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PLANNING AND ORGANIZING IN THE HOUSEKEEPING DEPARTMENT

Planning is a step by step process and it differs from one hotels HK dept. to another. Housekeeping

planning shd be done on paper and need to be properly documented. Since the Housekeeping is

responsible for cleaning & maintaining so many different areas of the hotel. Planning should be

undertaken in a systematic manner in order to obtain set objectives.

Division of work documentit is the first step of planning, the executive housekeeper identifies

the areas that will come under the purview of HK department for maintenance and upkeep. The

EHK shd make a list of all the guest and employee areas of the property in a division of work

document and put down on paper who would be responsible for cleaning and maintaining each

area.

Area inventory list once the division of work document is finalized, the next important

planning task is to prepare a list of all items and surfaces within a particular area that require

the attention of the housekeeping personal. Area inventory list also aid in supervision.

Example

Bed room Bath room

Door, locks,

chains, stops

Lights,

switches

1.

Bathroom

door

2.

Lights,

switches

Ceiling Heater /air-

conditioner

3.

Walls 4.

Floor tiles

Walls telephone 5. ceiling 6. mirrors

Floor tiles Television ,

radio

7.

Tub, grab bars 8.

Shower head

Wood work Head boards 9. Vanitory unit 10.Fixtures

Drapes andhardware

Chairs , sofa 11.

Sani-bin 12.

Exhaust vent

windows carpet 13.amenities 14.tissue holder

Frequency schedule indicate how often items on area inventory list are to be cleaned or

maintained. The frequency of cleaning is directly related to the type and amount of soiling

expected in an area or on the item to be cleaned. Frequency schedule divide the cleaning and

maintenance task into daily , weekly, monthly or periodic tasks.

Performance standards - Performance standard state not only what must be done, they also

describe in detail how the job must be done.Executive housekeeper can ensure consistency ofcleaning by demanding 100% conformity to the standards established by their department.Performance standards are communicated through ongoing training programs.The executivehousekeeper should review the departments performance standards at least once a year and

make appropriate revisions as new work methods are implemented. Performance standars are

achieved when:

1.

Cleaning methods are correctly selected and systematically followed.

2.

The ideal cleaning agents are used on the various surfaces involved.

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3.

The correct pieces of equipment are used on the various surfaces involved.

4.

Cleaning tasks are carried out at required frequencies.

Productivity standards - Determine the acceptable quantity of work to be done by the

department employees. Executive housekeeper must know how long it should take a

housekeeping employee to perform the major tasks identified on the cleaning frequency

schedules-such as guestroom cleaning. Once this information is known, productivity standards

can be developed

Inventory level - The executive housekeeper must ensure that employees have the necessary

equipment and supplies to get their job done. A purchasing system must consistently maintain

the needed amounts of items in housekeeping inventories. Due to limited storage facilities and

managements desire not to tie up cash in overstocked inventories, the executive housekeeper

must establish reasonable inventory levels for both recyclable and non-recyclable items.

Recycled Inventories: include linens, most equipment items, and some guest supplies.

Non-Recycled Inventories: include cleaning supplies, guest room supplies and

guest amenities.

Standard operating procedures (SOP)

A standard operating procedure is a written routine procedure for daily operations. It is a tool to

standardize the accomplishment of tasks. The benefit of an SOP is that everyone is trained into it to

bring about consistency in

Service performance

Quality standard

Productivity norms

Interdepartmental collaboration

Generation of reports for decision making and cooperation

The correct use of equipment and materials.

There is a tacit understanding in professional housekeeping operations that SOPs are to be followed and

no deviation shd be tolerated. Revision SOP is done after an approval at the highest level. SOPs are

documented and numbered in a manual that is available to everybody to refer in case of doubt. SOPs

start with statement policy governing the procedure, followed by procedural directives, type of forms to

be used and records to be generated.

Manpower planning

Housekeeping manpower planning is a critical factor as excessive recruitment could result in an excess

work force and high wage bills. The manpower required is depend upon the structure of the hotel. The

key strategy for the housekeeper is to develop multi-take resources. Supervisors must rotated among

public areas, control desk and night duties. This strategy gives the housekeeper to deploy her human

resource at pressure points in daily operations. It helps her staff to enlarge their skills and experience.

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Multi tasking helps in filling leave vacancies and her dependency on any resource is reduced. The

executive housekeeper must also examine how she can empower her team members by enriching their

job with additional tasks and responsibilities. The payroll is efficient when she has few highly skilled

workers than many less skilled ones. This depends on the labour market and the availability of

competent people locally. Constant training is the only way that an EHK can achieve better productivity,

motivation and efficiency.