PLANNING AND ORGANIZING IN THE HOUSEKEEPING DEPARTMENT

Planning is a step by step process and it differs from one hotels HK dept. to another. Housekeeping
planning shd be done on paper and need to be properly documented. Since the Housekeeping is
responsible for cleaning & maintaining so many different areas of the hotel. Planning should be
undertaken in a systematic manner in order to obtain set objectives.

Division of work document it is the first step of planning, the executive housekeeper identifies
the areas that will come under the purview of HK department for maintenance and upkeep. The
EHK shd make a list of all the guest and employee areas of the property in a division of work
document and put down on paper who would be responsible for cleaning and maintaining each
area.
Area inventory list once the division of work document is finalized, the next important
planning task is to prepare a list of all items and surfaces within a particular area that require
the attention of the housekeeping personal. Area inventory list also aid in supervision.
Example
Bed room

Door, locks,
chains, stops
Ceiling

Walls
Floor tiles

Wood work
Drapes and
hardware
windows

Bath room
1. Bathroom
Lights,
door
switches
3. Walls
Heater /airconditioner
5. ceiling
telephone
7. Tub, grab bars
Television ,
radio
9. Vanitory unit
Head boards
11. Sani-bin
Chairs , sofa

carpet

13. amenities

2. Lights,
switches
4. Floor tiles
6. mirrors
8. Shower head
10. Fixtures
12. Exhaust vent
14. tissue holder

Frequency schedule indicate how often items on area inventory list are to be cleaned or
maintained. The frequency of cleaning is directly related to the type and amount of soiling
expected in an area or on the item to be cleaned. Frequency schedule divide the cleaning and
maintenance task into daily , weekly, monthly or periodic tasks.
Performance standards - Performance standard state not only what must be done, they also
describe in detail how the job must be done. Executive housekeeper can ensure consistency of
cleaning by demanding 100% conformity to the standards established by their department.
Performance standards are communicated through ongoing training programs. The executive
housekeeper should review the departments performance standards at least once a year and
make appropriate revisions as new work methods are implemented. Performance standars are
achieved when:
1. Cleaning methods are correctly selected and systematically followed.
2. The ideal cleaning agents are used on the various surfaces involved.

3. The correct pieces of equipment are used on the various surfaces involved.
4. Cleaning tasks are carried out at required frequencies.
Productivity standards - Determine the acceptable quantity of work to be done by the
department employees. Executive housekeeper must know how long it should take a
housekeeping employee to perform the major tasks identified on the cleaning frequency
schedules-such as guestroom cleaning. Once this information is known, productivity standards
can be developed
Inventory level - The executive housekeeper must ensure that employees have the necessary
equipment and supplies to get their job done. A purchasing system must consistently maintain
the needed amounts of items in housekeeping inventories. Due to limited storage facilities and
managements desire not to tie up cash in overstocked inventories, the executive housekeeper
must establish reasonable inventory levels for both recyclable and non-recyclable items.
Recycled Inventories: include linens, most equipment items, and some guest supplies.
Non-Recycled Inventories: include cleaning supplies, guest room supplies and
guest amenities.

Standard operating procedures (SOP)

A standard operating procedure is a written routine procedure for daily operations. It is a tool to
standardize the accomplishment of tasks. The benefit of an SOP is that everyone is trained into it to
bring about consistency in

Service performance
Quality standard
Productivity norms
Interdepartmental collaboration
Generation of reports for decision making and cooperation
The correct use of equipment and materials.

There is a tacit understanding in professional housekeeping operations that SOPs are to be followed and
no deviation shd be tolerated. Revision SOP is done after an approval at the highest level. SOPs are
documented and numbered in a manual that is available to everybody to refer in case of doubt. SOPs
start with statement policy governing the procedure, followed by procedural directives, type of forms to
be used and records to be generated.
Manpower planning
Housekeeping manpower planning is a critical factor as excessive recruitment could result in an excess
work force and high wage bills. The manpower required is depend upon the structure of the hotel. The
key strategy for the housekeeper is to develop multi-take resources. Supervisors must rotated among
public areas, control desk and night duties. This strategy gives the housekeeper to deploy her human
resource at pressure points in daily operations. It helps her staff to enlarge their skills and experience.

Multi tasking helps in filling leave vacancies and her dependency on any resource is reduced. The
executive housekeeper must also examine how she can empower her team members by enriching their
job with additional tasks and responsibilities. The payroll is efficient when she has few highly skilled
workers than many less skilled ones. This depends on the labour market and the availability of
competent people locally. Constant training is the only way that an EHK can achieve better productivity,
motivation and efficiency.