Co ordination or interdepartmental communication

interdepartmental communication in the hotel

1. December 19 1

2. Human Resource To Interview Shortlist them Eligible employees Employee training Induction programs Salaries Leaves Dues Appraisals Leaving Formalities December 19 By - Mrs. Himani Nikhil Batheja 2

3. Accounts/Finance Payment settlements Dues of guests or non-guests Discount offers Coupons settlement Status of night auditing with accounts. December 19 By - Mrs. Himani Nikhil Batheja 3

4. Marketing and Sales Guest history compiled by the front office department is an excellent source for segmenting the customers, prepare customer-oriented packages, and plan and execute the campaigns Process of completing the booking of a special function The first guest contact with the marketing and sales department is usually through the hotel’s switchboard. December 19 By - Mrs. Himani Nikhil Batheja 4

5. Housekeeping Readiness of vacated accommodation for selling. Security of the accommodation. Guest’s complaints and requirements about any amenities is initiated at the front desk. Guest’s requirement of removing soiled dishes or linen from the accommodation. Number of accommodations sold, departures, walk-ins, stay-over guests, and no-shows. Timely distribution of the accommodation sales helps the housekeeping manager to plan employee personal leaves and vacations. 1 copy of in-house guest list to laundry department. This co-ordination is essential to avoid wrong room numbering and wrong delivery of laundry. December 19 By - Mrs. Himani Nikhil Batheja 5

6. Security Communications between the security department and the front office are very important in providing hospitality to the guest. These departments work together very closely in maintaining guest security. Fire safety measures and emergency communication systems as well as procedures for routine investigation of guest security concerns require the cooperation of these departments. December 19 By - Mrs. Himani Nikhil Batheja 6

7. IT (Information Technology) Day-to-day support of all IT systems, business systems, office systems, computer networks, and telephony system. Provides user training Responsible for smooth functioning and co-ordination of vendors for Guest Internet, Property Management Systems - PMS, Point of Sale - POS, IPTV, Telephony systems and other software vendors. Responsible for overseeing and handling network configuration, Servers, Workstations, Networking equipment, PABX, email accounts, and also support for the underlying server/desktop infrastructure. They take care of IT Security and Policies; they also ensure implementation through regular staff training. December 19 By - Mrs. Himani Nikhil Batheja 7

8. Maintenance or Engineering The maintenance or engineering department and front office communicate on room status and requests for maintenance service. Maintenance employees must know the occupancy status of a room before attending to plumbing, heating, or air - conditioning problems. The requests from guests for the repair of heating, ventilating, and air conditioning units; plumbing; televisions; and other room furnishings are directed to the front desk. These requests are then communicated to the maintenance department. The front desk clerk must keep track of the repair schedule, as guests want to be informed of when the repair will be made. December 19 By - Mrs. Himani Nikhil Batheja 8

9. Banquets Expected number of guests to attend the banquet. Showing directions of the venue to the unfamiliar banquet guests. Posting of daily messages on felt board regarding venue, occasion, hosts and guests. Settling of the city account against the banquet service for the guest. December 19 By - Mrs. Himani Nikhil Batheja 9

10. Food and Beverage It also keeps the track of guest’s purchases from the restaurant, the bar, or coffee shops in the hotel. It conveys special requests of the guest regarding food and beverage to the F&B department. It deals, accepts, and reserves banquet inquiries and coordinates them with the respective departments. Communication activities also include reporting predicted house counts, an estimate of the number of guests expected to register based on previous occupancy activities, and processing requests for paid - outs , forms used to indicate the amounts of monies paid out of the cashier’s drawer on behalf of a guest or an employee of the hotel. December 19 By - Mrs. Himani Nikhil Batheja 10

11. December 19 By - Mrs. Himani Nikhil Batheja 11 Food Production Front office communicates the daily arrival list to the kitchen and it helps the chefs to forecast their production so that the wastage is minimized. The daily arrival list also contains guest history and the chefs come to know if there was any problem with food or service during the guest’s previous stay. Hence, they could make it up this time by exceeding his/her expectation. The front office circulates VIP lists in the kitchens for any special requests of guests and for the room amenities to be placed in the room.

12. December 19 By - Mrs. Himani Nikhil Batheja 12 Store & Purchase Coordination with stores ensures the availability of day to day necessities of Front office stationary. Communication with stores is by way of a requisition form, which all departments send to store when it requires certain items.