Hotels Maintenance for Holidays


It is that time of the year again when good hotel maintenance management is planning for the Holiday season. Hotel maintenance planning is not as easy as it may appear because if it is not done well, the guest attending the office holiday party will remember everything that went wrong. Their experience will be used for deciding where they will choose to stay or have next year’s party.


By Elmira Soltani


  Hotel Maintenance Planning for the Holidays

So what goes into hotel maintenance planning? The short answer is making sure that maintenance management knows the condition of all critical hotel assets and has the capacity as well as flexibility to schedule preventive maintenance, inspections, rounds and work orders.


  Hotel Maintenance Planning Tips

Deciding what to include in hotel maintenance planning for the holidays can be determined using common sense, experience and a CMMS. A hotel CMMS is the tool of choice for maintenance planning because it organizes assets so that inspection checklist and other work management can be more efficient and effective. Typical hotel assets requiring maintenance include:

  Hotel Inspection Checklist Tips

• Kitchen – Being able to produce great food for parties is a must. Maintenance planning (even if it is outsourced to a vendor) for hotel kitchen assets can help avoid broilers or grills failing. Not surprisingly these assets also use account for 50% of all hotel utility costs so keeping them in optimal working condition also lowers operating expenses.

• Hotel inspection checklists and maintenance should be conducted for:

• Ovens

• Broilers

• Grills

• Walk-in coolers

• Freezers

• Dishwashing units

• Heat lamps

• Fryers

• Emergency equipment

• Bar equipment

• Bathrooms – Many holiday parties serve alcohol meaning many trips to the bathrooms. Bathrooms should be clean and in good working order. Typical assets to be inspected and maintained include:

• Toilets

• Leaks

• Stall doors

• Sinks

• Cleaning and/or attendant schedule

• Rooms – This is where a hotel or resort can make the biggest impact during the holiday season. The top 5 hotel room maintenance issues are:

• Noise internal and external

• Dirty rooms including carpet bedding, fans, non-working room amenities

• HVAC issues ranging from noise to temperature controls

• Room smells coming from smokers, musty air, animals and mildew

• Insects and other pests including ants, bedbugs and mice

• Commons areas – Common areas represent the first impression of a hotel’s image that guest will have. They also have the greatest potential for liability should an accident claim be filed for negligence. Therefore, it is important to make sure hotels are performing

preventive maintenance on assets such as:

• Elevators

• Parking areas

• Safety equipment such as fire extinguishers

• Railings

• Carpet

• Lobby

  Organizing Hotel Maintenance

Maintenance planning must be more than just a plan it must also be deliverable. With thousands of assets, millions of dollars in utility bills and tight capital budgets at risk it, is critical that hotel maintenance be organized, efficient and effective.

Using a CMMS for hotels is ideal because it will provide the work management tools needed to have proactive maintenance. CMMS systems accomplish this through automation, computerized scheduling and detailed recordkeeping. Some of the benefits of a quality CMMS solution include but are not limited to:

• Creating a database of asset details such as location, description, purchase date, vendor, serial number, date installed, cost, contracts etc.

• Automating work management such as work requests, work orders and hotel asset inspections. This also sharply reduces paper flow lowering costs and increasing labor efficiency.

• Collecting the work history of each asset in order to provide customized reports on trends to make repair, replace or refurbish decisions.

• Integrates handheld devices to expedite and enable

mobile maintenance work such as hotel work requests, work orders, inspection checklist and preventive maintenance.

It is important to realize that a CMMS system is just a tool. Using it properly requires a good maintenance plan, adequate training and management skill to integrate the CMMS into everyday work management.

Of course, a CMMS is not just for the holiday season at hotels. It is an effective year-round tool that can save hotels substantial operating dollars through better energy efficiency, fewer major repairs and lower labor expenses.

If you own or operate a hotel and don’t have a CMMS for this holiday season, be sure to include a CMMS in your budget for the new year so that you may see expense reductions soon.

If you had to make a list of the top ten hotel maintenance tasks that should be done above all others, what you list? Would your list be proactive as in preventive maintenance, reactive as handling the day’s fires, or simply whatever comes to mind? Before deciding, take a look at how the 80/20 rule for maintenance may change your mind.

  The 80/20 Rule for Hotel Maintenance

The 80/20 rule for maintenance should be considered a target for a well run Hotel. It means that 80 percent of your maintenance activities should be proactive in nature and only 20 percent should be doing unplanned maintenance items. Why is this general rule of thumb important? Unplanned maintenance is usually more expensive than planned work orders as it normally involves more expensive repairs of assets and additional labor expenses.For example, if no one regularly inspects the HVAC units for debris or corrosion using a CMMS then there is a good chance that the HVAC units will not last as long and stop working at the least desirable time. Major repair or replacement costs of an HVAC unit will crush profitability.


  The 80/20 Rule for Hotel Management

The 80/20 rule has another meaning. It means that 80 percent of your work will be on 20% of your assets or 80% of your costs come from 20% of hotel assets. For example, 80% of carpet wear occurs in only 20% of the carpet surface. Why – because this is where the traffic is. The point is focus your efforts on where you will get 80% of your results.