A study of the various departments in a hotel and the cooperation needed to run the hotel smoothly

Shaharu B.

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A study of the various departments in a hotel and the cooperation needed to run the hotel smoothly

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Abstract

A hotel is not just one department nor is it a place where things just happen. It is a collection of various departments working together to make the organization, as a whole, a success. What one must appreciate is the size of the hotels and what it takes to make them run smoothly. This study is based on an investigation of the workings of the various departments in a hotel and how they coordinate with one another. It will also attempt to show you how many things need to be looked into to get a guest settled in his room without a complaint. The objective of these activities is not just to make the guest comfortable for this one trip but to convince him that this is the only hotel that can possibly meet all his needs, for now and in future.

The front office is one of the departments, which plays a very important role in the working of the hotel. This is responsible for the sale of the hotel rooms through systematic methods of reservation, followed by registration and assigning rooms to customers, and acts as continuous source of information to guests while they stay at the hotel.

Introduction
Operational departments
Front office
1. Reservation section
2. Source of reservation
3. Discount
4. Reception
5. Dutes and responsibilites
6. Front office manager
7. Assistant front office manager
8. Lobby manager
9. Night auditor
10. Telephone and telex supervisor
11. Guest relation executive
12. Coordination
Rooming procedures
House keeping
1. Duties and responsibility of housekeeping staff
2. Thefts
3. Death
4. Accidents
5. Vvandalism
6. Damage to property by resident guest
7. Drunken guest
8. Assistant housekeeper
9. Ten rules for leadership quality in housekeeping
Floor supervisor
Deputy housekeeper
Iimportance of housekeeping
Security department
Laundary
Purchase department
Telephone exchange
Account department
Cleaning equipment
Food and beverage production
1. Executive chef
2. Sous chef
3. Chef de partie
4. Butchery and garde manager
5. Handling of kots
6. The executive chef
Kitchen sanitation
Food and beverage service
Organisational hierarchy
1. Food and beverage manager
2. Restaurant manager
3. Banquet manager
4. Head waiter
Room services
Allied departments
1. Engineering and maintenance
2. Account
3. Accounting tools
Problems and solutions
Conclusion
Biblography

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[...] SUGGESTIONS: The hotel has a wide patronage of clients and hence it should see to it that they are able to live up to the standard expectation of the clients. To keep up the standards, close supervision is very necessary. The supervisors should see to it that every nook and corner and all dusty areas are cleaned effectively. The hotel should also purchase modern electrical equipment such as carpet shampooing, vacuum cleaners which not only reduce work load but also help in maintaining standards. [...]

[...] Planning menus and recipes, monitoring food costs and implementing cost control The executive chef may also be required to purchasing foodstuff, beverages and supplies or if the hotel has a full time buyer to direct the purchasing section. The chef may also oversee the receiving, inception and quality control of food stuff. THE ASSISTANT CHEF In a large food beverage operation, an assistant chef responsible for a menu planning and recipe design may assist the executive chef. In the example organization chart, the assistant chef supervises a working chef who has the title of food production manager. [...]

[...] However, all of the various departments' managers and assistant managers employed by a hotel have to understand basis hotel accounting concerns. The main revenues of a hotel are produced by the sale of rooms supplemented by sales from the other areas such as food and beverage service, telephone, valet, laundry services and so forth. Revenues are related directly to customer or the employees and indirectly through hotel representatives, travel agents and tour wholesaler. The total revenue received by the hotel is called gross income From the gross income, the hotel must deduct operating expenses such as utilities, payroll, telephone expenses, advertising cost and so forth to determine profit. [...]

[...] Mode of reservation Letters Fax Telephones Telegram Personal booking Cables Source of reservation The source from which the request for the reservation comes is Travel agent Airlines Companies Individuals Different types of reservations are: Tentative or Provisional Confirmed Guaranteed Room tariff Rack rate Crib rate Extra bed rate Airlines rate Group rate Day rate Family rate Types of plans A plan is a package proposal of rooms and meals: and continental breakfast breakfast and lunch or dinner breakfast, lunch and dinner Discount Discounts are cuts in the rack rate offered to individuals or institutions in view of business anticipated or as public relation gesture. [...]

[...] INTER DEPARTMENTAL RELATIONSHIP OF HOUSEKEEPING RELATION OF HOUSEKEEPING AND OTHER DEPARTMENTS Co-operation with all other departments in the hotel is of utmost importance for the smooth running of the housekeeping department. FRONT OFFICE The work of the two departments is closely allied and each must understand the other's problem. The front office informs the housekeeping in advance regarding the requirement of rooms, other special request from guest, VIP arrivals/departure list etc.: the department should try to keep the rooms ready as soon as possible. [...]

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