Theory Module VII Interdepartmental coordination

CO-ORDINATING DEPARTMENTS

Coordination With Other Departments

The Housekeeping Department coordinates with other departments on a regular basis for the smooth operations of the hotel. These departments are: Front Office Housekeeping is responsible for the upkeep of all rooms.

o All check-out rooms are informed to Housekeeping by Front Office to be prepared for sale.

o Rooms that needs repairs and touch ups are removed from the circulation and placed on OOO status.

o Major renovations are coordinated with the Front Office based on occupancies expected.

o Executive Assistant Housekeeper (Rooms) and, if required, the Executive Housekeeper personally checks all rooms blocked for VIP arrivals and checks the placement of VIP amenities.

o Guest requests are informed by Front Office on guest arrival and the Housekeeping ensures compliance to the request.

o Guest complaints are personally attended to by the Executive Assistant Housekeeper (Rooms).

o Group arrivals are coordinated for smooth check in.

o Double locked guest rooms are opened by the Front Office for cleaning by Housekeeping.

o Lost and Found information to Front Office to deliver the property to the guest.

o Keep a vigil on Scanty Baggage and No Baggage rooms to be given to Front Office.

Maintenance

All major and minor repairs are done through the Maintenance department.

Monitoring of the quality of work by the Maintenance department.

Housekeeping equipment needing repair are given to Maintenance.

Executive Housekeeper consults the Chief Engineer before purchasing any equipment.

Preventive Maintenance is carried out in liaison with the Housekeeping.

Housekeeping should train all staff to conserve water and electricity.

Any special guest request which needs to be reversed on guest checkout like changing the wattage of bulbs in the room.

Proper coordination between Maintenance and Housekeeping during major renovation and refurbishment projects.

Food and Beverage

o All banquet functions are informed daily for the Housekeeping to prepare the halls as well as organize staff to man the banquet wash rooms.

o Any function in guest room, the Housekeeping Attendant is expected to help in setting up and clearing the room and ready it for sale again.

o Housekeeping ensures the safekeeping of any complementaries extended to the guest like liquor trolleys, chocolates and fruits etc.

o Room Service trays left in guest rooms are cleared by the Housekeeping Attendant and placed in the service area for clearance by Room Service.

o Any breakage on the floor by Room Service staff should be given immediate attention to avoid stains etc.

Purchase

o Awareness and communication of consumption of each item in Housekeeping Department by the Executive Housekeeper to the Purchase weekly and monthly.

o Timely requisitioning of all supplies and complete in all details to facilitate timely ordering by Purchase.

o Purchase to source market for better products including right price, right quantity and at the right time.

o Purchase to procure items as per the specifications given by the Executive Housekeeper.

o Executive Housekeeper to ensure that all purchase requisitions are marked with the correct budget code or budget sanction.

Laundry

o Proper schedule followed with regards to delivery of soiled items to Laundry.

o Proper system of delivery of fresh linen to Housekeeping by the Laundry.

o Removal of stained and torn linen from circulation by tying a knot on the damaged linen.

o Linen to be folded in the required manner to ease delivery to the room.

o Proper and scheduled linen inventories by the Laundry and Housekeeping.

o Linen requirements to be informed to Laundry well in advance to plan for contingencies and machine load.

o Laundry Manager should inform Executive Housekeeper of any delays due to machine break down etc.

o Executive Assistant Housekeeper (Linen Room) to check on the quality of linen and uniform from Laundry and inform the Laundry Manager of the same.

o Executive Assistant Housekeeper (Linen Room) to test the washing / dry cleaning of new materials with the Laundry Manager before giving it to Laundry for washing.

o Executive Housekeeper to consult the Laundry Manager before purchase of any new material to check for quality, life, colour fastness, shrinkage etc.

Accounts

Executive Housekeeper to keep the Accounts informed about all equipment in the department, all inventories of linen and other materials, all assets in the hotel, all supplies received in the department and all bills raised and passed by the Executive Housekeeper.

Personnel

o Personnel along with the Executive Housekeeper should select the right candidate for Housekeeping.

o Executive Housekeeper should periodically calculate her staff requirements based on the occupancy and jobs required to be done.

o Executive Housekeeper to train, evaluate, appraise the employee regularly and provide all information to Personnel.

o Executive Housekeeper to inform Personnel about any leave, absence, injury, guest appreciation, acts of misconduct etc by the employee.

o Executive Housekeeper to consult the Personnel regarding any union matter pertaining to her department.

o Personnel to facilitate in any contract services to be rendered by Housekeeping.

Security

Housekeeping Department staff should inform Security of any unusual incidents in the hotel like: Fire; start the fire fighting procedure to stop the fire from spreading after informing Security.