HOUSEKEEPING MANAGEMENT

By :

Karuniawan.,S.ST.Par

Planning and Organizing the Housekeeping DepartmentObjective: identifying the major

responsibilities + drawing the organization of the housekeeping

department

Housekeeping Department Housekeeping is the most important department and is the heart of a hotel. The reason for saying this is without Housekeeping to clean the rooms and public areas, sales, reservations and front desk would have nothing to sell.

Housekeeping is one of the departments that has the most bulk expenses and consumable items

Job Lists and Job Descriptions

A job list identifies the tasks that must be performed be an individual occupying a specific position. It should reflect the total job responsibilities of the employee. The job list should state what the employee must be able to do in order to perform the job.

A job description simply add information to the appropriate job lists. This information may include reporting relationships, additional responsibilities and working conditions, equipment and materials used.

Housekeeping’s Responsibilities

in limited-service hotelscleaning; guestrooms corridors public areas such as lobby and public restrooms pool and patio areas management offices storage areas linen and sewing rooms laundry room back of the house areas e.g. employee locker rooms

Housekeeping’s Responsibilities

additional areas in mid-and-world class hotelscleaning;

meeting rooms dining rooms banquet rooms convention/exhibition halls hotel-operated shops game rooms exercise rooms

Housekeeping’s Responsibilities

exceptionsnot directly responsible for cleaning;

• kitchen• maintenance department• swimming pool• front desk

Management Functions of Executive Housekeeper

Planning Organizing Coordinating/Staffing Directing/Controlling Evaluating

Planning Area Inventory List Frequency Schedules Performance Standards Productivity Standards Equipment and Supply Inventory Levels

Housekeeping Department’s Operating Budget

Basic Planning Activities

Initial Planning ResultingQuestions Documents1. What items within the area “Area Inventorymust be cleaned or maintained? List”2. How often must the items within “Frequency this area be cleaned or maintained? Schedules”3. What must be done in order to clean

“Performanceor maintain the major items within Standards”

this area?

4. How long should it take an employee“Productivity

to perform an assigned task according toStandards”

the department’s performance standards?5. What amounts of equipments and

“Inventorysupplies will be needed in order for the

Levels”Housekeeping staff to meet performanceAnd performance statndards?

Productivity Standard Worksheet Step 1Determine how long it should take to clean one guestroom according to the department’s performance standards.Approximately 27 minutes

PS: Since performance standards change from property to property, this figure is used as an example. It is not a suggested time figure for cleaning guestrooms.

Step 2 Determine the total shift time in minutes 8 hours × 60 minutes = 480 minutes

Step 3Determine the time available for guestroom cleaning.Total Shift Time.........................................480 minutesLess:Beginning-of-Shift Duties.................. 20 minutesMorning Break.................................... 15 minutesAfternoon Break................................. 15 minutesEnd-of-Shift Duties............................ 20 minutesTime Available for Guestroom Cleaning...410 minutes

Step 4Determine the productivity standard by dividing the result of Step 3 by the result of Step 1.410 minutes / 27 minutes = 15.2 guestrooms per 8 hour shift

SECTION HOUSEKEEPER NEED TABLEScheduling employees for guest room cleaning and laundry operation is done taking into account the property’s daily occupancy. If the establishment is full today and at three-fourths capacity tomorrow, all guest room cleaning and laundry personnel will be scheduled to work tomorrow but only 75% of the workers should be asked to work the day after., for example, a 400 room property that has 16 of its rooms cleaned by one section housekeeper in 8 hour shift will schedule the room attendants on a particular week as follows :

SECTION HOUSEKEEPER NEED TABLEDay of the Week

%Occupancy

Rooms to be Cleaned

SectionHousekeeper

sMonday 80 ? ?Tuesday 100 320 (400 x

0.8)20 (320 ÷ 16)

Wednesday

75 400 (400 x 1.0)

25 (400 ÷ 16)

Thursday 90 300 (400 x 075)

19 (300 ÷ 16)

Friday 40 360 (400 x 0.9)

23 (360 ÷ 16)

Saturday 40 160 (400 x 0.4)

10 (360 ÷ 16)

Sunday 90 160 (400 x 0.4)

10 (160 ÷ 16)

Monday ? 360 (400 x 0.9)

23 (360 ÷ 16)

SECTION HOUSEKEEPER NEED TABLE% of Occ

Rooms to be cleaned

Section Housekeepers needed

day

Hours/Day

Hours/Week

Hours/Month

100 (400x1.0

)

400 (÷ 16)

25 (x8) 200 (x7)

1.400 (x30)

42.000

90 (400x0.9

)

360 (÷ 16)

22.5 (x8) 180 (x7)

1.126 (x30)

37.800

80 (400x0.8

)

320 (÷ 16)

20 (x8) 160 (x7)

1.120 (x30)

33.600

70 (400x0.7

)

280 (÷ 16)

17.5 (x8) 140 (x7)

980 (x30)

29.400

60 (400x0.6

)

240 (÷ 16)

15 (x8) 120 (x7)

840 (x30)

25.200

50 (400x0.5

)

200 (÷ 16)

12.5 (x8) 100 (x7)

700 (x30)

21.000

40 (400x0.4

)

160 (÷ 16)

10 (x8) 80 (x7)

560 (x30)

16.800

30 (400x0.3

)

120 (÷ 16)

7.5 (x8) 60 (x7)

420 (x30)

12.600

Organizing Organizing refers to the executive housekeeper’s responsibility to structure the department’s staff and to divide the work so that everyone gets a fair assignment and all the work can be finished on time.

The major areas within the department are;

Housekeeper’s Office, Desk Control Room, Linen Room, Linen Uniform Room, Uniform Room, Tailors Room, Lost and Found Section, Floor Pantries, and Heavy Equipment Stores.

Coordinating and Staffing

Coordinating is the management function of implementing the results of planning and organizing at the level of daily housekeeping activities. Each day, the executive housekeeper must coordinate schedules and work assignments and ensure that the equipment, cleaning supplies, linens etc. are on hand for employees to carry out their assignments.

Staffing involves recruiting applicants, selecting those best qualified to fill open positions, and scheduling employees to work.

Directing and Controlling

Directing involves supervising, motivating, training and disciplining individuals who work in the department.

Controlling refers to the executive housekeeper’s responsibilities to design and implement procedures which protect the hotel’s assets. Assets are anything the hotel owns which has value e.g. keys, linen, supplies, equipment etc.

Managers direct people and control things.

Evaluating Evaluating is assessing the extent to which planned goals are attained. One of the most important evaluation tool is the monthly budget reports.

Housekeeper’s OfficeThis is the main administration center for the department. It must be an independent cabin to provide the Housekeeper with silence to plan out her work and held her meetings. It should be a glass panelled office so as to give her a view of what is happening outside her office.

Desk Control RoomThis is the main communication center of housekeeping. It is from here that all information is sent out and received concerning the department. The Desk Control Room should have a desk with a telephone and a computer. It should have a large notice board for the staff schedules and day-to-day

instructions. Here is also the point where all staff report for duty and check out at the duty end. It would be next to the Housekeeper’s Office.

Linen RoomThis is the roomwhere current linen is stored for issue and receipt. The linen room should have a counter across which the exchange of linen takes place. The room should be next to the laundry so that the supply of linen to and from laundry is quick and smooth.

Linen Uniform RoomThis room stores the stocks of new linen and uniforms. These stocks are only touched when the current

uniforms and linens in circulation falls short due to damage or loss. Larger hotels may have enough space for an independent Uniform Store in addition to a Linen Store.

Uniform RoomThis room stocks the uniforms in current use. This room must have enough hanging space.

Tailors RoomThis room is kept for house tailors who attend to the stiching and mending work of linen and uniforms.

Lost and Found SectionThis should be a small secure space with a cupboard

to store all guest articles that are lost and may be claimed later.

Floor PantriesEach guest floor must have a floor pantry to keep a supply of linen, guest supplies and cleaning supplies for the floor. It is the housekeeping nerve center for the floor. The Floor pantry should keep linen for that floor in circulation. It should be near the service elevators and have shelves to stock all linen and other supplies.

Heavy Equipment StoresThis will be a room to store bulky items such as vacuum cleaners, shampoo machines, etc.

The Department Organization Chart

provides a picture of the lines of authority and the channels of communication within the department.

People working in this department are; Executive Housekeeper, Assistant Housekeeper, Uniform Room Supervisor, Uniform Room Attendants, Floor Supervisor, Public Area Supervisor, Room Attendants, Housemen, Head Housemen, Desk Control Supervisor, Cloak Room Attendants, Night Supervisor, Horticulturist, Head Gardener, and Gardeners.

Organization Chart for a Small Economy/Limited-

Service HotelHead Houseperson

Records andPayroll Clerk

RoomAttendants Houseperson Laundry

Attendant

Organization Chart for a Large

Mid-Range-Service HotelExecutive Housekeepr

Assistant Executive Housekeepr

Records andPayroll Clerk

Linen/Uniform Room

SupervisorTraining

SupervisorNight CleaningSupervisor

LaundrySupervisor

HousekeeprRoomsManager

HousekeeperPublicSpaceManager

Desk ControlSupervisor

Linen RoomAttendants

Uniform Room

Attendants

Tailor

NightCleaners

LaundryAttendants

A.M. FloorSupervisors

P. M. FloorSupervisors

HeadHouseperson

RoomAttendants

RoomAttendants Houseperson

Public SpaceSupervisor

ProjectsSupervisor

Public SpaceAttendants

ProjectCleaners

Executive HousekeeperResponsible and accountable for the total cleanliness, maintenance and aesthetic upkeep of the hotel.

Assistant HousekeeperMay be one for each shift of a large hotel. She may be the housekeeper of a small hotel or the only deputy to the Executive Housekeeper of a medium-sized hotel. She manages the resources given by the Executive Housekeeper to achieve the common objectives of cleanliness, maintenance and attractiveness in a given shift. Her accountability normally ends on the completion of her shift.

Uniform Room SupervisorA non-management person solely responsible for providing clean serviceable uniforms to the staff of the hotel. In addition, she keeps the inventory control on all uniforms and prepares the budget for them.

Uniform Room AttendantThe Uniform Supervisor is assisted by Attendants who actually do the issue of uniforms while receiving soiled ones to be transferred to the laundry. These attendants are in actual contact with the staff.

Linen Room SupervisorA non-management person solely responsible for the purchasing, storage, issue and cleanliness of linen.

Linen Room AttendantAssists the Supervisor by actually issuing linen and filling such records as necessary.

Floor SupervisorResponsible for the cleanliness, maintenance and attractiveness of the guest floors attached to her in a shift. Her scope includes guest rooms, corridors, staircases, floor pantries of the assigned floor.

Public Area SupervisorResponsible for cleanliness, maintenance and attractiveness of all public areas which include restaurants, bars, banquets, gardens, administrative offices, shopping arcade, helath club, swimming pool, main entrances and car park areas.

Room AttendantsThey do the actual cleaning of guest rooms and bathrooms assigned to them. They are not responsible for the cleanliness of corridors, guest elevators, or floor pantries.

HousemenUsually do the heavy physical cleaning required in

guest rooms and publis ares. Their job would include heavy duty vacuuming, shifting of furniture, cleaning of window panes, mopping, sweeping...

Head HousemenSupervises the work assigned to Housemen. He would deputise on behalf of the Publis Area Supervisor especially at night. In medium-sized hotels he could be the person in charge of housekeeping o night shifts.

Desk Control SupervisorIs the center of information in housekeeping, therefore, is the critical person in housekeeping operations. The Housekeeping Desk must be managed as guests and

staff will contact this desk to transmit or receive information concerning housekeeping. It is the Desk Control Supervisor who coordinates with the Front Office for information on departure rooms and handling over cleaned rooms. The Desk also receives complaints on maintenance from Housekeeping Supervisors spread all over the hotel.

Cloak Room AttendantsCloak room attendants are people, male or female, responsible for the cleanliness, maintenance and service in public area guest toilets.

Night SupervisorIs special in a manner that would require him or her to be able to handle any aspect of housekeeping at night including desk control operations, issue of linen and uniform in an emergency, etc. Her area of activity incudes guest romms, public areas, linen and uniform rooms. She is solely responsible and accountable at night for smooth housekeeping through her night shift and has larger decision-making authority than other

supervisors as she is the housekeeper for the night.

HorticulturistMany hotels may contract horticultural work to an outside agency. However, a large hotel may have a horticulturist who not only maintains the gardens of the hotel but also supplies flowers from the garden for interior arrangements. Flowers are used mainly in banquet functions, guest rooms, restaurants, lobbies offices, etc. The horticulturist would have to ensure smooth supply of flowers as well as assist the Housekeeper in flower arranagements.

Head GardenerSupervises the gardeners in maintaining hotel gardens and keeping them contemporary each season.

GardenersDoes the actual digging, planting, watering, etc of gardens on a day-to-day basis.

HOUSEKEEPING MANAGEMENT

By :

Karuniawan.,S.ST.ParTechnical Skills Management

Objective: 1. Learn how housekeeping material is classified.2. Define the concepts of fixed and operating assets.3. Explain the difference betweem capital expenditure and operating budgets.4. Discuss the function of purchasing material in the housekeeping department.5. Explain how housekeeping inventories are conducted.6. Describe the purpose of conducting inventories.

Classification of MaterialHousekeeping material is divided into two major categories :

Fixed assets (FFE/(Guestroom/Software), Public and Staff Areas, & Department Equipment).Fixed assets comprise housekeeping items that have a long-term life span, generally over one year.

Operating assets Operating assets are usually categorized into cleaning supplies,linens, uniforms, and guest supplies. That are generally used in the day to day operations of the department.

Capital Ependiture and Operating Budgets

Why Do We Need to Prepare a Budget? To determine and clearly list our objectives

- You should all get involved in preparing or assisting in the budget.

To provide us with a guide to achieving our objectives- You should all get involved in preparing or assisting in the budget.

To serve as a basis for evaluating performance- Planning forces management to look ahead to set out detailed plans for achieving targets for each department. This prevents managers from relying on uncoordinated purchases which may be detrimental to the performance of the department.- As budgets are prepared in advance (quite often the year before), they should be reviewed on a monthly basis (as a minimum) as the hotel industry is dynamic and fluctuations will occur within occupancy, F&B and external factors, e.g. change in cotton, etc.

Preparing a Budget for Housekeeping

Capital BudgetCapital BudgetOperating BudgetOperating Budget

Fixed Cost Variable CostOperating Equipment

Preparing a Budget for HousekeepingCapital BudgetCapital Budget

It is prepared to replace fixed assets (Carpet, Valet Equipment etc), expand the business or for H&S reasons, not all of which may be financially beneficial.

The importance of capital budgeting is so that the organization will commit substantial sums of money, the purchase will affect a long period with potential uncertainty, it will be almost impossible to reverse and it may result in success or failure of the business.

Operating Budget Operating Budget  This predicts the Profit and Loss results for the forthcoming

period. Advantages – commitment and motivation of managers, sets targets and

standards, looks forwards and considers both internal and external factors

Disadvantages – time taken and the cost of this time, may be unexpected events (e.g. volcanic ash clouds, terrorism) that affect later result.

The main steps to achieving successful operating budgets are:- Planning for attainable goals and objectives- Comparing actual to budget and analyzing the differences- Taking corrective action if required

Equipment and Supply “Inventory Levels or Inventory

Control” Recycled Inventories: items which are recycled during the course of hotel operations. e.g. linens, some guest supplies (irons, ironing boards, cribs, etc.), room attendant carts, vacuum cleaners, carpet shampooers, floor buffers Par Number: Par refers to the standard number of items that must be on hand to support daily, routine housekeeping operations. E.g. one par of linens is the total number of items needed to outfit all the hotel guestrooms once; two par items is the total number of items needed to outfit all the hotel guestrooms twice and so on.

Non-recycled inventories: items that are consumed or used up during routine activities of the housekeeping department e.g. cleaning supplies, guestroom supplies and amenities etc. Minimum Quantity: is the fewest number of purchase units that should be in stock at any time. The inventory should never fall below the minimum quantity.

Maximum Quantity: is the greatest number of purchase units that should be in stock at any time. It must be consistent with available storage space and must not be so high that large amounts of cash is tied up.

Housekeeping Inventories is divided into two major categories :

Physical Inventory :Physical inventories are difficult to conduct as all items that need to be accounted for must be counted one by one.

Perpetual Inventory :Perpetual Inventory is a form where items received and issued are recorded everytime a transaction accurs. The form shows the quatity that should be on hand at all the times.