Importance of Streamlining your hospitality business with a Hotel management system

For over two hundred years, paper was the primary means of communication utilized by
business managers to communicate with their employees. The management of schedules,
work orders, reports, certificates, and guides was accomplished by printing out the
information and physically distributing copies to the employees…
It is remarkable that the transition to digital management leads to an improvement in
productivity by at least 25%, on average. This increase is due to the faster and more efficient
nature of digital communication compared to the traditional paper-based method. In
management terms, it’s like comparing the process of writing and mailing a letter by hand to
sending an email.

The manual handling of information through paperwork, which required physical movement
across the organization, was causing a significant amount of inefficiency.
Reputation is a crucial aspect of competitiveness for hotel chains out there. A good
reputation is not easily quantifiable but is vital. It refers to the confidence that your customers
and clients have in your ability to fulfill your commitments. Building a positive reputation is
challenging, but losing it is not that difficult.

In today’s highly digitalized world, people expect the convenience, speed, and efficiency that
digital communication has made possible. A paper-based hotel management system will
always fall short of meeting these expectations. It leads to slower processes, higher
administrative workload, and increased risk of inefficiencies, such as lost documents,
misread handwritten notes, mix-ups of records, and incomplete paperwork whereas usage of
digital forms makes transactions easily recorded and saved for an indefinite period,
facilitating quick and efficient sharing. This not only helps to maintain a record of the entire
transaction process but also promotes the use of digital payments.
From a quality perspective, the waiting time for clients to receive their bills is shortened, and
during the pandemic, the adoption of digital options has allowed for contactless processing
and sharing of information.

Paper-based management solutions are challenged by the abundance of resource overhead
and the risk of errors which can affect the timely availability of important data and processes.
However, Hotel Automation Systems are typically designed to minimize these issues
through efficient resource allocation and built-in error-checking mechanisms. By using these
solutions, hotels can accentuate their operations and ensure that the right information is
available at the right time to make informed decisions and provide high-quality service to
their guests.

Non-compliance is a significant risk faced by Hoteliers globally. It requires quick and efficient
services while ensuring safety and compliance with laws and regulations in the country they
belong to.

Managing compliance is difficult when using paper-based management methods, as these
measures can be seen as burdensome paperwork. In contrast, digital management methods
provide a significant advantage by allowing for automatic checks and notifications to be
integrated into the daily work processes. This helps to reduce risks and can enhance
Hospitality Management competitiveness.

The use of paper can result in increased legwork. To obtain information, employees typically
need to retrieve the paperwork from one place or another, and after completing a job, they
have the liability to return the information collected during the day. When you consider the
number of trips across a group of hotels over the course of a year, it leads to substantial
additional costs that can be eliminated through the use of digital forms of business

In a typical hotel operation, at least one job sheet is required to be printed for each
scheduled task, along with multiple forms, documents, worksheets, certificates, plans, and
diagrams that may be necessary for a task.

The costs associated with printing go beyond just the paper itself and include the entire
infrastructure needed to manage printed information, such as postage, stationery, printers,
photocopiers, and ink cartridges.

Additionally, the more information that is printed, the more storage space a hotel needs to
securely keep all of it, as well as the administrative time and resources required to manage
the large volume of paperwork manually. In the context of hotel management solutions, there
is no need to worry about managing storage volume and ensuring proper spacing, as all
data is securely streamlined to efficiently perform all necessary tasks.

Irrespective of the emergence of better digital platforms for hotel management, it is to be
noted that one in every four hoteliers still relies on pen and paper to manage their hospitality
business in the US. Going paperless streamlines tasks like never before and hotel
management software do not limit its usability to just that. Essentially, Hospitality
management system is a vital tool for every hospitality business looking to streamline
operations, improve guest experience, and stay ahead of the competition. With its ability to
automate manual processes, provide real-time data insights, and centralize operations, a
management system can help ensure the success and growth of your business.


Share This Post

Share on facebook
Share on linkedin
Share on twitter
Share on email


To know details about Datamate’s Partnership Program, register here