Top Suggestions for Planning and Organizing Workflow in the Hospitality Industry

Businesses must plan and organize a workflow to be able to smoothly run operations for maximum efficiency and profitability, especially in the hospitality industry. There must be a plan that calls for smooth shift transitions and flexibility and adaptability to obstacles and unforeseen circumstances, from the schedule to the duties to the bookkeeping. A hospitality workflow must be flexible because it is a fluid and constantly changing environment. Here, we explore how you can properly plan and organize a workflow for your hotel business.


Hotel owners and managers rely on their core group of employees to run the hotel 24 hours a day and seven days a week. To plan and prepare for your workflow, you first need to look at what each department does regularly so you can figure out how much staff you need for each task. A lot of your staff members can probably do a lot of different things, but you also need to acknowledge that there can be a big overlap and plan for those eventualities.

As an example, you can assume that the front desk team can address small matters during an overnight shift, like changing a light-bulb or responding to remote requests, so an on-site maintenance person is not necessary during those hours. On the other hand, the morning and early-evening shifts which are a lot busier must have dedicated front desk staff at all time to handle check-in, check-out, and any guest inquiries. This means during those time periods, you must have a separate person on duty for maintenance request.


Your schedule must take into account a detailed analysis of the needs of the hotel. This means that your work schedules should be finalized one month in advance at minimum so your employees can make sure there are no conflicts. Vacation requests must be submitted a month in advance as well so you can replace that employee accordingly. The property owner or manager must understand that they are available at any time to stand in for a late employee or one who calls in sick. This aspect of the workflow must be clear well in advance of the hotel opening and guests arriving.


There must be deadlines that match the flow of guests, and all employees must follow those guidelines. However, it's also important that they're flexible and reviewed frequently. This step should be clear from the moment the job description and requirements are drafted, so the deadlines are written down on paper. This includes deadlines like what time housekeeping should be done (before check-in time), but also can be adjustable if the rooms are being made available earlier in the day for an exception. The same goes for front desk personnel if there is a big group checking in to the hotel one day, as well as their check out date.


The workflow plan should also clearly outline the procedure for communication workflow changes, and this should be regularly share with all employees. If not, something as simple as a shift change can create chaos and frustration for your whole network of communications and cause certain key actions to be forgotten or fall through the cracks. For example, at the start of every new employee's job, they should understand the duties, responsibilities, and deadlines of each position, even if it's not theirs, because all employees must be prepared to work in every area at any time based on management and guest requirements. All employees should review a memo received each day when they start their shift.

This memo would alert them to anything they need to know for that particular shift and any changes to what they might be expecting. Make this memo available on the computer and attached to their time cards if applicable.

It's important if you're in the hospitality industry to follow these tips for a successful and organized workflow. It will allow you to be prepared for any eventuality and develop a versatile workforce ready for any change.

Author Bio

Beatrix Potter, an HR specialist and writer for Essay Writing Service, helps people improve their businesses and hiring practices through workflows and strategic planning. Her passion is HR and connecting the right people with the right organizations.