One of the most valuable assets for any hotel operation is its general managers in how they spend their time. Schedules and structure are important aspects in every typical business day. There are certain circumstances that differ from hotel to hotel due to the size, type and level of service, the number of different departments as well as other management concerns that need to be coordinated, conducted while being supervised.
Creating an effective universal schedule is not possible for each individual situation. However, each manager should create a basic schedule outline as well as creating and maintaining lists of things to do an organized fashion. While some managers like to use Post-it notes or separate sheets of paper for making lists, others a little more organized using notebooks and still others go high-tech using some type of electronic device for keeping the to do list.
Regardless the particular method for keeping lists and maintaining schedules is important to adopt an outline that helps you keep focused on a variety of different tasks you face on a daily workday so you can minimize interruptions while getting the most from your time. The following is a suggested daily schedule that will not work for everybody and is certainly not a magic trick turning a disorganized, absent-minded individual into grade-A earning time management student. However, as a structure it is a workable example that people can use by dividing your day into quarters.
the very first thing in the hospitality managers should do when coming in to work is to always walk around the hotel taking note of how it looks and what is going on the moment you walk onto the grounds. Obviously, you want to note anything that comes to your eye that looks out of order making sure that visually the property is presentable to any guests who are either going to their rooms or coming to your hotel for a variety of different things that might be held.
Once you have completed a walk around inspection, always stop by the front office to check on the previous night’s activity including up-to-date occupancy figures, checking out the office log for all expected departures and arrivals will be taking place in the next 24 to 48 hours. Always collect and review various reports were prepared overnight and remove yourself to a quiet place, most likely your office, where you will complete the required daily reporting and administrative chores.
It is during this review and reporting time early in your shift that any interruption should be kept to a minimum. Never have any appointment scheduled for this time and try not to accept or make any telephone calls. Since you’re trying to minimize your interruptions to only those that are of immediate concern or an emergency nature, this is a great time to attend to any of those tests that you really don’t like to do. If you adhere to this type of activity in the early part of your workday, you should get off to a good start having taking care of all the required administrative duties and mundane activities as early in the day as possible.
This time of the day should see you through your lunchtime and is a good period for conducting inspections and training. This is also a good time to do another faction often see if all the tasks that were scheduled to be performed in the early part today been completed and executed successfully. During this walk around, it is highly recommended to stop and chat with supervisors and other staff inquiring as how they are getting on this particular workday and if there is anything you can do to help them complete their required tasks. This may also be a great time to set up one-on-one training sessions or small group brief meetings to discuss any recent problems and applicable solutions. Around noon is a good time to return any calls you did not accept in the earlier portion of the day. This is the quarter where the general manager should the hotel attending to any and all hands-on activity needed to successfully operate at a high quality level.
For day shift general managers, this is the period that takes up the first half of the afternoon. This is a good time to conduct any off-site marketing or public relations activities. It is also a good time to schedule longer training sessions for staff, introduce new technology or procedures and many other tasks that may be well suited for afternoon activity. Also, since this is a less structured time of the day, use it for either making calls or receiving them. When communicating with people asking when is a good time to call, tell them this time of day.
This should be the time of day to include completion of any tasks started earlier that require same-day attention. Also, make a last moment tour of the facility before leaving so you can either attend to anything found needing attention or note same to your night manager (s) for consideration. Cross off all the things to do that have been accomplished on your list and note those in critical need for additional follow-up either tomorrow or at some other selected scheduled time in the future. If possible, always conduct a face-to-face with second shift supervisors to review any goals and challenges for their workday.
A good general manager will vary arrival and departure times as well as points of entry and leaving to gain a variety of different visual perspectives concerning hotel operations.