- •Contents
- •Preface
- •Acknowledgments
- •Founders of the Hotel Industry
- •E. M. Statler
- •Conrad Hilton
- •Cesar Ritz
- •William Waldorf Astor and John Jacob Astor IV
- •Kemmons Wilson
- •Ernest Henderson and Robert Moore
- •Ray Schultz
- •Historical Developments
- •Atrium Concept
- •Select-Service Hotels
- •Technological Advances
- •Marketing Emphasis
- •Total Quality Management
- •Major Reorganization, 1987–1988
- •Hotel Investment
- •September 11, 2001
- •Economic Downturn of the Late 2000s
- •Overview of the Hotel Industry
- •Types of Lodging Facilities
- •Hotels
- •Motels
- •All-suites
- •Select-service Hotels
- •Extended-stay Hotels
- •Market Orientation
- •Sales Indicators
- •Occupancy
- •Average Daily Rate (Average Room Rate)
- •Yield Percentage
- •RevPAR (Revenue per Available Room)
- •Levels of Service
- •Business Affiliations
- •Chain Affiliation
- •Referral Property
- •Company-owned Property
- •Management Contract Property
- •Brands
- •Independent Properties
- •Trends That Foster Growth
- •Leisure Time
- •The Me/Pleasure Concept
- •Discretionary Income
- •Family Size/Household Size
- •Business Travel
- •Female Business Travel
- •Travel as Experience
- •Career Development
- •Educational Preparation
- •Work Experience
- •Professional Memberships
- •Ports of Entry
- •Researching Growth Areas in the Hospitality Industry
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Organization of Lodging Properties
- •Organization Charts
- •Typical Job Responsibilities of Department Managers
- •General Manager
- •Assistant General Manager
- •Food and Beverage Director
- •Physical Plant Engineer
- •Executive Housekeeper
- •Human Resources Manager
- •Marketing and Sales Director
- •Front Office Manager
- •Controller
- •Director of Security
- •Parking Garage Manager
- •Organization of the Front Office Department
- •Typical Front Office Organization
- •Select-service Hotel Front Office Organization
- •Function of the Front Office Manager
- •Job Analysis and Job Description
- •The Art of Supervising
- •Staffing the Front Office
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Key Words
- •Role of the Front Office in Interdepartmental Communications
- •Front Office Interaction with Other Departments in the Hotel
- •Marketing and Sales Department
- •Housekeeping Department
- •Food and Beverage Department
- •Banquet Department
- •Controller
- •Maintenance or Engineering Department
- •Security Department
- •Human Resources Management Department
- •Analyzing the Lines of Communications
- •Situation 1: Marketing and Sales Knows It All—But Didn’t Tell Us
- •Situation 2: Peace and Harmony in 507
- •Situation 3: I Know What You Said, and I Think I Know What You Mean
- •The Role of Total Quality Management in Effective Communication
- •An Example of Total Quality Management in a Hotel
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Key Words
- •Physical Structure and Positioning of the Front Desk
- •Guest First Impression
- •Creating a Balance Between Guest Flow and Employee Work
- •Selecting a Property Management System
- •Importance of a Needs Analysis
- •Procedure for Performing a Needs Analysis
- •Selecting a Team
- •Analyzing the Flow of Guests through the Hotel
- •Communicating Information
- •Reviewing Administrative Paperwork
- •Management Review of Information
- •Evaluate Needs That Have Been Identified
- •Assessing Needs Based on Findings
- •Choosing Software
- •Choosing Hardware
- •Other PMS Selection Considerations
- •Vendor Claims
- •Hardware Installation Plans
- •Computer Training Programs
- •Backup Power Sources
- •Maintenance Agreement
- •Financial Considerations
- •PMS Applications
- •Reservations
- •Revenue Management
- •Registration
- •Room Status
- •Posting
- •Call Accounting
- •Checkout
- •Night Audit
- •Inquiries/Reports
- •Back Office
- •Housekeeping
- •Food and Beverage
- •Maintenance
- •Security
- •Marketing and Sales
- •Personnel
- •Electronic Mail
- •Time Clock
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Importance of a Reservation System
- •Overview of the Reservation System
- •Choice Hotels International
- •Hilton Hotels
- •Marriott International
- •Global Distribution Systems (GDS) in Securing Reservations
- •Role of the Internet in Securing Reservations
- •Background on Room Rates Offered via the Internet
- •Effect of Internet on Pricing Rooms
- •Consumers Response to Use of the Internet—Third-Party Websites
- •Social Media
- •Financial Effects of Third-Party Reservations
- •Types of Reservation Systems
- •Franchisee
- •Referral Member
- •Sources of Reservations
- •Corporate Clients
- •Social/Military/Educational/Religious/Fraternal (SMERF)
- •Meetings/Incentive/Conference/Event (MICE)
- •Group Travelers
- •Leisure Travelers
- •Current Guests
- •Forecasting Reservations
- •Overbooking (Occupancy Management)
- •Revenue Management
- •Processing Guest Reservations
- •Systemwide Reservation Systems
- •Outsourcing Reservations
- •Types of Reservations
- •Reservation Codes
- •Cancellation Codes
- •Blocking Procedure
- •Process of Completing Reservations through a PMS
- •Database Interfaces
- •True Integration
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Occupancy Percentage
- •Average Daily Rate
- •RevPAR
- •History of Yield Management
- •Use of Yield Management
- •Revenue Manager
- •Components of Revenue Management
- •Definition of Yield
- •Optimal Occupancy and Optimal Rate
- •Strategies
- •Forecasting
- •Star Report
- •Block-out Periods
- •Systems and Procedures
- •Channel Management
- •Feedback
- •Management Challenges in Using Revenue Management
- •Considerations for Food and Beverage Sales
- •Applications of Revenue Management
- •Scenario 1
- •Scenario 2
- •Scenario 3
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Importance of the First Guest Contact
- •Components of the Registration Process
- •Capturing Guest Data
- •Guest Registration Procedure
- •Guest Hospitality
- •Inquiry about Reservation
- •Completion of Registration Card
- •Review Completeness of Registration Card
- •Extension of Guest Credit
- •Room Selection
- •Room Assignment from Inventory
- •Assigning Room Rates
- •Discuss Sales Opportunities
- •Assigning Room Keys
- •Security of the Key System
- •Maintaining the Key System
- •Registration with a PMS
- •Retrieving Reservation Form
- •Checking Room Inventory Option
- •Checking Room Status Option
- •Verifying Room Rate
- •Issuing Room Key
- •Obtaining Reports from the PMS
- •Self-Check-In
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Common Bookkeeping Practices
- •Debits and Credits
- •Forms Used to Process Guest Charges and Payments
- •Folio, Transfers, and Paid-out Slips
- •Account Ledgers
- •Guest Ledger and City Ledger
- •Posting Guest Charges and Payments
- •Point-of-sale
- •Room and Tax
- •Transfers and Adjustments
- •Paid-Out
- •Miscellaneous Charges
- •Phone
- •Display Folio
- •Reports
- •Transferring Guest and City Ledgers to Accounts Receivable
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Key Words
- •Organizing Late Charges to Ensure Accuracy
- •Guest Checkout Procedure
- •Inquiring about Quality of Products and Services
- •Retrieving the Room Key
- •Retrieving and Reviewing the Folio
- •In-room Guest Checkout
- •Determining Method of Payment and Collection
- •Credit Cards
- •Bill-to-account (Direct Billing)
- •Cash and Personal Checks
- •Traveler’s Checks
- •Debit Cards
- •Assisting the Guest with Method of Payment
- •Money Wire
- •Travelers Aid Society
- •Auto Clubs
- •International Currency Exchange
- •Obtaining Future Reservations
- •Filing Documents
- •Relaying Guest Departures to Other Departments
- •Removing Guest Information from the System
- •Transfer of Guest Accounts to the Back Office
- •Checkout Reports Available with a Property Management System
- •Guest Histories
- •ZIP Code or Postal Code
- •Developing Conventions and Conferences
- •FAM Tours
- •Origination of Reservation
- •Frequency of Guest Visit
- •Types of Room Requested
- •Room Rates versus Occupancy Patterns
- •Tracking Social Media
- •Last Impressions of the Hotel
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Importance of the Night Audit
- •The Night Auditor
- •The Night Audit Process
- •Posting Room and Tax Charges
- •Assembling Guest Charges and Payments
- •Reconciling Departmental Financial Activities
- •Reconciling Accounts Receivable
- •Running the Trial Balance
- •Goal of Preparing the Night Audit Report
- •Preparing the Night Audit Report
- •Departmental Totals
- •Bank Deposit
- •Accounts Receivable
- •Cashier’s Report
- •Manager’s Report
- •Formulas for Balancing the Night Audit Report
- •Room and Tax
- •Total Restaurant Sales and Sales Tax
- •Tips for Restaurant, Room Service, Banquet, and Lounge Employees
- •Room Service
- •Banquet Sales
- •Banquet Bar and Total Lounge Sales
- •Room Rental
- •Valet
- •Telephone Charges
- •Gift Shop Sales and Tax
- •Vending
- •Parking
- •Total Revenue and Total Write-Offs
- •Cash Sales and Accounts Receivable Balance
- •Credit Cards and Cash Applied to Accounts Receivable
- •Analysis of Accounts Receivable
- •Bank Deposit and Amount Transferred to Accounts Receivable
- •Cashier’s Report
- •Operating Statistics
- •Daily Flash Report
- •Reading the Flash Report
- •Reading the Night Audit
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Key Words
- •Importance of Hospitality
- •Managing the Delivery of Hospitality
- •Management’s Role
- •The Service Strategy Statement
- •Financial Commitment
- •Total Quality Management Applications
- •Developing a Service Management Program
- •Guest Cycle
- •Moments of Truth in Hotel Service Management
- •Employee Buy-in Concept
- •Screening Employees Who Deliver Hospitality
- •Empowerment
- •Training for Hospitality Management
- •Evaluating the Service Management Program
- •Follow-through
- •Interfacing with Other Departments in Delivering Hospitality
- •Customer Relationship Management
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Determining Employee Hospitality Qualities
- •Job Analysis and Job Descriptions
- •Positive Hospitality Character Traits
- •Practicing Promotional Skills
- •Screening for Hospitality Qualities
- •An Outgoing Personality
- •Patience
- •Ability to Accept Constructive Criticism
- •Interest in Selling
- •Developing an Orientation Program
- •Economic Position of the Property in the Community
- •Overview of the Lodging Establishment
- •Employee Handbook
- •Policy and Procedure Manual
- •Introduction to the Front Office Staff
- •Equipment Overview
- •Interdepartmental Cooperation
- •Administering the Orientation Program
- •Selection of Orientation Leader
- •Developing a Training Program
- •Identification of Tasks and Job Management Skills
- •Preparing Step-by-Step Procedures
- •Management Concepts
- •Steps in the Training Process
- •Preparation: Get Ready
- •Delivery: Show Me
- •Administering a Training Program
- •Cross-training
- •Developing a Trainer
- •Job Knowledge
- •Training for Empowerment
- •Americans with Disabilities Act
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •The Role of the Front Office in Marketing and Sales
- •Planning a Point-of-sale Front Office
- •Set Objectives
- •Brainstorm Areas for Promotion
- •Evaluate Alternatives
- •Devise Incentive Programs
- •Theories of Motivation
- •Douglas McGregor
- •Abraham Maslow
- •Elton Mayo
- •Frederick Herzberg
- •Applying Motivation Theories
- •Maslow
- •Mayo
- •Herzberg
- •Training Programs for a Point-of-sale Front Office
- •Train in Sales Skills
- •Develop an Attitude of Presenting Opportunities
- •Let Employees Experience Hotel Services
- •Use Role-Playing to Create Your Own Training Video
- •Budgeting for a Point-of-sale Front Office
- •Feedback
- •Guest Test
- •Financial Results
- •Planning a Point-of-sale Front Office—An Example
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Importance of a Security Department
- •Organization of a Security Department
- •Job Analysis of the Director of Security
- •In-House Security Departments versus Contracted Security
- •Room Key Security
- •Hard-key System
- •Electronic Locks System
- •Smart Card
- •Contactless Electronic Locks
- •Fire Safety
- •General Fire Code Requirements
- •Guest Expectations
- •Fire Safety Plan
- •Employee Training in Fire Safety
- •Guest Instruction in Fire Safety
- •Fire Action Communication Procedure
- •Emergency Communication
- •Developing the Emergency Communication Plan
- •Employee Safety Programs
- •Employee Safety Committee
- •Composition and Activities of the Safety Committee
- •Department Supervisors’ Responsibility
- •Safety Training Programs
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Importance of the Housekeeping Department
- •Overview of a Housekeeping Department
- •Relationship of the Executive Housekeeper to the General Manager
- •Management of a Housekeeping Department
- •Room Assignment/Workload
- •Outsourcing Housekeeping Activities
- •Housekeeper’s Report
- •Communication
- •Situation 1: Why Can’t Room Attendants Get Those Rooms Cleaned More Quickly, or, If That Guest Asks One More Time…
- •Inventory Control
- •Fixtures
- •Theft Control of Inventory
- •In-house Laundry versus Outsourced Laundry
- •Occupational Safety and Health Administration
- •Material Safety Data Sheets
- •Americans with Disability Compliance
- •Professional Associations
- •Role of Chief Engineer in a Lodging Property
- •Job Analysis
- •Job Description
- •Technology
- •Managing Maintenance Inter-departmental Communications
- •Energy Management
- •The Greening of the Lodging Industry
- •Leadership in Energy and Environmental Design (LEED)
- •Solution to Opening Dilemma
- •Chapter Recap
- •End-of-Chapter Questions
- •Notes
- •Key Words
- •Glossary
- •Index
K E Y W O R D S 391
C A S E S T U D Y 1 3 0 3 (CONTINUED)
I am someone who does some work around here!” Thomas Brown, executive housekeeper, adds, “Last weekend, two guests asked the front desk clerk why the computer system wasn’t working, and he responded, ‘I’ll make a note of it and get back to you in the morning.’” Yoon-Whan, executive engineer, begins his thoughts with, “Now let’s take another look at the problem here. Some of these things are out of our control. For example, those vending machines are old. I have had a purchase order in for replacement with ten new ones—and I still haven’t heard anything on my request. We shouldn’t always blame the employees.” Ana Chavarria, front office
manager, responds “Thanks, Yoon-Whan, for seeing some good in those employees. They do try, but guests don’t want to hear excuses. I get so frustrated with employees who don’t try to see the guest’s side of things. Employees fail to realize we are all in this together.”
At this time, Margaret Chu, general manager, takes over and says, “I think we are at a crucial point in making suggestions on how to make our hotel more user-friendly to the guest.”
Develop a discussion team to make suggestions to the Times hotel staff on what they should include in improving their situation.
Notes
1.Avinash Narula, “Boosting Sales Through the Front Office,” Canadian Hotel and Restaurant (February 1987): 37.
2.Doug Kennedy, “Front Desk Training Is The Key to Capturing More Walk-In Business” June 2, 2009, http://www.hotel-online.com/News/PR2009_2nd/Jun09_ FrontDesk.html.
3.Narula, 38.
4.Ibid.
5.Douglas McGregor, The Human Side of Enterprise (New York: McGraw-Hill, 1960), 33–34.
6.Ibid., 47–48.
7.Abraham H. Maslow, Motivation and Personality, 3d ed. (New York: Harper & Row, 1987), 15–22.
8.Elton Mayo, The Human Problems of an Industrial Civilization (New York: Viking, 1960).
9.Frederick Herzberg, B. Mausner, and B. B. Snyderman, The Motivation to Work, 2d ed. (New York: Wiley, 1967), 113–114.
10.Frederick Herzberg, personal communication with the author, June 1, 1989.
Key Words
guest test |
plant |
incentive program |
point-of-sale front office |
motivation |
upsell |
C H A P T E R 1 4
Security
O P E N I N G D I L E M M A
The general manager has been considering establishing an in-house
security department. Security at the hotel has been outsourced in the past five years with minimal concern. However, with the recent media
emphasis on the safety of both guests and employees, the general
manager thinks it is time to prepare a plan of action to investigate the possibility of an in-house security department.
The act of delivering hospitality is thought to occur naturally. However, throughout this text, delivering hospitality is discussed as a planned concept, complete with research on guests’ needs, policy and program development, establishment and delivery of training programs, and follow-up information systems. Hospitality also includes providing a safe environment for guests, which requires a well-organized department to oversee and implement safety programs. The security department of a hotel is vital to delivering hospitality to guests. This department is responsible for establishing the details of the following systems:
■ |
Guest and employee safety |
■ |
Emergency evacuation plans |
■ |
Room key security |
■ Employee safety training plans |
|
■ |
Fire safety systems |
■ |
Emergency communication plans |
■ |
Bomb threat action |
|
|
C H A P T E R F O C U S P O I N T S
■Importance of a security department to effective front office management
■Organization of a security department
■In-house security department versus contracted security services
■Hotel law
■Room key security system
■Fire safety
■Emergency communication procedures
■Employee safety programs
I M P O R TA N C E O F A S E C U R I T Y D E PA R T M E N T 393
These operational procedures are never really appreciated until a crime occurs or a disaster strikes a hotel. They are assumed to be in place but somehow take a back seat to accommodating guests’ more immediate needs and meeting the financial objectives of the organization. The terrorist attacks of September 11, 2001, in New York City and Washington, DC, have affected security concerns like no other situation. Rolfe Winkler reports the following.*
With hotels becoming an increasingly popular target for militant attacks in Asia and beyond, the issue of hotel security and appropriate travel precautions is growing in importance for business travelers and tourists. In the past year [2009], militants killed at least 54 people in a suicide bomb attack on Islamabad’s Marriott hotel, 71 people in the siege of the Taj Mahal and Oberoi hotels in Mumbai, nine in a suicide attack on Peshawar’s Pearl Continental, and seven in the bombings of Jakarta’s Ritz Carlton and Marriott in July.1
National, state, and local safety codes and ordinances require the hotelier to provide a safe environment for guests. This chapter discusses safety awareness as it relates to the front office manager’s job and how the front office helps provide this essential service to guests.
Importance of a Security Department
The front office is a hotel’s communication center; it is the vital link between the hotel management and the guest. When a guest calls for assistance because of fire, illness, theft, or any other emergency, it is usually the front office that must respond. The staff on duty at the front office cannot leave and resolve the emergency because they must continue to provide communication services and process financial transactions. The security department staff must react with speed and efficiency to serve the guest.
The security department is often regarded as a passive department, acting only when called on. In reality, it is an active department, setting policies, organizing programs, and delivering training programs to promote guest and employee safety. The director of security is a trained professional who must ensure that a busy hotel filled with guests, employees, and equipment stays safe. One of the department’s goals is to prevent emergencies through planning its services. Another goal, however, is to train all hotel employees to respond to emergencies.
The importance of security to a hotel is emphasized in the following Hotel Security Report article by Patrick M. Murphy, CPP, director of loss prevention services at Marriott International, Inc., Washington, DC, who reports on Marriott International’s adoption of Crime Prevention Through Environmental Design (CPTED) in its chain of 1900 owned and managed properties worldwide:
CPTED is part of a total security package. It can include anything and everything from the presence of security or loss prevention officers at a property to plans for protecting
*Source: All rights reserved. Republication or redistribution of Thomson Reuters content, including by framing or similar means, is expressly prohibited without the prior written consent of Thomson Reuters. Thomson Reuters and its logo are registered trademarks or trademarks of the Thomson Reuters group of companies around the world. © Thomson Reuters 2009. Thomson Reuters journalists are subject to an Editorial Handbook which requires fair presentation and disclosure of relevant interests.
394 C H A P T E R 1 4 ■ S E C U R I T Y
the interior, lobby, and guestrooms; exterior and parking area; and the surrounding neighborhood. Its goal is to keep the criminals from breaking into any area of the property; it accomplishes this by subtly making the environment uncomfortable for them.
The hotel priority areas in CPTED include the following.
■Building entrances—When reviewing a property we look to see that all entrances are inviting, brightly lit, with no obstructing shrubbery. At night, side entrances should be restricted by use of card readers so that non-registered guests must pass through the lobby and past the main check-in desk.
■Hotel lobbies—They should be designed to be visually open, with minimal blind spots for front desk employees. Lobbies also should be designed so that persons walking through the front door must pass the front desk to reach the guestroom corridors or elevators.
■Guestrooms—These [electronic locking systems] create an environment where keys are automatically changed when a new guest checks in; locks also can be interrogated to determine the last person to enter the room.
■Guest amenities—Marriott designs its new properties with glass doors and walls to allow for maximum witness potential when providing swimming pools,exercise rooms, vending areas, and laundry facilities.Adding house phones in these areas makes it possible for guests to call for help if they feel uncomfortable or threatened by anyone.
■Exterior of the property—CPTED principles call for bright lighting at walkways and entrances. Traffic should be directed to the front of the hotel property to make would-be criminals as visible as possible. Entrances to the hotel grounds should be limited. Landscaping, such as hedges and shrubbery, can also create aesthetically pleasing barriers to promote the desired traffic and pedestrian flow.
■Parking—The preferred lighting is metal halide. High-pressure sodium should be avoided because it casts a harsh yellow light. The optimal parking lot or garage has one entrance and exit with well-marked routes of travel for both cars and pedestrians. Garages need to be as open as possible, encouraging clear lines of sight. Elevators and stairwells that lead from the garage into the hotel should terminate at the lobby level, where a transfer of elevators or a different set of stairs should be required to reach guestroom floors. Other CPTED features in the garage should include CCTV (closed-circuit television) cameras, installation of emergency call boxes, and painting the walls white to increase the luminosity of light fixtures while creating an atmosphere that is appealing to the eye.2
In today’s litigious society, an environment in which consumers sue providers of products and services for not delivering those products and services according to expected operating standards, it is important to maintain a well-organized security department. The cost of a human life lost because of negligence or the financial loss due to a fire far outweighs the expense incurred in operating a security department.
The following case illustrates the expense that can result from security breaches:
Perhaps the most significant [of high-visibility hotel crimes] was the 1974 rape of singer/ actress Connie Francis in a Westbury, N.Y., hotel, which resulted in a much-publicized