The role of a hotel’s maintenance department is to ensure that all facilities and equipment are maintained in good condition and are functioning smoothly so as to reduce the risk of interruptions to the running of the hotel.

Having access to high quality information brings a competitive edge to any enterprise as it is the key  to all decisions, the basis for knowledge acquisition within the company and the instigator for new business ideas. In much the same way, well organised data is essential for good hotel maintenance. 

The importance of having well organised information in reactive maintenance

Every reactive maintenance intervention in a hotel should be registered to help identify the source of any given failure. Recording these interventions allows hotels to correct operational procedures, to identify the improper or excessive use of equipment as well as other causes of repeating malfunctions.

Ensuring a well organised reactive maintenance strategy helps to accelerate processes and to improve the experience provided to guests. It is therefore very important to get it right!

Housekeeping as a support to reactive maintenance

Housekeeping has a direct impact on customer experience. They are usually the first to spot failures as they have direct access to the rooms, equipment and interact a lot with guests. Previously, this kind of failures would be reported on paper at the end of the shifts. This left a lot of room for information to be forgotten or rushed when recorded. However, with innovative solutions like Infraspeak Direct, the housekeeping team can report on failures immediately, speeding up and improving the reporting process.

On a similar note, the welcome team can ensure a guest is satisfied from the moment they arrive. By using Infraspeak Direct, a receptionist can see if a reserved room is unavailable due to an unforeseen problem and send the guest to another room that is ready. The app means that the housekeeping and maintenance teams can now access this information in a single platform and communicate far more intelligently.

The advantages of having organized information in preventive maintenance

Preventive maintenance is vital within the hospitality industry as all equipment must work efficiently and without any issues being spotted by guests. For this to be possible, maintenance technicians need to have access to a number of key details for each piece of equipment, including:

Due to the incredible abundance of information in a hotel,  it is very important to properly organised all this information or it becomes very difficult to achieve an effective preventive maintenance programme.

As well as simply allowing you to keep everything neat, having well organised information can lead to more reliable and useful data. By having access to the entire equipment record, both the managers and the maintenance technicians are better prepared for more informed decision making. With Infraspeak, keeping detailed records has been transformed into a widely accessible, easy and useful task.

Maintenance as a strategic investment

Maintenance in a hotel should be seen as a strategic investment. Continuous investment in maintenance has a direct positive impact not only on the hotels’ equipment and facilities but also on guests’ experience.

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An increase in available rooms, will generate more revenue and improve the number of satisfied guests. Equipment failures have a direct impact on operations, leading to more complicated problems as it may compromise customer loyalty and satisfaction. To minimize the risk of these problems, maintenance should be considered an investment and not an expense as it will reduce costs in both the medium and long-term.

The maintenance team in a hotel is responsible for ensuring the high-quality of services and processes that support the business. Their many tasks range from reducing operation costs and improving energy-saving strategies all the way to ensuring rooms are kept clean.

The main goal of management is to constantly look for new and more efficient practices that can optimise work operations, making work smarter and easier whilst constantly striving to improve the customer experience along the way.

We’ve put together this list of seven tips that will help you to increase maintenance management in your hotel.

1. Hotel maintenance management software

The first step to carry out an effective maintenance program is to increase the capacity to ease and/or automate manual processes. As we all know, hotel maintenance management is a full-time job that requires a lot of time and effort and that mainly depends on other people. With the proper hotel maintenance management software, it is possible to gain time, gather all the information in a single platform whilst avoiding paper checklists to follow up on whether tasks have been completed or not.

Most importantly, it allows you to track all the hotel’s routine maintenance activities efficiently and on the go.

2. Guarantee staff communication

Processes become more efficient when staff are able to seamlessly share information. Messaging servers and/or applications should be used as they allow hotel employees to communicate work requests and work orders directly to the hotel maintenance management.

Furthermore, given that members of staff work directly with customers, they are far better positioned to relay their requests and feedback to the relevant member/s of the management team. This improves the efficiency with which these communications happen and saves a lot of precious time.

3. Improve scheduling and calendars

It is not always easy for hotel managers to implement preventive maintenance strategies at the same time as carrying out routine inspections. When this doesn’t run smoothly, it can result in equipment malfunctioning and damage to property being left unattended to for days.

Using scheduling tools allows you to assign tasks to yourself and to others, on either a periodic or a daily basis, and make the team more organised and proactive. Having a high quality process requires a meticulously formed plan and the ability to adapt to situations in order to swiftly register emergency repairs.

4. Speed up failures resolution

Whenever the team recognises a maintenance problem, they should get into the habit of reporting it directly to their managers so that they can swiftly approve the works and immediately start addressing the issue at hand. A centralised platform will help to speed up this process and to control reports on the status of both open and solved failures. In short, maintenance management software allows managers, technicians, and customers to all report on failures in one system, and to each other.

5. Streamline housekeeping

It is crucial that high standards are maintained when it comes to cleanliness, organisation, provision of amenities, ensuring good ambiance, and clean functionality in hotels. The reputation of a housekeeping team is one of the top considerations when choosing a hotel to stay in and whenever it surpasses a customer’s expectations, s/he is likely to return and spread the name of your brand by word-of-mouth.

In order to streamline this fundamental task, staff should have access to automated lists. The housekeeping team can now know exactly what to do and where they need to be. Find out more information here.

6. Track equipment

Efficient maintenance is dependent on managers being aware of the number and condition of equipment and assets present in the hotel, as well as on where they are located. With the help of management software, crucial information on equipment can be readily consulted and tracked without stress. These details include the description, installation date, running costs, serial number or the expected amount of time the piece of equipment should run for.

With Infraspeak, technicians can learn all this information and more about a device by simply swiping the associated NFC tag with their NFC-ready smartphone.

7. Stock Control

Maintenance managers need to strictly control stock in order to handle costs and to better plan and allocate the budget.

The easiest way to do this is by using an operations management application that automatically generates reports on consumption during the execution of the work, drawn directly from the stock counted and registered on the program’s system.

💡 Talk to us and learn how Infraspeak can improve your hotel maintenance management and help your business remain competitive.