking is another great way to understand and analyze housekeeping performance. You can even use solutions such as Xenia that provide digital checklist features so your team can complete cleaning and inspections checklists on the go directly from their individual mobile devices. From there, those checklists are automatically logged within a digital system where they can be uploaded into customizable reports and examined in depth to help you spot patterns with assets, failed inspection items, and more. 

Additionally, you can regularly check the online reviews and complaints issued by guests. This can help you to understand if guests are dissatisfied with your property’s cleanliness practices, giving you a better understanding of where your housekeeping team might be falling short. 

Essential housekeeping checklists for hoteliers

You can utilize housekeeping checklists for a variety of procedures at your property. Some essential checklists we recommend using include the following: 

Room Cleaning Checklist 

A room cleaning checklist ensures your housekeepers are maintaining quality and cleanliness standards for every guestroom on the property. Room cleaning checklists include cleaning tasks such as sanitizing surfaces, vacuuming the carpets and rugs, stripping and remaking bedding, dusting decorations and furnishings, and mopping hard floors, amongst other things. This checklist helps ensure consistency across your property. 

Bathroom Cleaning Checklist 

A bathroom cleaning checklist helps you get specific about cleaning expectations for restroom spaces. This checklist could include tasks like wiping and sanitizing countertops, cleaning out the bathtub or shower, replacing soiled towels and used toiletries, checking drains and faucets, ensuring toilet functionality, and more. 

Lobby Cleaning Checklist 

The lobby of your hotel is typically the very first impression your guest has of your property—that’s why it’s crucial to make sure it’s clean and inviting. A Lobby cleaning checklist includes things like mopping hard floors, vacuuming rugs and carpets, dusting furnishings, wiping desks and hard surfaces, replacing publicly used toiletries such as tissue paper and hand sanitizer pumps, and more. 

Laundry Management Checklist 

A laundry management checklist helps you to manage laundry operations at your property. Laundry can be a whole operation in and of itself, so it’s important to outline necessary procedures for staff so everyone stays on the same page to maintain efficiency. A Laundry management checklist may include tasks such as collecting bedding and linens, sorting bedding and linens, transporting laundry to the appropriate facility for cleaning, cleaning and folding bedding and linens, and more. 

Benefits of Housekeeping Management Software

A housekeeping management software can make operations oversight simpler, reduce miscommunication, and streamline productivity in a multitude of ways. A user-friendly digital operations solution like Xenia has robust task management and communication tools for any use case while being simple enough for anyone to use—and quick to adopt and implement. 

Xenia’s user assignment features allow you to instantly see who’s actively clocked in and available for work so you can easily assign them to housekeeping tasks whether you’re in the office or across the property. And with digital checklists housed in one simple, accessible application, your entire team is able to find the procedures they need to follow whenever and wherever they are. When the team works through processes in Xenia, they’re automatically logged in the system too, creating an easy-to-follow audit trail for tasks that makes performance analysis and team communication easier than ever.

Xenia Room Cleaning Checklist App

To top it all off, your team can even include photos and notes on checklist items for optimal clarity, and instant messaging keeps everyone connected from afar. If there’s a quick question or clarification needed, your team can reach you or any other team member with just a few taps of their fingers rather than tracking them down at your busy hotel or disturbing guests with noisy radio calls. And live room status updates ensure rooms are turned over efficiently, so everything is ready for your guests as soon as they check in.

And that’s just the beginning of how Xenia can help you manage your hotel operations. Visit our resources center to learn more about how we can take your housekeeping management to the next level, or book a free product demo any time! We’re here to help you optimize your workflow so you can focus on providing stellar guest experiences every time. 

Streamline Hotel Operations, Maintenance and Quality Assurance with Xenia

Xenia unifies daily operations, maintenance management and quality assurance to help General Managers ensure teams and facilities are effective and efficient.

Xenia Hotel Operations Software

Our customers love Xenia's robust use cases including:

Daily Operations

✔️ checklists & sops.

Create checklists, SOPs, Inspections and Data Logs to power accountability, training and staff clarity on every task.

📆 Recurring Tasks

Create recurring schedules for daily opening and closings, performance review meetings, inspections, cleanings and more.

📲 Chats & Announcements

Centralize team communications with in task chats, one-on-one chats, team messages and company wide announcements

💪 Team Accountability

Defeat pencil whipping and disorganized responsibility assessments by standardizing operations with Xenia. Chat with teams on any device, track time, collect photos, and ensure high quality work.

📊 Team Performance Reporting

Use Xenia's analytics dashboards to view staff work reports. Filter by asset, location, category or due date and export the report in PDF or Excel

Maintenance Management

🛠️ work orders.

Create work orders with associated team, asset, location, priority, category and due date. View live progress reports on each work order, chat with teams, and review resulting template submission, images and notes to improve operations.

🧰 Preventive Maintenance

Create a preventive maintenance calendar to ensure asset uptime is not compromised. Attach images, templates, videos and notes to every task and assign to a team or individual for completion.

Generate and attach QR codes to equipment and facility locations to enable fast and accurate inspections and data logs.

📁 Equipment Work History

View work history for every asset and sub asset in Xenia. Review performance data and enable corrective actions to improve your operation.

Quality Assurance

👍 brand standards.

Put your brand standards in a clear and operational checklist to be attached to work assignments.

🔎 Smart Inspection Workflows

Xenia's operations template builder has built in conditional logic into each step. This allows you to trigger actions based on a form response such as creating a corrective action on a failed inspection step, sending a notification to management for out of range meter readings, and much more.

✨ Corrective Actions

Operationalize inspections with fast work order assignment arising from a failed inspection step. All corrective data is stored in the checklist submission for auditing and accountability.

📋 Analytics and Reports

View live dashboard summaries of tasks, employee performance, template submissions and more. Filter, organize and export compliance reports to PDF and Excel formats to simplify compliance management.

Why use Xenia in your hotel operation?

Xenia is empowering hundreds of teams around the world to elevate their hotel operations management. When implemented, Xenia offers benefits such as:

🦾 Reduce Manual Operations

With Xenia, you can schedule recurring tasks and work orders in minutes. Assigned employees will receive notifications and can complete work on their mobile device.

💯 Standardize Processes & Increase Accountability

Build custom checklists, SOPs, inspections, log books, surveys, meeting agendas and more with Xenia. Attach these to tasks and work orders to clarify work and collect crucial data such as photos, notes, time stamps and more.

🤩 Minimize Negative Reviews

Xenia's operations platform increases brand standards and speeds up issue resolution to ensure a positive guest experience. When things do go wrong, Xenia provides a central data suite to identify the root cause and execute intervention plans.

⚡ Speed Up Work Order Resolution Time

Enable any team member to report issues, damage or guest complaints directly on their mobile device. The necessary team will be notified and can resolve the issue immediately.

🏨 Minimize Equipment Downtime

With Xenia's preventive maintenance calendars and work order management, teams can centralize their asset maintenance and ensure every issue is prevented or corrected in short order. This saves teams thousands each year in avoidable repair fees.

🔐 Secure Data Storage

All data in Xenia is securely stored in the cloud for analysis and reporting. We do not delete historical data to ensure that you have a clear view of improvement over time.

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Frequently Asked Questions

Got a question? Find our FAQs here. If your question hasn't been answered here, contact us .

What is the role of housekeeping management in a hotel, and how does it impact guest satisfaction and hotel reputation?

Housekeeping management is responsible for overseeing the cleanliness and upkeep of the entire hotel, including guest rooms, public areas, and laundry services.

The housekeeping team ensures that rooms are thoroughly cleaned, linens are fresh, and amenities are well-stocked, contributing directly to guest comfort and satisfaction.

A well-managed housekeeping department plays a crucial role in maintaining high standards of cleanliness, which is often the primary factor guests consider when choosing a hotel.

Poor housekeeping can lead to negative reviews and loss of potential guests and bottom line.

Efficient housekeeping management not only ensures guest safety and satisfaction but also helps in maintaining the hotel's brand standards and overall image.

How do you determine the optimal number of housekeepers needed per room, and what factors influence this decision?

The number of housekeepers required per room depends on several factors: the size and layout of the rooms, the level of service the hotel aims to provide, the number of part-time versus full-time staff, and specific needs for public area and groundskeeping maintenance.

Industry standards suggest different staffing levels based on the hotel's star rating.

For example, a three-star hotel might need fewer staff per room compared to a five-star establishment, which requires more intensive and personalized services.

Moreover, the expected turnaround time for cleaning rooms and the physical demands of the job should be considered to prevent staff burnout and ensure high-quality service.

What are the essential checklists needed for effective housekeeping management in hotels?

Essential housekeeping checklists for hotels include Room Cleaning, Bathroom Cleaning, Lobby Cleaning, and Laundry Management checklists.

  • The Room Cleaning Checklist covers tasks such as sanitizing surfaces, vacuuming, changing linens, and dusting, ensuring each guestroom meets cleanliness standards.
  • The Bathroom Cleaning Checklist focuses on sanitizing countertops, cleaning showers or bathtubs, replacing towels and toiletries, and checking plumbing fixtures.
  • The Lobby Cleaning Checklist is vital for making a positive first impression and includes mopping floors, dusting furniture, and maintaining cleanliness in public areas.
  • Finally, the Laundry Management Checklist ensures efficient handling of bedding and linens, covering collection, sorting, washing, folding, and storage processes.

These checklists help maintain consistency and quality in housekeeping operations, directly impacting guest satisfaction.

How does a digital housekeeping management system like Xenia enhance hotel operations?

A digital housekeeping management system like Xenia streamlines hotel operations by providing tools for task assignment, progress tracking, and performance analysis.

The system allows managers to assign tasks to available staff members instantly, even remotely, ensuring efficient workload distribution.

Digital checklists ensure that all cleaning and maintenance procedures are followed accurately and consistently.

The software automatically logs completed tasks, creating an audit trail for performance analysis and helping identify areas for improvement.

What training and ongoing development are necessary for housekeeping staff to maintain high performance standards?

Effective training and ongoing development are crucial for maintaining high performance standards in hotel housekeeping.

The initial training should cover the hotel's specific cleaning procedures, use of cleaning equipment and chemicals, safety protocols, and customer service expectations.

Ongoing development can include regular refreshers on best practices, updates on new cleaning technologies or products, and training in specialized areas like eco-friendly cleaning methods.

Supervisors should regularly monitor housekeeping staff performance and provide feedback or additional training where needed.

Continuous professional development not only ensures consistent quality in housekeeping services but also contributes to employee satisfaction and retention

One Solution, Flexible Across Industries and Teams

One app: endless ways to manage your workflow.

Run your whole operation with one easy-to-use app. Start your 14-day free trial today.

Housekeeping Made Easy

With our quick and efficient Housekeeping Management app, see at a glance the status of all of the housekeeping tasks at your hotel or property. In one view, know which rooms have been assigned and prioritized, and which rooms still need to be assigned.

Our quick and simple drag and drop functionality and the ability to bulk reassign rooms make housekeeping management problems a thing of the past!

What is Housekeeping Management?

Housekeeping Management is the process of overseeing the cleaning, maintenance and upkeep of guest rooms and public areas within a hotel. It includes tasks such as scheduling, staffing, inventory management, and implementing quality control measures to ensure that the hotel's rooms and facilities are always clean, comfortable and well-maintained for guests.

Hotel Housekeeping App

Hotel Housekeeping Management Software

Dynamic Room Assignment with Housekeeping Management Software

Housekeeping Hotel Software: Dynamic Room Priority

Change Priorities with Housekeeping Hotel Software

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Housekeeping Management Tool: Cleaning Time Tracking

Hotel Housekeeping Tool for Time Tracking

“ With the ability to communicate seamlessly across multiple departments, share information, make updates and address guest issues quickly in HelloShift we were able to overcome the difficulties we faced more efficiently than we believed possible. Our guests frequently made comments about the speed with which we communicated and responded to their needs. ” Neil Harris, General Manager, Clear Sky Resorts

HelloShift is cloud-based and works across web, iOS, & Android apps.

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Daily operations are complicated. We make them simpler.

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Safely Schedule Housekeeping in Advance!

We are very excited to release one of our most requested features, the scheduling module . Which means it’s time to stop using spreadsheets and put all of the information directly into the app. With it, housekeeping teams can save time , decrease stress , and eliminate confusion by scheduling staff weeks in advance.

Here is what you can do with it:

  • See weekly schedule overviews, not only for a single day
  • Schedule remotely and weeks in advance
  • Automatically allocate rooms with the touch of a button using our smart algorithms to ensure equal distribution of work.
  • Create schedules within the app based on live information regarding room statuses

This new module also arrives at an important time when health and safety are paramount. In addition to the aforementioned benefits, you can also strictly adhere to new health guidelines. Stagger staff’s shifts in advance so that employees minimize contact with each other and guests.

Create Staff Work Schedules Weeks in Advance

Most operation management apps only let you organise work for a single day. Which is fine, until managers want to know which rooms are scheduled for any time in the future. Or they want to check when certain team members are available. Or they want to create a plan for the entire week. By the same token, housekeepers who can only see their schedule for that day don’t know which rooms they need to clean until the day of, so they are unable to plan their time efficiently.

Time to refine the process. When managers can create the entire week’s schedule in seconds, they can plan more appropriately and eliminate last minute surprises . On the other side, housekeepers can see their entire schedule for that week and beyond displayed on their personal device. This allows them to plan their work ahead of time.

Safely Schedule Housekeeping in Advance! 1

Assign Rooms to Housekeepers for Future Weeks

Normally, housekeeper managers assign rooms to their teams the day of, meaning they have to allocate some time every day to create the schedule. In order to do that correctly, they have to reference other documents or recall from memory who is available, sick or on vacation. Since this is a scattered process, housekeepers often receive an inappropriate amount of work, either too much or too little.

Time to schedule it just right. When managers can schedule housekeepers into the future, they no longer need to make it a daily morning ritual. All that’s required is for managers to glance at the schedule to see staff availability and if there needs to be any small corrections based on updates from the PMS (ex: last minute cancellation). Housekeepers, in return, can be given a more appropriate workload and minimize the chance of miscommunication (i.e. being scheduled on a day off).

Safely Schedule Housekeeping in Advance! 2

Automate Housekeeping Room Assignment

This situation goes hand in hand with one of previous problems, over- or understaffing your housekeeping teams. By manually allocating which rooms are to be cleaned by certain housekeepers, you run the risk of accidentally overworking one team member while another doesn’t have enough to do.

Let us calculate it for you! First, you assign each room status (stay over, departure, arrival) and room type (two-bedroom apartment, double room, honeymoon suite) a specific number representing how long it takes to complete in minutes. Then, with a click of a button, we will divy it up between the housekeepers that you have assigned for the day. If you prefer manually allocating rooms, you will still be able to override any suggestions, giving you complete scheduling control.

Get started with our scheduling module!

Want to find out more about this tool and how it can help you save time and administration overhead? Or interested in how weekly scheduling works with our other tools to help you manage your property? Schedule a demo and make sure that last minute changes never disrupt your workflow or affect your quality of service.

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Housekeeping Management Assignment

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Recently, our new upscale hotel has been built up. There are 500 guestrooms with 20 floor including 3 restaurants, an outdoor swimming pool, a fitness centre and 3 function rooms. And, our expected occupancy is about 75%.

We do not have in-house laundry, so off-premise laundry contract is needed for us. As the Executive Housekeeper, we need to prepare and plan reports for our housekeeping department operation, The reports need to be prepared are: Consideration factors for budget, The staffing requirement and working schedule, The needs of cleaning equipments and supplies, The inventory items and control, The standard clearing procedures and cleaning functions, The management and control of the off-premises laundry. The followings, we will go through each of them in detail. 1. Budget of housekeeping department:

Don’t waste your time! Order your assignment!

In a company, budget is necessary for planning the whole operation in order to setting a constraint to control well the actual expenses and avoid the unfavorable over expenditures. Especially in hotel industry which are required accurate and detail budget for a number of different department, we have to prepare the budget well to confirm how many variable and fixed factor we used. At below, we will talk about the factors to be considered in preparing budget of the housekeeping department, the detail of capital budget, operation budget and pre-opening budget, and methods in monitoring the budget in detail respectively.

Factors considered for preparing budget— As the preparing budget is concerned, we basically have two kinds of approaches for housekeeping department. The first one is the traditional which is based on the historical information patterns such as cost, spending and income statement (Hayes, David K. , Ninemeier, Jack D. 2004 ) to estimate future cost and the other one is zero based budgeting which is calculated by looking forward to the department actual need and use instead of the historical information.

Undeniably, as a newly built up hotel, we don’t have historical information as a reference for drawing budget so we can just use the second one. To use the zero based budgeting in housekeeping department; we need to calculate labors, equipments and different supplies according to our hotel structure and facilitates. Also, we need to decide which kinds of budget we used such as long range budgets, annual budgets and monthly budget, but normally we will use three of them in order to checking our short or long term target routinely.

For example, in different months and period, the occupancy rate and number of guests will be different, we need to draw different budget to maintain supplies or room attendance we need for housekeeping and cleaning service. So the monthly budget is needed (Hayes, David K. , Ninemeier, Jack D. 2004). On the other hand, we need to calculate the labor, equipment and supplies material cost based on the number of rooms, restaurants, swimming pools, and fitness centre and function room we have. Afterward, we need to calculate the cost of labors, equipment and material supplies in order to confirming less over expenses situation to happen.

Especially in housekeeping department which is a cost centre, no revenue will be generated. Cost control is more emphasized on budgeting planning in housekeeping department among different departments in hotel. From the above views, there are the factors needed to be considered when we prepare a budget for our department. Capital budget, operation budget and preopening—They are important for the housekeeping department. The details are as follows: What is forSpecific item includedPurposed for

Capital BudgetFixed asset and FFE(Furniture, fixture and equipment)Renovation, vacuum cleaners, draperies, in room furnishing and so onCalculating and controlling the depreciation, maintenances, capital needs and so on Operating BudgetLabor and suppliesLaundry cost (outside contact), labor cost, linen cost ,cleaning cost(chemistry item) and so onControlling the cost for Daily operation including the supply cost and the benefits for labor Preopening BudgetInitial cost of opening (Including variable and fixed cost)Advertisement, china, glass, training cost and so onLeading and creating a smooth opening and initial good will (Robert J.

Martin 2005 professional management of housekeeping operation) For capital budget, the fixed asset and FFE will be depreciated over a long period by years so we need to prepare a capital budget for maintenance and purchasing new fixed asset. These asset normally are required a huge amount of expense so the accurate and precise budget is very important for preventing over expense. For operation budget, labor and their supplies are costs which are required day to day operation. These cost including wage, welfare, linen expense, guest supplies, chemical supplies and so on are variable time to time.

Also the outside contact expense is included. For preopening budget, it is easy to confuse with fixed and variable cost brought from capital budget and operating budget. However, it is specific taking about the fixed and variable cost for opening in order to increasing the goodwill by decorations and advertisements. Housekeeping department need to handle this budget as training, orientation and inventory for housekeeping are included. Monitoring the budget— There are a number of methods to monitor the budget. To monitor the complicated budget, we need to bear the responsibility besides accounting department.

At first, we will set a budget goal in long and short term then we will routinely check the actual expense whether match the preset budget goal. On the other hand, we need to recalculate and recheck the monthly or annual budget as the different period with different event and holiday. It will directly affect the number of guest and occupancy rate leading the cleaning times. We have to be flexible budget with the change to avoid over or under budget. Then, setting a time table in regular basis reviews the budget whether is suitable or not for the actual need.

For example, the inventory may be stored too much and lead to be perished, making wastage. Finally, once the hotel started to operate, we need to record all the income statement for reviewing the income received whether can finance the budget or not and confirm the profitability for hotel. Undeniably, the immediate adjustment and assessment are needed when we only find the minor problem on the budget in order to preventing the minor to be a major problem. 2. Staffing and scheduling: Organizational Chart for the Housekeeping Department Labor needs and quotas:

As you know we have 500 guestrooms including 350 standard rooms and 150 luxury rooms. And each standard room takes about 45 minutes to clean it up. For a 8-hour shift housekeeper, number of rooms she/he can finish within one day: 8×60/45=10. 667 Due to there has 30 minutes breaks for the housekeepers, a 8-hour shift should need to clean up 10 standard rooms To clean up 350 standard room for one day, number of housekeeper we need we need: 350/10=35 Thus we need 35 housekeepers to clean up the standard room per day. For the Luxury room, it takes about 65 minutes per room.

For a 8-hour shift housekeeper, number of rooms she/he can finish within one day: 8×65/60=8. 667 Due to there also have 30 minutes break for the housekeeper; a 8-hour shift should need to finish 8 luxury rooms. To clean up 150 luxury room for one day, number of housekeeper we need we need: 150/8=18. 75 Thus we need 19 housekeepers for cleaning the luxury rooms per day. Total housekeeper we need for one day for the administrative area and prepare the room 35+19=54 Thus, we need 54 people for it. Estimated cleaning time of our hotel Public spaceEstimated time / hours

Lobby / Bus stop3. 50 Business Service 0. 15 SAS Check In0. 10 Manna’s and Papa’s2. 00 Casino office0. 30 Banquet foyer2. 00 Banquet rooms0. 15 Banquet toilet1. 50 Stairs to lobby0. 10 Team Scandinavia office0. 30 Canteen0. 30 Personal toilet0. 30 Blue corridor0. 10 Basement toilet1. 50 Basement offices1. 00 Guest elevators0. 30 Executive office1. 00 Blue elephant corridor0. 30 This labor analysis conducted by the table shows on average how long it takes to clean each area of public space. Total working hours needed for day time: 14. 6 hours So 8 hours shift for one housekeeper. We need: 14. 6/8=1. 825

Thus we need 3 housekeepers in order to let the housekeeper have the time to break. Besides, for a 500-room hotel, about 5 employees would be scheduled on the overnight cleaning of public areas. Total number of employee needed for a day: 5+3=8 For the laundry, although we have no in house laundry but we do need employee to do the job such as ready the cleaned linen, terry and uniforms for distribution, collect the dirty linen, etc. we need about 30 employees for a day. Total number of housekeeper need for one day for both administrative, public area and laundry and the guest room is: 58+8+30=94

We will divide it into 10 teams thus each team has about 10 housekeepers. In addition, we also need 1 more people for each team in case of some urgent left and no show. Thus each team has 11 people. Moreover we need 2 relief teams to replace the job of the day off team. So we need 12 teams with each team 11 people and thus we have 12×11=131 people for a day. In order to let each employee have regular opportunities to have the day off on weekend, we will use the rotational schedules. Sample Standing Schedules TeamMondayTuesdayWednesdayThursdayFridaySaturdaySunday OneOnOnOnOnOnOff R-1Off R-1

TwoOff R-1Off R-1OnOnOnOnOn ThreeOnOnOff R-1Off R-1OnOnOn FourOnOnOnOnOff R-1OffOn FiveOff R-1OnOnOnOnOnOff SixOnOnOnOnOnOff R-1Off R-1 SevenOff R-1Off R-1OnOnOnOnOn EightOnOnOnOnOnOff R-1Off R-1 NineOff R-1Off R-1OnOnOnOnOn TenOnOnOff R-1Off R-1OnOnOn ElevenOnOnOnOnOff R-1OffOn TwelveOff R-1OnOnOnOnOnOff LaundryOnOnOnOnOnOff R-1Off R-1 Relief 1OnOnOnOffOffOnOn Relief 2OnOffOffOnOnOnOn Sample Standing and Rotational Schedules SundayMondayTuesdayWednesdayThursdayFridaySaturday Week1ONONONONON Week2ON ONONONON Week3ONONONONON Week4ONONONONON Week5ONONONONON Week6ONONONONON Week7ONONONONON

Week8ONONONONON Week9ONONONONON Staffing Requirement Position: Executive Housekeeper Qualification: 1. Good staff management skill 2. A minimum of 3 years experience in a similar role 3. Fluent in spoken and written English plus a second language 4. Degree holder of hotel management Duties: 1. Establish and/or implement operating procedures and standards for all housekeeping sections 2. Coaching, training and monitoring the performance of housekeeping team members 3. Preparation of the annual budget, and monitoring the overall cleanliness of the hotel 4.

Plan and coordinate the activities of housekeeping supervisors and their crew 5. Coordinate inspection or inspect assigned areas to ensure standards are met 6. Apply human resource management skills, such as training, scheduling and evaluating performance Executive housekeeper is the department head of the housekeeping department. Therefore, this position requires good staff management skills for training, monitoring and motivating housekeeping team members. Also scheduling such as standing and rotational schedule and evaluating in the daily operation are important task for the executive housekeeper to manage.

Preparation of the annual budget, ordering supplies and monitoring the overall cleanliness of the hotel is another duty that executive housekeeper needs to handle. Coordination is vital both within the housekeeping department and other departments involving daily operation such as the Front Office. High education level is recommended as professional knowledge in degree level in hotel management with a minimum of 3 years fundamental requirement. Fluent in spoken and written English plus a second language gives the advantage to the executive housekeeper in communicating both internally and externally.

Position: Housekeeping Supervisor Qualification: 1. At least 3 years of previous management experience 2. Leadership style: result-oriented 3. Fluent in spoken and written English 4. Well-developed interpersonal skills 5. Knowledge of cleaning equipment, supplies, and chemicals Duties: 1. Monitoring all Housekeepers and Public Area Attendants 2. Writing the teams schedule 3. Communication within and outside of the Housekeeping department 4. Locating and reporting maintenance problems 5. Ensure room status in the highest standing 6.

Preparing and enforcing daily duty sheets 7. Hiring and training staff 8. Ordering and filling supplies The Housekeeping Supervisor monitors all Housekeeping Attendants at least 3 years of management experience is required. Keeping the cleanliness of the hotel is the first priority for them. Locating and reporting maintenance problems are important to fix broken measures as quick as possible. They also need to inspect rooms to ensure meeting the standard. Enforcing daily duty sheets, assisting in the daily cleaning and keeping inventories are the other tasks that the Housekeeping Supervisor needs to deal with.

Position: Room attendant Qualification: 1. High school diploma or equivalent 2. At least six 6 months experience 3. Must be able to lift up to 50 pounds without restrictions 4. Able to stand on their feet for extended periods of time 5. Physically fit /good body mobility 6. Able to understand both oral and written instructions in English 7. A friendly, outgoing person Duties: 1. Dusts and vacuums guest and public areas 2. Turndown service/change sheets and makes beds 3. Replenish the guest supplies 4. Check room status . Keep all trolleys and linen rooms well stocked 6. Maintain all equipment in good condition Room attendant should be friendly and helpful to impress the guest. They should at least have 6 months experience in the related job position with a basic knowledge of English and physically fit. They have to follow the cleaning procedures for ensuring all the areas to be clean. Also they keep all trolleys and linen rooms well stocked for the next working session. Then, they reported immediately to the supervisor if damage in guest room and equipment are found.

Providing turndown services is required if needed by guest. They needs to ensure sufficient guest supplies provided. Finally, they should be observable to check room status whether is in vacant clean condition. 3. The management of equipment and supplies: Housekeeping management of equipment and supplies is determinate by what is needs, how much is needed and how much it will cost in order to meeting our daily operational purpose. Past experience (record of attendant’s assignment sheet), knowledge of employee skills and occupancy forecasts are used to make a decision.

However we don’t have a past record, EH (Executive Housekeeping) have to find the most suitable products for our attendants to done their cleaning task. All the equipments and supplies must meet or within the budget. List of housekeeping asset Operating asset is included Cleaning Supplies (Appendix A), Guest room supplies (Appendix B) and Bathroom supplies (Appendix C), Public space supplies (Appendix D), Guestroom amenities (Appendix E), Bathroom amenities (Appendix F), and Guest loan items(Appendix G). All supplies are classified by two types one is non-recyclable which cannot be used it again and another is recyclable which can be reused.

On the other hand, fixed asset includes two types of equipment as small equipment (Appendix I) and capital equipment. (Appendix J) The selection and purchasing process The selection and purchasing process in getting the equipment and supplies includes the number of steps. Selection process: Determining the guest supplies— it should meet the guest’s expectation. For example, Soap, we will test the different soap which is good for sensitive skin with recognizable brand such as Harmony (brand name), meeting general guest satisfaction.

On the other, guest supplies should be sophisticated and special to our guest, preventing the competitor’s copy. Consideration of quality, price and budget— It is essential to know the quality against the price. The selected supplies and equipment should stand with a high quality but they also need to fit the budget we set. Consideration of suppliers— The suppliers chosen should have a good reputation and image which are reliable for us. So, Detail of dealers should be getting as much as possible, including functions of supply or equipment and after service such as warranty.

Effectiveness and easy to use— Cleaner and equipment can clean most difficult stain. For example, swipe miracle cleaner. Cleaning supplies and operating equipment should be easy to use otherwise employees will be less likely to use. Such as swipe cleaner, spray it on blot area, and then use water to rinse it. That will not be difficult for staffs to use. Durability— durability is important for the selection process as we need to calculate the depreciation of the equipment for our budget. As the equipment’s life span is longer, we can reduce the cost for purchasing and help to prepare budget.

Purchasing process Decision of what should be purchased— After the selecting what product should use; executive housekeeper decide to purchases the supplies and equipment depending on whether there is enough storage or not. The inventory should be check recently to decide what need to purchase. Purchasing through purchasing agent— we need to purchase the decided equipment and supplies. We need to inform the purchasing agent to buy the product required. The specification and characteristics are required for the supplies bought.

Comparing the product from sample shopping form— we should consider which suppliers to be chosen by the sample shopping form. At least three different vendors should take into account in order to choosing the best one. The inventory control Setting a par level for inventory— For inventory control, we need to set a par for the items. For example, 5 pars are needed for uniform, linen, sheets, pillow case, napery (for banquet and F & B outlets) and blankets. One is in use, one is on shelf, one is soiled linen, another one is on the way from off-premised laundry to our hotel and the last one is transport from our hotel to laundry. par in terry or towels, 4. 5 par for swimming pool and 4. 5 par for guest rooms, 1 par for guest supplies and amenities, cleaning supplies and safety supplies. Setting the Maximum and minimum quantity— shortage of inventory and excess in inventory will increase the cost. If there is overstocked, the extra space for storage is needed and not utilized products are waste. On the contrary, if there is shortage of storage, it will affect the daily operation. Employee who takes inventory should be trained to forecast the inventory accurately.

Storing, stocking and tracking inventory— Storing and stocking make sure to store the inventory in a right place in order to increase the convenience. There is a form for room attendant to sign assignment sheet list and inventory report such as list supply item, current stock levels and cost data in order to control inventory. So, the linens in use can be tracked daily by the record and assignment sheet. (Appendix H) Checking the level of inventory with record and report— Supervisor count the item issued on their floor, then track how many item are used such as linen.

There should have a column indicating how much linen was discarded and pilfered. Inventories of item in circulation can be taken as a month (physical inventory) or weekly. The inventory in circulation, total discards, total cost and total loss should be included by the inventory record and report. Forecasting the linen’s need— accurate forecasting the usage of cleaning needs are good for the daily operation in order to preventing the shortage and surplus in inventory. 4. Cleaning Function in Property: There are 2 main areas in Hotel: Front and Back of the houses, and each house will be divided to different parts.

All housekeepers should follow the cleaner usage guideline (Appendix N) Front of the house Front of the house is the area where visible from guests and staff, Front House must keep and show its scrutiny, neat and clean in appearance to impress guest. Here are the subdivisions in Front of the house: ? Guest Rooms ?Restrooms ? Lobby ?Elevators and Escalators ?Restaurants ?Banquet Rooms ?Executive Floor Cleaning Guest Room Providing a clean guest room with no trace of previous occupant, there are several procedures and cleaning practices for housekeepers.

A/ How and When to enter the guest room: ?Since property wants to protect the guest’s safety and privacy, the housekeepers should be trained in how and when to enter the room. B/ Enter the room 1/Check the Room Status Report/up-to-the-minute information before enters the room. 2/Each housekeeper picks up their assignment sheet for each day, which show when should they clean the room and which rooms are responsible by them, etc. 3/The housekeepers start their work trough several steps: ?Knocks 2/3 times the guest door ?Announces “housekeeping” ?Waits a moment for a reply If the door is bolted, notes on the assignment sheet, which the room is still occupied and marks it for later cleaning. ?If there is no replay and the door is not bolted, enters the guest room. C/ When the housekeepers see the room installed the sign “Do not disturb” during the dealing time around 2:30pm ~ 3:00pm, these rooms should be pointed out to supervisors, let them to find out the solutions. The typical approach of cleaning in guest room: 1/ Open up the room 2/ Make the bed 3/Collect and remove trash 4/Clean the bathroom Cleaning Bathroom The typical order for bathroom cleaning: /Clean the buckets. 2/Clean the bottom of shower curtain is soaked in the bucket or sponged off to remove any soap scum or mildew. 3/Clean the tub (or tub then shower stall if the tub and shower units are separate as they are in many modern luxury hotels) 4/Clean the shower curtain or door, wall, basin, counter, toilet and floor, marble, surfaces of countertops with an all-purpose solution. 5/ Replace all-purpose cleaners and disinfectants. 6. Clean the bathroom floor. (Cleaning and spraying bathroom before sleeping room, as they need less time to scrubbing. ) Cleaning Lobby

The appearance of lobby plays a key role in impressing a new arrival or meeting planners to give property their businesses. Therefore, lobby appearance should give a perfect impression to guests, such as the lobby floor and floor covering must withstand a steady of foot traffic and the effects of snow, rain, sand or mud. So, day and overnight cleaning are necessary to keep Lobby appearance clean and neat. Day cleaning: It is a fairly standard assignment for each worker. Their primary duties: 1/ Clean out ash runs or ash tray, remove debris and baskets frequently. 2/ Clean the entryway throughout the day frequently. / Straighten up the lobby and reposition furniture moved by guests As needed. 4/Clean public restrooms and replenish supplies. Overnight Cleaning: This shift should be done in low traffic flow. Many executive housekeepers will inspect and ensure the housekeepers inconsistent performance during the period, try to findout and retain good staff. The typically t cleaning in overnight cleaning: 1/ Vacuuming and all carpeted areas 2/Cleaning elevators and escalators 3/Cleaning offices before majority staff work in the morning 4/Dust all furniture and the lobby reception counter /Empty and clean all ash runs 6/Polish all guest elevators (called Lifts in Europe and Asia) and clean elevator floors and walls 7/Clean mirrors in lobby area 8/Remove fine marks and spots from walls and woodwork 9/ Polish mental handles, rails and doorknobs (The cleaning should be finished before(before 5:00am) majority of staff back to hotel. ) Cleaning Public Restroom Restroom must be cleaned and sanitized through day. The needs of cleaning restroom depend on the traffic flow in hotel. Before entering restroom at any time, the staff should: 1/knock on the entrance door /Announce “housekeeping” 3/If there is no reply, the staff may enter. If some guests are using restroom, the staff should wait outside until the restroom is empty. 4/Place “Cleaning” sign on the entrance. The typical approach in restroom: 1/ Refill all soap, seat cover, tissue and towel dispensers 2/ Empty all trash containers 3/ Dipped the disinfectants and dame wipe all the fixtures. 4/ Rinse the cleaned surfaces and wringing out the cloth under the tap as needed 5/ Clean the tops and bottoms of toilet seats and all exterior surfaces 6/ Clean the wash basins / Clean toilet bowls and insides of urinals with applicator 8/ Clean the floors. Cleaning Elevator and Escalators Like lobby, elevators and escalators are used almost continuously. They require through cleaning each night. Elevator floor carpets ? the most difficult of all areas to keep clean, so it should be cleaned and returned it frequently. Glasses and mirrors ? should be serviced regularly for the day and night. Mental surfaces, especially the Braille plate on the elevator panel ? should be cleaned regularly. Elevator wall ? Applying and cleaning it by baby oil with cotton wool to keep it stainless and spot free

Cleaning Restaurants The housekeeping and F department work together to keep restaurants clean and neat on day shift. Housekeeping department is responsible for cleaning the front of house space, while F department is cleaning the kitchen in restaurant. The first priority is dealing with spills, such as spills of oil-based foods and wine spills. The spills and stains must be diluted before they set. The bulk of front of food-serving cleaning be done after the outlet close. The work should be cleaned with a cart. The cart should be stocked with trash ag, vacuum, cleaning chemicals, spray cans and squirt bottles of cleaners, gloves, a duster and a dust mop for woodwork. The typical cleaning procedures in Restaurant: 1/ Pull out tables and chairs 2/ Wash vinyl booths or seats, bar stools, bar fronts with fit cleaners 3/ Pick up large pieces of debris around tables before vacuuming 4/ Vacuuming 5/ Wipe windows and it surfaces 6/ Wash phones 7/ Dust and polish mental chairs 8/ Polish foot rails and metal rim on the bar 9/ Dust wood on chairs 10/ Spot clean walls 11/ Clean the foot plate that opens the restaurant doors 12/ Clean the floor in restaurant areas.

Cleaning Banquet/Meeting Rooms The information about events or meeting should be informed to the executive housekeeper and department heads of F and Banqueting. It is more beneficial and effective for them to plan the cleaning schedules to their stall, such the information of when the function will be begun and finished, the number of guests to attend. Etc The typical cleaning approaches of banquet staffs: 1/ Remove all dishes and linens of from tables 2/ Sweep up large pieces of debris and break down room 3/ Reverse the setup process by stacking and folding the chairs and tables and store it. / Folding doors and partitions are also needed to remove and reposition for different events coming. Cleaning Executive Floor The executive floor is a premium priced exclusive floor on the top of hotel building. The express check-in and check-out services with express elevators services for these guests. Therefore, the cleaning service in executive floor is effective, fast and clean. This floor is responsible for senior staffs, not the junior staff as they get less experience and understand in cleaning procedures, it will cause more time and guiding. Back of the house Back of the house is the place invisible to guests and staffs.

It may be nearly as large as the Front House, so it does an important role in property too. Here are the subdivisions of Back Office: ?Employee Areas ?Service Corridors and Stairways ?Office and Business Centers ?Buildings, Grounds and Fitness Areas Swimming ?Kitchens Cleaning Employee Areas It is a necessary part of maintaining of back of house. The employee tables in canton and a vending machine are cleaned by housekeepers, but the employee canton areas, such as floor and wall, it is cleaned by F staff. The employee rest rooms are cleaned in same procedures as public rest rooms and check regularly by supervisors.

There are employee lockers and cleaned it by senior staff, and only the managers can enter to check. Cleaning Corridors and Stairways It seems as a links to connect for hotel operation, they can link the back of house offices to other departments, which can enhance their communication and networking skills. This cleaning time and maintaining service for corridor is about 3:00pm to 11pm, and many areas should be cleaned until F outlets closed. Also, the housekeeping carts and racks should be reached to their destinations as quick as possible and do not disturb the guest movement and cleaning works of housekeepers.

To prevent the overlook in stairways, the housekeepers should be swept and mopped as needed and quickly, also, the wall and vents are cleaned regularly to prevent building up stains or spots. Cleaning Offices and Business Centers The back of house offices are cleaned usually on 3:00pm to 11:00pm and be done after 5:00pm or 6:00pm when majority employees leave. The night attendants do the night service and turndown to clean offices. The only tasks done it daily are emptying waste baskets and vacuuming to keep clean and tidy. The supplies for offices and business centers are replenished after use the glass supplies or empty the trash.

Periodically, the executive housekeepers need to schedule employee to clean office space that include polishing or wiping down the exterior surfaces of desks, book cases, filing cabinets, vacuuming fabrics, spot cleaning, washing draperies, etc. The only exceptional to clean periodically it the General Manager Office, where needed dusting, cleaning tables with glass, wood, and marble tops and vacuuming daily. The GM is usually leaves on 6 or 7:00 pm, the attendee should not dust or vacuum especially when there are papers on desk. For the business centers is necessary business service for business guests, such as copy, fax or translation.

The supervisor must check with business center assistant after attendee finish cleaning. The wood surface, glass partitions, phone receivers, and carpets are needed to dust, clean and disinfect. Cleaning Building, Grounds, Fitness Areas and Swimming It is important to clean pool decks, pool surroundings, tile and paved areas which are not only for appearance, but also preparation for next business, especially for outdoor events cleaned by Dry-Picking method: The dry-picking procedures: 1/ Remove trash and debris form walkways, outdoor stairway, planters. 2/

Sweep the walkways and parking area. 3/ Clean pool decks 4/ Clean restrooms near pool area 5/ Clean storage closets 6/ Dust handrails along sidewalks Cleaning Kitchen Kitchen is responsible by Housekeeping Department, which is coming important to degrease and sanitize the exterior surfaces of department, filters and floors and stewards. ?Cleaning equipment to ensure remove the grease build up on surfaces of equipment every day. ?Cleaning kitchen lamps and light fixtures, which to remove and prevent grease and dust combine to form a buildup of soil and prevent streaking. Cleaning the walls and ceilings with special cleaners is on-needed basis daily, which design for stainless steel and frequent inspections essential. The executive housekeepers need to talk with manufacturers to provide the environmentally friendly cleaning chemicals and liquids to housekeepers, to their work more effective. 5. Management of the off-premise laundry The works of the laundry section involved collection of soiled linens, sorting the linen, pre-treatment of stains, loading, washing, drying, ironing, folding and stacking.

Collection of soiled linen— While the transportation of the soiled linens is needed, the attendants should use a hamper. It is because this step can be easily seen by the guests. The attendants should give an elegant impression for the guest event transport the soiled linens. Sorting of the linen— The attendants should be well trained on how to sort the linens. It is because there are different kinds of linen, terry and uniform. The attendants need to sort them according to their fabric content, weight and the type of soil.

Apart from that, the napery items should be sorted and inspected by the F staff for any debris before they are sent to the laundry. Beside, especially for the room attendants, they should pay attention for the blood borne pathogens and biohazards, which means they have to check whether the linen contains any stains with blood or other bodily fluids. As linens may have different degrees of soil or stain, effective sorting reduces washing and drying time and preventing chemical and heat damage to the product. Pre-treatment of stains— This is a step to pre-soak and pre-treat some heavily stained items.

After the step of sorting, this heavily stained linen will be sent to a particular space in laundry room to perform spot removing treatment. This step is useful as the items can be placed in regular loads instead of using extra laundry detergent, energy, labor to launder them in separate load to the washing and drying machine. Loading— means to load the washers and dryers with the maximum amount of linen that their capacity allows, except for biohazards or special departmental requests. Partial load is a waste of labor hours, cleaning products and energy.

The peak efficiency will be only archive when the machines are fully loaded. Washing— As the bulk loads will be the same every day, the laundry manager can pre-set the programme of the washing machine in order to prevent manual mistakes. The life expectance of many fabrics will be longer if they are washed in warm water instead of hot. Drying— Like washing machines, dryer can also be programmed or preset to prevent the loads from over-drying or under-drying. As there are usually lots of lint left in the dryers during the drying process, the dryer vent should be cleaned daily to prevent the lint buildup.

Ironing— After drying, items that needed to be ironed will be put into a ironer. Other items will be put into the roller or folder. Folding— In order to avoid wrinkling, the linens should be folded immediately after drying or pressing. Folding machines will be used in order to increase productivity. However, folding in laundry section cannot solely depend on the folding machines as the machines can only fold the rectangular-shaped linens. Therefore, certain labors is still needed in folding. Stacking— Once the items are folded, the linen are stacked on the rolling carts and are ready for distribution.

Storage— After all the laundry process, a storage period allows the fabric to rest and cool down in order to prolong the useful life. Also, the bed linens are rested on the shelf rather than going from the dryer directly onto the bed. For a hotel with 500 guest rooms, it may require five to six laundry attendants if the laundry operation is highly mechanized. If not, usually 12 to 15 attendants is needed. Linen demand and labor intensity of the equipment both affect how large the staff must be. Using equipment that enhanced productivity is a way to limit the size of laundry staff.

For the large laundry operation, it required sorters, who wait at the chute exits to wait for carts, and then sort the laundry; washpersons, who mix the chemicals if necessary; and laundry attendants, who operate the balance of the equipment and ready the linen, terry, and uniform for distribution. The laundry operation may have two shifts if needed. One start at 7 A. M. or 8 A. M. , the other starts at 3 P. M. or 4 P. M. Linen contract— Linen contract is a carefully written and detailed contract. It is useful for ensuring the linen service will deliver properly cleaned product on time with a minimum of waste and loss. Sample included in Appendix L, Appendix M) A linen contract should cover: 1. The number of days and the number of the time of deliveries per week 2. Handling procedures for guest laundry 3. Whether the service will do mending and stain removal, or whether these must be done on-premises 4. Whether the service is using the best quality supplies 5. Specifications for the fold required on towels, sheets, and other foldable items 6. Whether uniforms will be returned on hangers 7. Insurance coverage 8. The basis for billing, whether weekly or monthly 9. Availability of emergency service on Saturdays, Sundays, and holidays 10.

How to establish an accurate count of linens going in and out of the service’s laundry 11. The type of equipment to be used for pickup and delivery 12. Provisions for unscheduled emergency deliveries, including timing and surcharge. Conclusion To sum up, we have different aspects to be considered when we are preparing the budget. We have to prepare well staffing for all the shifts, such as laundry staff, room attendants, attendants for the public area etc, in order to meet the guest standard. Besides, we have already found a good supplier for providing the best quality equipments and supplies for us.

In order to have an effective and efficient cleaning function, we have designed a cost effective procedures for cleaning. Since our hotel does not have on premise laundry, we have found an outside laundry service which offers a good price for us. We are well prepared and looking forward to seeing the grand opening of our hotel. (5530 words) * Turndown service Appendix A Cleaning SuppliesFunctions 1. All-purpose liquid cleanerClean almost all surfaces 2. Glass cleanerClean glass, windows and mirrors 3. Furniture oil or polish Clean and polish wood 4. Disinfectant cleaner / GermicideClean and sterilizes.

Eg. bathroom, rest rooms, foodservice areas etc. 5. Cleaner Fine-ground abrasives for cleaning porcelain sinks, marble sinks, granite sinks etc. 6. Paste cleanersNonabrasive cleaners which require more effort but will not scratch 7. Drain cleaners Clean drains 8. Metal cleaners Clean and polish metal surfaces 9. Toilet bowl cleanersSanitizes and disinfect toilet bowls 10. Tile and grout cleaners Clean tile or grout and different cleaner for cleaning marble 11. Carpet cleaning chemical and floor care products Sanitizes floors and carpets 12. Deodorizers and ionizersRemove smoke area and unwanted odors 13.

Disposable plastic gloves, protective gear and eyewear, tape, helmets etcProtects from harsh chemicals or biohazards 14. Pesticides Dry or wet chemicals to control pests Appendix B Guestroom supplies 1. Pillows9. Plastic drinking cups17. Stationery folders 2. Pillow cases 10. Coffee and tea maker18. Ironing board and iron 3. Sheets 11. Trays19. Mattress pad covers 4. Blankets12. Ice buckets20. Television program guide 5. Water Pitcher13. Hangers21. Bibles 6. Clock 14. Ashtrays22. Do not disturb signs 7. Radio15. Waste baskets23. Table tent cards 8. Glasses16. Telephone directions24. Fire safely

Appendix C Bathroom Supplies 1. Wash cloths9. Waste baskets 2. Hand towels10. Toilet seat band 3. Bath towels11. Hair dryer 4. Bath mats12. Makeup mirror* 5. Shower curtains and liners 13. Bathrobe* 6. Toilet tissue 14. Disposable slippers* 7. Facial tissue 15. Scale* 8. Sanitary bags16. Suntan lotion Appendix D Public space supplies 1. Sand 5. Fabric or finger-tip towels, paper towels 2. Carriers or baskets6. Hampers 3. Soap Dispensers 7. Waste baskets 4. Sanitary supply dispensers8. Wet floor sign (cautionary wording with picture symbols) Appendix E Guestroom Amenities 1. Stationery 5. Utility bags . Postcards6. Packets of coffee or tea, sugar and powdered creamer and stir sticks 3. Pens7. Chocolates or mints provided with turndown service 4. Laundry bags Appendix F Bathroom Amenities 1. Facial soap 8. Sewing kit 2. Bath soap or shower gel9. Bubble bath * 3. Shampoo10. Hair conditioner* 4. Moisturizer11. Cologne or after-shave* 5. Shower cap 12. Razor 6. Shoe mitt or shoeshine kit 13. Amenities container 7. Shoe horn Appendix G Guest loans items 1. Ironing board and iron 10. Extension cords 2. Hair dryer 11. Sewing kits 3. Non allergenic pillows, Harder or Softer pillows12. Voltage adapters 4.

Heating pads13. Cots 5. Hot water bottles14. Rollaway beds 6. Ice packs15. Crutches 7. First aid kits16. Wheelchairs 8. Extension cords 17. Canes 9. First aid kits18. Bed boards Appendix H Housekeeping department (Loan item usage form) From (month/ year) 8/08 – 1/09 8/089/0810/0811/0812/081/09Ave. Month UsageUnit priceValue per Occ. RoomUsage per Occ. Room CLOCK RADIO COTS CRIB HEATING PAD IRONING BOARD ADAPTER BED BOARD-DOUBLE -KING -TWIN FACIAL TISSUE HOLDER HAIRDRYER HANGER ICE BUCKET IRON, STEAM/DRY PILLOWS, FOAM SCALE COMMENT:GUEST SIGNATURE: RETURN DATE:DEPARTURE SIGNATURE: Appendix I

Equipment (Small equipment)Function 1. Floor mops and wet mops Clean floors and walls 2. Synthetic broomsSweeping 3. Compartmentalized buckets Carry supplies 4. Buckets with built-in wringer Take excess water from mop 5. High dustersClean high and hard to reach area 6. Basket Carry cleaning supplies 7. Steel wool Clean by sanding the surface lightly 8. Scrubbing padsLess-Abrasive surface cleaner than steel wool 9. Spray bottlesHold fluids dispensed from bulk containers 10. Whisk broomsSweep loose dirt 11. Toilet swabs and Johnny mopsLong-handled equipment for cleaning toilet bowl Appendix J Capital Equipment

MachinesGuestroom Amenities 1. Attendants’ vacuums11. High-pressure sprayers1. Stationery 2. Wet and dry vacs12. Dry-foam shampoo machines2. Postcards 3. All-purpose vacs for furniture, curtain and vents13. Pile lifters3. Pens 4. Back-pack vacs14. Electric brooms4. Laundry bags 5. Space vacs15. Carpet sweepers5. Utility bags 6. Extraction machines16. Wall washers 7. Buffers17. Glass washers 8. Scrubbers18. Fogging machines and insecticide sprayers 9. Burnishes19. Sewing Machines 10. Steam cleaning machines20. Trash-handling equipment Furniture, Fixtures and equipmentTools, Electrical and Mechanical Supplies 1.

Chairs 13. Lamps1. Ladders 2. Tables14. Mirrors2. Scaffolds 3. Mattresses15. Paintings3. Casters 4. Boxsprings16. Decorative accessories4. Chair glides 5. Bed frames17. Telephones5. Extension cords 6. Headboards18. Wall-mounted light 7. Night tables19. Fixtures 8. Guestroom desks20. Draperies 9. Armoires21. Blinds 10. Sleeper sofas22. Towel bars 11. Televisions23. Toilet tissue holders 12. Radios24. Make-up mirrors Appendix K Cleaning and Guest Supplies inventoryUnitsUnits on handPar stockReorder 1. All liquid cleanerCS/123 2. Wash clothsPK/5 3. Hand towelsPK/9 4. Bath towelsPK/9 . Bath matsCS/1000 6. Toilet tissue CS/96 RL3 7. Facial tissue CS/36 BX3 8. Sanitary bagsBDL/5002 9. Waste basketsBX / 482 10. Bathrobe*PK/5 11. Disposable slippers*BX/4 12. Stationery CS/48 4 13. PostcardsCS/10 BX1 14. Laundry bagsBDL/5002 15. Packets of coffee or tea, sugar and powdered creamer and stir sticksBX/ 2 16. Chocolates or mints provided with turndown serviceBX/ 2 17. Facial soap CS/ 2 18. Bath soap or showerCS/ 2 19. Sewing kit CS/2 20. Bubble bath CS/ 2 21. ShampooCS/2 22. Hair conditioner*CS/2 23. MoisturizerCS/1 24. Cologne or after-shave*CS/1 25. Shower capCS/2 6. Shoe mitt or shoeshine kitCS/1 27. Shoe hornCS/123 28. Amenities containerEA/32 Appendix L (Sample of laundry contact) Louisiana Multiple Award Schedule (LaMAS) Linen Contract Order Information Ordering Information: Phoenix Textile Corporation Attn: Tommy Schwartzmann 837 Oak Hollow Hammond, LA 70401 Tel # 985-542-7072 Vendor # 431291118-02 Schedule Title: LaMAS Linen Contract T-Number: 92500 Contract Number: 407622 Contract Period: July 30, 2008 through June 30, 2009 Minimum Order: No minimum order

Payment Terms: Net 30 days Delivery: 30 days aro F. O. B. Point: Destination Warranty Provisions: Manufacturer’s standard commercial warranty Prime Contractor: Phoenix Textile Corporation 13652 Lakefront Drive St. Louis, MO 63045 Hal Herwick Tel: 800-727-3505 Fax: 314-344-5786 Email: hherweck@phoenixtextile. com ***Note: Orders are not to be submitted to the Prime Contractor but are to go directly to the Louisiana distributor, listed below under ordering address. Louisiana Distributor/ Phoenix Textile Corporation

Ordering Address: Attn: Tommy Schwartzman 837 Oak Hollow Hammond, LA 70401 Tel: 985-542-7072 Payment Address: Phoenix Textile Corporation P. O. Box 1060 Saint Charles, Missouri 63302-1060 Appendix M (Sample of laundry contact in detail) LAUNDRY SERVICES FOR UW-OWNED LINENS (contract last updated 11/10/2006) ________________________________________ SCOPE: The contract for Laundry Services is currently used by various departments on campus for laundering of University owned property. ________________________________________ CONTRACT #DESCRIPTION 07-5235LAUNDRY SERVICES FOR UW-OWNED LINENS

CONTRACT ORIGIN: ADDITIONAL INFORMATION: UW-Madison Purchasing Services 21 N Park St, Ste 6101 Madison, WI 53715-1218 UW-Madison users contact: Carl Hubbard (608) 262-6557 FAX (608) 262-4467 TDD: 608-262-0825 CHubbard@bussvc. wisc. edu Non-UW-Madison users contact: Vendor Representative COOPERATIVE PURCHASING: YES CONTRACT TERM: November 1, 2006 through October 31, 2007, with automatic renewal extensions to October 31, 2009, unless amended, cancelled or rebid. The University reserves the right to extend beyond the Contract Term if deemed to be in the best interest of the University. _______________________________________ Vendor(s)008004 Aramark Uniform Services Inc 1212 N Stoughton Rd Madison WI 53714 Sales Representative:PHONE #FAX # Leigh Hartjes 608-241-2152 608-241-2622 E-mail: leigh. hartjes@uniform. aramark. com PHONE #FAX # Ordering/Expediting:608-241-2152 608-241-2622 Invoice Information:608-241-2152 608-241-2622 Returns:608-241-2152 608-241-2622 Minority Reporting:608-241-2152 608-241-2622 E-mail: bill. chiaro@uniform. aramark. com Website: www. aramark-uniform. com Commodity Code954-03 Federal Employee ID # (FEIN)95-3082883 F. O. B. D” FOB DESTINATION, FREIGHT PREPAID AND ALLOWED “V” SERVICE/MAINTENANCE Terms:N/30 Invoicing:Invoices shall reflect contract pricing Orders:Phone, Fax, Internet Back Orders:Will notify ordering department within 24 hours of order/release. Pricing Information:LAUNDRY SERVICES – SEE BELOW ITEMDESCRIPTIONUNIT PRICE LOT 1 — RESIDENCE HALLS / EAGLE HEIGHTS DAY CARE PER EACH 1Towels, 27″x52″, 15 lb per dozen$0. 34 2Hand Towels, 30″ x 16″, 2. 2 lb per dozen$0. 12 3Washcloths, 13″ x 13″, 1. 75 lb per dozen$0. 05 4Sheets, 72″ x 120″, 180 TC percale$0. 43 5Fitted Sheets, 38″ x 80#, 180 TC percale$0. 3 6Pillow Cases, 47″ x 36″, 180 TC percale$0. 15 7Blankets, 72″ x 96″, 3 lb each$1. 10 8Mattress Pads, 36″ x 80″$0. 38 9Bedspreads, 63″ x 102″, 100% polyester$1. 10 LOT 2 – AGRICULTURE SHORT COURSE DORMS PRICE PER POUND 10Towels (May-October) $0. 34 11Towels (Nov. -April) $0. 34 12Blankets (May-October)$0. 34 13Blankets (Nov. -March)$0. 34 14Blankets (April)$0. 34 15Washcloths (May-October)$0. 34 16Washcloths (Nov. -April)$0. 34 17Mattress Pads (May-October)$0. 34 18Mattress Pads (Nov. -March)$0. 34 19Mattress Pads (April)$0. 34 19. ASheets (fitted and flat)$0. 34 19.

BPillowcases$0. 34 LOT 3 – MISCELLANEOUS DELIVERY LOCATIONS PRICE PER POUND 29Mops (Wet & Dry)$0. 34 30Towels$0. 34 31Rags$0. 34 32Blankets$0. 34 33Lab coats$0. 60 34Uniform shirts$0. 28 35Uniform trousers$0. 38 36Sheets$0. 43 37Pillow cases$0. 15 SPECIFICATIONS 1. EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE, MAINTENANCE, REPLACEMENT AND SANITATION: • The contractor shall furnish all equipment, utilities, supplies and space herein specified and all management and labor necessary for the efficient, sanitary and ecologically sound provision of the laundry services. This contract document represents the initially desired service but it is intended that at regular intervals during the duration of the contract, the amount of required service shall be examined by the University and contractor with the objective of providing the best possible service to the University. It must be agreeable to the University and the contractor, if it is necessary to change the number of delivery and pick-up times per week to meet the needs of this contract. Residence Halls will require a number of changes in pick-ups and deliveries during the summer months to accommodate its conference guests.

The contractor must provide sufficient staff and equipment to handle pickup of all soiled linens the on the same day during the peak conference season. • Ownership of all laundry items shall remain with the University. However, the contractor agrees to take such measures as may be reasonably required, for the protection against loss by pilferage or destruction. The contractor shall have full responsibility for the costs of any damage or loss of laundry items caused by the negligence of the contractor or its employees.

The Contractor shall reimburse the University for any piece of laundry damaged by neglect or carelessness in the laundering process. The University shall be responsible for marking items as to University ownership and/or department name. Items may also be personalized (i. e. lab coats). • The contractor must return the same number of clean linens to the location where soiled linens were previously picked up. For example, 100 towels are picked up from Room 266 Dairy Science; 100 towels are returned to Room 266 Dairy Science.

UW stock is to be made whole within seven days. • The contractor shall meet, upon request of the University, with Purchasing Services and/or authorized committees to effect adjustments in operations, and shall cooperate at all times to maintain maximum efficiency and good public relations with students, faculty and staff. • Equipment carts and bags shall be provided by the Contractor and kept in well-maintained condition. Broken or damaged carts must be repaired or replaced immediately. Clean carts should be provided as needed. The contractor shall adhere to the highest standards of cleanliness and sanitary practices, to insure continual sanitation in all functions and matters related to the execution of the terms of this contract. 2. KEYS AND SECURITY: The University will provide Contractor with keys required for access to service areas. NO BUILDING KEYS MAY BE COPIED. Outside entrance door keys shall be the only keys to be issued to the Contractor’s employees and permitted to leave the building. If keys are lost, Contractor shall be responsible for the total cost of re-keying and replacement of all building locks and keys.

Contractor’s employees shall not admit anyone to areas controlled by a key in their possession. 3. LAUNDRY SERVICE REQUIREMENTS: •The enclosed Cost Proposal List indicates approximate monthly usage for each item. The bidders are advised that laundry activity will vary greatly from building to building between the academic year and the summer months. The delivery schedule may change during the summer with some Residence Halls having two to three pickups and deliveries per week and others having none. The University shall cooperate with and advise the contractor regarding schedule routing and stops to minimize fuel consumption and service cost. Laundering is to include washing, drying, ironing, and starching as normally required in quality laundry service. •All items shall be washed, extracted, tumbled and ironed, as required, with only non-allergic soaps, detergents, bleaches or other chemicals to render the finished products clean. •All laundry is to be processed to produce first quality work with minimum of wear and tear on the fabric. Laundry is to be handled carefully and expeditiously to avoid and remove stain and mildew (mildicide is to be used to control mildew).

Finished work on all white materials to be uniform in appearance and sharp white in color. As our sheets and cases receive heavy use, they are to be laundered with a washing formula designed for those soil conditions. To prevent cement stains, care shall be taken to insure damp linen do not come in contact with concrete. •Flat work must be folded neatly and uniformly and packaged by type, e. g. , sheets together, pillow cases together, in a polyfilm or paper wrapper, 10 sheets per package and 20 pillow cases per package. Stained linens and those requiring repair must be packaged separate from good linens. Press work must be neatly done to avoid wrinkling and must be folded correctly and uniformly. •Blanket washing and drying to be handled with extreme caution to avoid shrinkage. Wash blankets clean with a good low-titer soap. Washing and rinsing temperature must not exceed 100 degrees F. Sour in the last rinse. Air drying of blankets on racks is preferred. If tumbler is used for drying, avoid excessive heat and avoid tumbler wrinkles. •Rag and towels must be pressed and folded. •Items failing to meet University washing standards will be returned for rewash at no cost to the University.

The University will label rewash as such. Salvage wash is a University responsibility (body stains, etc. ) and will be laundered at the regular rate. The University will label such items as salvage wash. •Salvage wash and rewash returned to the University Residence Halls shall be proportionately distributed among the Residence Halls to ensure that no one hall receives more than its share of salvage or rewash linen. •There may be occasions when the University may request the contractor to make repair of laundry items.

Term and prices to be determined by mutual agreement of the University and contractor. •The University has pick-up and delivery points at approximately 160 locations. Included in these locations are 16 Residence Halls which represent the largest volume of items to be laundered. Most of the sheets and pillow cases are used by Residence Halls. Other locations may represent very small pick-ups such as a few pounds of rags, 1 or more lab coats or any of the miscellaneous items to be laundered. See Attachment B for buildings and addresses of pick up and delivery points.

Attachment B may not be totally inclusive and there may be multiple pick up and delivery points in each building. •The schedule for departments, except University Housing, is pick up and delivery once per week, Monday through Friday, 8:00 a. m. – 3:00 p. m. Laundry for pick up will be packed in laundry bags, clearly labeled. Laundry bags, hampers and carts must be furnished by the Contractor as required and must be rust free, clean, and in good condition for use. If the individual department has its own equipment, the Contractor will use the department’s equipment for transport. 4.

RESIDENCE HALLS DELIVERY REQUIREMENTS: •For the purpose of this contract, most Residence Halls schedule is twice per week during the summer months for most buildings, Monday through Friday, 8:00 a. m. – 3:00 p. m. Eagle Heights daycare schedule is weekly throughout the academic year and summer term. No entry will be allowed into secured storerooms after 3:00 p. m. , unless arrangements are made beforehand with Julie Barrette at (608) 262-8878. Soiled laundry will be packed in laundry bags or hampers supplied by the Contractor and clearly labeled with the quantity of items in the bag.

All equipment must be rust free, clean, and in good condition for use. If the individual department has its own equipment, the Contractor will use the department’s equipment for transport. Julie Barrette or her representative must be notified within 24 hours of any discrepancies in the count. Each delivery of clean items shall be accompanied by an itemized delivery ticket for University’s records, indicating item description and count, date, department being charged, item rate and total cost. The contractor shall be advised within 24 hours of any discrepancies and the invoice adjusted. Delivery of clean items shall be encased in plastic and inside a laundry bag and labeled as to the contents for each Residence Halls. Delivery to the Kronshage Units shall be in packaged bundles. Delivery at Adams Hall is on a conveyor belt through a window. Clean items delivered to Barnard, Bradley, Chadborne, Cole, Ogg, Sellery, Slichter, Sullivan, Elizabeth Waters, and Witte Halls shall be encased in plastic and placed in a clean cart on casters and not exceed 100 pounds. Laundry for Merit House and Susan Davis House shall be in carts delivered to Chadbourne Hall.

Pickup and delivery for Eagle Heights must be before 11:00 a. m. •The University, at the option of the contact person, will furnish a ticket indicating the quantity of each item and/or soiled weight contained in a pickup. If the contractor takes exception to the University stated contents they will notify the pick-up point within 24 hours of the discrepancy or the contractor shall be responsible for the amounts indicated on the pick-up slip. If the University fails to indicate the contents of a pick-up, the contractor’s calculation shall prevail. Upon return of laundered items, the contractor will furnish a ticket indicating the contents of the shipment. The University shall verify the clean linen counts upon receipt, sign, and date and record discrepancies on the delivery ticket. The University will be responsible for notifying the contractor within 24 hours of any discrepancy and the invoice adjusted or the University will be responsible for the amounts indicated. Items that are lost by the contractor will result in a charge against the contractor for lost items at the University’s replacement cost. . EMPLOYEE IDENTIFICATION: All contractors’ employees, while working on University property, must wear a clearly displayed photo identification badge (provided by the Contractor at the Contractor’s cost) showing they are employees of the contractor. Badges must be available but will not be required to be worn when protective clothing and respiratory protection is required. Appendix N http://doa. louisiana. gov/osp/contracts/lamas/linens/Phoenix/orderinfo. pdf http://www. bussvc. wisc. edu/purch/contract/wp5235.

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  • Assigning rooms to housekeepers

You can use the Assignment tab to assign individual or multiple rooms to a housekeeper. Rooms can be assigned regardless of the housekeeping status or cleaning schedule.

Employee Summary: The following information is displayed for each employee:

  • Name: The name of the housekeeping employee.
  • Total Rooms: The total number of rooms assigned to each employee.
  • Total Points: The employee's total workload measured in points.
  • Points Adjustment: You can specify the room points that must be adjusted for each building, wing and floor. The value that you specify in this field is added to the value in the Room Points field. This cumulative value is factored to calculate the Employee Total Points , which is then used to allocate assignments for the employees selected as available.
  • Rooms Adjustment: You can specify the number of rooms that must be adjusted for each building, wing and floor. The value that you specify in this field is added to the value in the Total Rooms field. This cumulative value is factored to calculate the Employee Total Rooms , which is then used to allocate assignments for the employees selected as available.
  • Housekeeping Rank: The housekeeper's rank. Rooms are sorted then assigned to housekeepers in the order of their rank starting with lowest number to the highest number.

Room information: The following information is displayed for each room:

  • Room and Room Type fields.
  • Room Status, Housekeeping Status, Room Points, and Last Cleaned fields are view only and display values updated from the Housekeeping Room Status screen.
  • The Service Type, Points Adjustment and Employee Assigned fields which can be updated by the user.
  • The Pre-registered check box is selected by the system to indicate that the room is blocked for a reservation that is in Pre-registered status.
  • The VIP, Next Arrival Time, Next Arrival Date, Arrival Date, Guest First Name, and Guest Last Name are view only and display values from guest stays either in-house, or arrivals pre-blocked for the room. Note:  The List view of this screen combines the NRG and Last Name field and displays the guest name based on this merge. For Example: If the Last Name of the NRG guest is Smith, the list view displays NRG smith in the Last Name column.
  • The tab displays the VVIP guest name details based on the VVIP functionality .

To assign rooms to a housekeeper:

  • Select Housekeeping > Housekeeping Assignments .
  • Select the room or rooms to assign to the selected housekeeping employee.
  • Right-click and select Update Field .
  • In the New Value field, select the name of the housekeeping employee.
  • Select the Set Value to Null check box.
  • Click Submit .
  • Click Close .
  • Adding employees
  • Using work orders
  • Automatic housekeeping assignments
  • Automatic turndown assignments
  • Adjusting room points
  • Changing room service type
  • Housekeeping home section - An overview
  • Room status update
  • Manual Hold

Welcome to OPERA Property Management System (PMS) > PMS Configuration > Reservations Configuration Topics > Reservation Codes Configuration Topics > Housekeeping Tasks

housekeeping assignment

Housekeeping Tasks

Select Configuration>Reservations>Codes>Housekeeping Tasks to display the Housekeeping Tasks screen. The Housekeeping Tasks menu bar option is available when the Rooms Management>Facility Management application function is set to N and the Rooms Management>Task Assignment application function is set to Y .

When you set the Rooms Management>Task Assignment application function to Y , Opera can generate and store multiple housekeeping tasks (daily cleanings, mattress turning, turndown). Each task code can generate separate task sheets for attendants to complete. Tasks are used in the Rooms Management>Housekeeping>Task Assignment option.

Housekeeping Tasks Screen

The Housekeeping Tasks screen displays the following information.

Property. Select another property from this list of values if you are working in a multi property environment. This field is visible when the OPP MHOT Opera Property Management Multi-Property Base (Cross Profiles/Configuration) license code is marked as active. In the Property list of values, Opera displays the properties with activated multi property licenses codes allowing you to switch between properties that have been configured in this property cluster (via the Property Details>Alternates Tab ).

Task Code. Housekeeping task code (VIP, TD, GC).

Description. Description for the task (VIP room prep, turndown, general cleaning).

Instructions. Short description of the steps required to perform this task.

Sequence. Order of succession for items to appear in a list by assigning them a numeric order.

Move Up (Up Arrow). Moves the highlighted task up in the sequence order.

Move Down (Down Arrow). Moves the highlighted task down in the sequence order.

New. Select to create a housekeeping task.

Edit. Select to edit the highlighted housekeeping task.

Delete. Select to delete the highlighted housekeeping task. A caution prompt window will display to be sure of the deletion.

Adding or Editing a Housekeeping Task

Provide the following information and select the OK button.

Task Code. Enter a housekeeping task code (VIP, TD, GC).

Description. Enter a description for the task (VIP room prep, turndown, general cleaning).

Instructions. Type a short description of the steps required to perform this task.

Sequence. Enter the order of succession for items to appear in a list by assigning them a numeric order.

  • Task Assignment
  • Housekeeping Management
  • Alternates Tab

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  3. Action Plan Template for Housekeeping

    Get Free Solution With the help of this practical Housekeeping Action Plan Template, you can efficiently handle your tasks and set up an effective housekeeping procedure. Housekeeping is essential for any commercial and industrial facility. Keeping up with tasks like cleaning, dusting, and restocking can be a full-time job.

  4. How to Set Up a Weekly Housekeeping Schedule

    Weekly tasks. Weekly tasks include laundry, ironing, vacuuming, meal planning, grocery shopping, baking bread, cleaning the kitchen, cleaning the bathrooms, mopping the floors, going through papers, and paying bills. You might have other chores to add to this list, or do some of the listed chores more than once; I wash diapers twice a week in ...

  5. How do I assign rooms to my Attendants?

    Method 1 (Assign By Rooms) - Select a block of rooms from the Rooms list, then assign to a designated Attendant Method 2 (Assign By Attendant) - Select an Attendant first, then assign them a block of rooms We will look at both methods individually. Method 1 - Assign By Rooms Using Filters

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  7. Housekeeping Attendant Daily Assignment Sheet

    Housekeeping Attendant Daily Assignment Sheet - Free download as Excel Spreadsheet (.xls / .xlsx), PDF File (.pdf), Text File (.txt) or view presentation slides online. The daily assignment sheet provides a housekeeping attendant with their tasks for the day, including the rooms to clean or service and their status.

  8. Daily Room Cleaning Assignments and Status Tracking for ...

    The daily assignment sheet provides a housekeeping attendant's tasks for cleaning hotel rooms at a beach hotel. It includes details like the room number, expected time in and out, cleaning status, guest names and dates, any room requests, and checkboxes to mark tasks completed like making beds, replacing linens, restocking towels and amenities.

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  10. Safely Schedule Housekeeping in Advance!

    Automate Housekeeping Room Assignment. This situation goes hand in hand with one of previous problems, over- or understaffing your housekeeping teams. By manually allocating which rooms are to be cleaned by certain housekeepers, you run the risk of accidentally overworking one team member while another doesn't have enough to do.

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    Published 10 Jan 2024 Article by Jona Tarlengco | 5 min read What is a Workplace Housekeeping Checklist? A workplace housekeeping checklist is a tool used to ensure that the workplace is well organized, hygienic, and safe for all employees. Good housekeeping prevents workplace hazards such as slips, trips, falls, and more.

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  15. Housekeeping Room Assignments

    The Housekeeping Room Assignments command allows you to assign the rooms within your property to specific housekeepers for cleaning, and to print out these assignments to give to your Housekeepers. You may also print out a master list of all the assigned rooms, and to whom they were assigned.

  16. Assigning rooms to housekeepers

    You can use the Assignment tab to assign individual or multiple rooms to a housekeeper. Rooms can be assigned regardless of the housekeeping status or cleaning schedule. Employee Summary: The following information is displayed for each employee: Name: The name of the housekeeping employee.

  17. What Is Housekeeping Management? (Definition And Duties)

    Housekeeping management refers to managing equipment and supplies, time and schedules and duties and chores of the housekeeping department. The housekeeping department is a very important part of the hospitality industry. It involves maintaining entire hotel areas, including rooms, back areas, public spaces and general upkeep of staff uniforms ...

  18. Housekeeping Assignments

    Housekeeping Assignments As guests arrive and depart from your property, Chorum will automatically toggle rooms with a status of "dirty," indicating that a guest has stayed in the room and thus the room will require housekeeper attention before the next check-in. Depending on the duration of the stay, Chorum may even mark the room as dirty periodically throughout the guest's stay (see ...

  19. Housekeeping 101: How to Improve Your Housekeeping Skills

    Microwave your sponge for one minute to sanitize. Sinks and toilets need to be scrubbed. Mirrors and other surfaces, including computers, phones, and remotes, need wiping down. Some key things to remember for your weekly cleaning: Prepare a tote/organizer with all of the supplies you need, and designate a place to keep it.

  20. Assign Multiple Rooms to Attendants

    The Quick Assignment option in the menu bar of the Housekeeping - Assignments page helps you to assign multiple rooms to the housekeeping attendants. Click Operations in the menu bar of the Epitome Main Menu. A Login window appears. Enter your User Name and Pass Code. Click Login to display the Operations - Guest Worksheet page.

  21. Housekeeping Management

    Using this module you can generate the Housekeeping Detail Report with the function, use the feature to update housekeeping statuses for individual rooms or multiple rooms, make an entry for repairs and room assignment, generate task reports, assess workloads, and cross-check the Front Office Status against the Housekeeping Status.

  22. Housekeeping Assignment.docx

    Housekeeping Assignment Assigning the same rooms to be clean by the same person of the housekeeping staff, have several advantages and disadvantages. Assigning each room means that the staff is specifically trained and practiced to clean the rooms that were assigned to them, resulting in two main advantages.

  23. Housekeeping Tasks

    Housekeeping Tasks. Select Configuration>Reservations>Codes>Housekeeping Tasks to display the Housekeeping Tasks screen. The Housekeeping Tasks menu bar option is available when the Rooms Management>Facility Management application function is set to N and the Rooms Management>Task Assignment application function is set to Y.. When you set the Rooms Management>Task Assignment application ...