The hospitality industry is fast-paced. Without the right tools, it can be hard to keep up. Make sure no task falls through the cracks with monday.com! With us on your side, you can be sure that your customers leave your hotel more than satisfied.
Why use checklists?
Checklists are a great way to improve productivity and time management. By giving your team a digestible list, you're helping them to focus on tasks in a way that can improve their overall performance and the performance of your hotel.
The features available to you on monday.com can take your simple checklist to the next level. This guide will show you how to use monday.com to create a manageable and interactive checklist for your team.
Build your board
Begin by building out a board that will host your housekeeping checklist for each room. For this example, we've added rooms as groups and tasks as items within those groups:
First, the Staff column is a People Column where you can assign your team to each room. It's likely that one person is responsible for caring for the whole room, so you may find Batch Actions handy when assigning your team to multiple items.
We also set up this board with two Status Columns.
The Task Status column lets you know what the status of the checklist item is. We recommend setting up a few labels: Not Ready, In Progress, Damaged, Need Supplies, and Ready. These labels should cover the full range of your team's communication needs while upkeeping a room.
The Stay Status column is a color-coded representation of your guests' stay. It has three labels: Pre Checkin, Occupied, and Checkout.
The Stay column is a Timeline Column showing the full span of your guests' occupancy of that room.
The Last Updated column shows who was the last person to edit the item and when that occurred.
Now, you may be wondering how this board works. Custom automations are the true star of this board. ⭐️
The following is one of the automations that keeps this board organized:
The first automation is: When Stay arrives set Stay Status to Checkout and set Task Status to Not Ready and unassign Staff
- This automation essentially resets the reservation. It does a few things. When (in this case we set the When to 10 am) the final date in the timeline column Stay arrives, the Stay Status column will change to Checkout to indicate that the guests have checked out. The Task Status will change to Not Ready to indicate that the room needs work, and all Staff assigned to the room for the previous stay will be unassigned.
- You can now change the stay date for this room and assign a staff member to attend to it.
There are also custom automations that keep hotel staff and management in communication. And with the monday.com mobile app, notifications come right to your phone. Here are a few examples:
When Staff is assigned, notify Staff.
- The notification for this automation reads: "You have been assigned to Group Name/Room Number. The next check-in is at Stay Date."
When Task Status changes to Need Supplies, notify Hotel Manager.
- The notification for this automation reads: "Staff Member's Name needs supplies to complete the following task: Task Name in Group Name/Room Number."
If you feel that another automation would be helpful, feel free to test things out! With custom automations, you can build almost anything.
Texts, email, & more
Would you prefer to notify staff via text message? No problem! The Twilio integration makes it easy to send text messages or automated phone calls to your team.
If you prefer email, the Gmail and Outlook integrations will allow you to send notices based on board events like a status change or any change in a selected column.
Manage staff workload
To make sure that your staff isn't overscheduled, you can use the Workload View. This view will allow you to see if a staff member is overbooked and if a staff member is free to take an extra room.
Update on the go
The monday.com mobile app is essential for updating a room's status on the go.
While on your computer you can use board filters to create a view for each staff member. Follow the instructions in The Board Filters article to set up a view:
Then, each person can see their relevant tasks under their view and manage their rooms on the go.
Hopefully, this has given you some ideas and a starting point for your own housekeeping checklist. If you have any questions about the features mentioned here, check out our knowledge base or reach out to us at firstname.lastname@example.org! We're here for you and happy to help. 😄