Chapter 3 :- Routine Systems and Records of Housekeeping Department

 A.)Reporting Staff Placement:- 

                   Reporting staff placement means that the staff and employees of housekeeping department reports on various assign shifts that is in morning shift,evening shift,night shift, general shift, and break shift as their daily routine system. 

The assigned job may be:-

• Serving a guest room 
• Cleaning of public areas 
• Bed making 
• Laundry services 
• Special cleaning 
• Cleaning of public toilet, etc.

B.) Room Occupancy Report :-

                 It is very important rule helping the two department to count & check room status & to keep it up to date & accurate. Housekeeping department is in a position to psychically verify the room status in the hotel. The Occupancy & room status is noted as DND,UR,OOO,O/C,C/O.The information is compiled for all the floors and copy of comprehensive chart is sent to front office department. 

C.)Guest Room Inspection :- 

1. It ensures the standards of any establishment are being followed or not.
2. Its purpose is to deduct any problem in the cleaning. 

Details of Guest Room Inspection Checklist:-

1. Check room entrance door 
2. Note any scratch, mark,dust on the surface 
3. Check for DND boards on the inside of door knob
4. Check the room number plate and bell
5. Check for exit plan
6. Check condition and cleanliness of light switching, switch board with surrounding as well. 

D.) (I) Entering Checklist :-

          All room inspection checklists are filled in the room inspection checklist file kept at the control desk. These report may be referred to in case, guests do complaint about cleaning. 

(II) Floor Register :-

           This is a register in which all work related to particular floor are written and maintained. It contains the following information :-

1. Cleanliness and maintenance of floor 
2. Inspection by floor supervisor 
3. Vacuuming the carpet floor, dusting and damp dusting of wooden floor. 
4. Maintaining the description of item required for the housekeeping operation on the floor.
5. Making a checklist for floors in various direction.
6. GRA and supervisor are responsible for guest rooms,floor and surrounding areas. 
7. Daily report is made in the floor register. 
8. The signature are required in the floor register of GRA and supervisor on daily basis. 

(III) Work Orders :-

           Work order forms are used by control desk for initial scheduled maintenance in guest rooms and public areas. Necessary work is referred to the maintenance department through formal work order form. Work order is a key element in coordination with housekeeping and maintenance. A copy of work order is sent to the housekeeping department for the ecknowledgment of the work.

(IV) Log sheet / Logbook :- 

                 The logbook is used for recorded/message that start from an earlier shift want to convey to the employees of next shift. All supervisors reporting for any important messages left for them by the staff of the previous shift. 

E.) Lost and Found Register and Enquiry file :-

• All claimed articles found on the hotel premises should be handed over to the housekeeping control desk. Notices should be put regarding the handing over of any personal property found so that all the staff members are aware of that such properties should be handed over to the housekeeping control desk. 
• Upon receiving enquiries from the guest, the control desk supervisor first checks in the lost and found logbook to see whether such as items is recorded or not. If found recorded in the logbook the guest informed back that he/she may come to claim the article. 
• When a lost article has been positively identified by an enquirer no longer in residence  at the hotel and it is to be mailed to the enquirer, the article is packaged for mailing by a member of the housekeeping staff assigned the task.

F.) Maid's Report and Housekeeper's Report  :-

• Maid's Report:-     The maid room report provide better control for the housekeeper. At the end of the each shift maid enters required information and the housekeeper summarizes,signature and forward report to the housekeeper pay role clerk who use it in preparing the housekeeper's report. 

• Housekeeper's Report:- The housekeeper report is made on the simple preprinted sheet listing the room number by section or floor with a space for the code. It is prepared in duplicate and the original of morning report is also sent to the accounts department, where it is used to check preceding night room income.

G.) Handover Records :- 

              The record taken by the staff member while doing the housekeeping operation can be handed over to the next shift member. They handed over all the records like control of keys,checklist and other related records. Each GRA is responsible for passing the record to the GRA of next shift. 

             

H.) Guest's Special Requests Register :- 

                The housekeeping control desk also act as a contact for in house guest who may require any housekeeping related services. The housekeeping control desk is responsible for taking guest message or request to the concerned staff. The message could be about the  provision of certain guest loan items or request for a second service. Guest message register is maintained for this purpose at the control desk. 

I.) Records of Special Cleaning :-

             A periodic annual clean of the hotel guestrooms or other areas,carried out in off-season periods. Hotels keep a record of such cleaning activities e.g.carpet shampoo. 

J.) Call Register :- 

             To note down any relevant messages pertaining to guest rooms and adjoining areas.

E.g. Maintenance, requests, special instructions etc. It helps in keeping a track of the completion of the activity and the duration of the same.     

K.) VIP Lists :- 

             A very important person or personage (VIP or V.I.P.) is a person who is accorded special privileges due to their high social status, influence or importance.

Examples include celebrities, heads of state or heads of government, other politicians, major employers,high rollers, high-level corporate officers, wealthy individuals, or any other socially notable person who receives special treatment for any reason.