A Simple Solution for

IMPROVING
HOTEL
OPERATIONS
How to use a Cloud PMS and get the results you really want

A PUBLICATION FOR SMALL & MID-SIZED HOTELIERS

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 Table of Contents
Introduction

Key Challenges of Managing a Hotel

Property Management System

What is a Cloud PMS?

Streamlining Operations

Benefits of Cloud PMS for SMEs

Conclusion

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 INTRODUCTION

What is a normal busy day like in your independent hotel, in the

absence of an efficient property management system? Do you
often face situations like these:

You receive a call from a prospective guest wanting to book a

room in your property, but you have to turn down the request as
the room in question has already been booked by someone else.
However, you find out later that the expected guest is a no show,
without any guarantee! Does this happen often in your
establishment – at least a few times per month?

Have you ever noticed chaos at your property’s front desk? It

could be that the front desk executive had to go out urgently for
inspection of a certain room and couldn’t attend to customer calls
during that time.

This is simply loss of potential business and unprofessional service

from the perspective of guests. Small and mid-sized hotels need
something that can help them overcome the major challenges of
day-to-day operations.

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 Key Challenges
of Managing a Hotel
How are various operations managed in your hotel? Are they still being
handled in the old pen and paper way? Or if you have an outdated
management system, is it working well for your hotel, without any
issues?

There are multiple challenges that hotels face while managing a hotel
without using a modern property management system:

• Staff is unavailable for guests: Without a simple property

management system to take care of operations, the staff spends more
time on unnecessary work like manually feeding in data for
reservations and coordinating with housekeeping, which leaves less
time to attend to guests.

• There are manual errors and double bookings: With dependence on

manual methods of keying in information and reliance on emails, there
are high chances of errors that can prove costly, like double bookings.

• There are few guests: With the advent of online bookings taking over
traditional methods, if your hotel is not available where your customers
are, there are high chances of losing on potential guests. By using
traditional methods of managing your property, it is not possible to
reach the customers online.

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 Property
Management System
A profitable hospitality business not only needs an efficient team of
seasoned hotel management professionals, but excellent
administration tools as well. An effective property management system
can go a long way in ensuring efficient management of the complete
hotel’s business.

Apart from taking care of the administration aspect of the hotel, a hotel
or property management system can assist you in management of
inventory, reservation, sales and several other functional aspects of a
hotel.

Having a software custom-made for your independent hotel’s

requirements can be a very costly affair; the better option is to buy a
good, off-the-shelf application which can be operated from multiple
locations.

Read: Hotel Management Software – Why Your Hotel Needs it?

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 What is a
Cloud PMS?
When looking for a way to manage your small and medium enterprise
(SME), you should look for the simplest, most advanced option on the
market. You can run your property more efficiently and get ahead of
the curve with a cloud-based PMS.

• A cloud system does not rely on hardware that can crash

• Uses basic internet for connection
• There is no need for experienced technicians for maintenance and set
up
• Easy to learn and very user friendly
• Quick upgrades

Read: Why to Choose Cloud Based PMS Over Legacy Systems?

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 Streamlining
Operations
A Cloud PMS is all inclusive in nature and facilitates efficient
administration of the property:
• Integrates Operations: Front Desk, Housekeeping, Point of Sale &
Accounting -
 A comprehensive front desk interface simplifies reservations.
 Allows efficient assigning, reporting and management of housekeeping
operations.
 Lets you set up unlimited POS (point of sale) terminals which can be
utilized at Travel Desk, Restaurants, Spas etc.
 Syncs all operations to centralized accounting.

• Frees up Staff Time - With the Cloud PMS automating multiple operations,
your staff gets more free time to attend to guests’ needs.

• Generates Multiple Reports for Analysis - Cloud PMSs generate automatic

reports for reservations, revenue, price analysis, POS, occupancy,
rate/packages, tax and more, which helps you make important business
decisions.

• Eliminates Errors in Bookings - With no manual inputting, there is no

chance of error. Cloud PMS features like the night audit identify any
potential errors, alerting you in advance.

• Integrated Distribution Helps Increase Guests - Cloud PMS providers offer

integrated distribution, helping you sell your hotel rooms online via
channel managers, web booking engine, GDS and social media engine.

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 Benefits of
Cloud PMS for Independent Hotels
It’s easy on the budget: As your small-to-medium hotel is growing, you need to be
careful with its funds. There are many costs to concern yourself with. With Cloud PMS,
you can save on tech costs, maintenance fees and any additional software that is
required with each update. Read: Save Time & Money with Cloud-based PMS

It’s easy to use: Your whole staff will be able to quickly learn the PMS without any
drawn-out training programs. You can even access your data when you are away from
the property, so no problem goes unfixed.

It’s accessible anywhere: Because the cloud PMS uses the Internet to store information
and data, you and your employees can access the information from any computer,
tablet or smartphone.

It stays up to date: The system updates automatically so you don’t have to set aside
time to purchase new software, call a technician and wait while the system reinstalls.
Updates are run through the Internet so if you experience any problems, you can easily
troubleshoot them.

It puts you ahead: With a more streamlined management process, you will have an
advantage over your competitors.

It’s a safe investment: Cloud systems are used by many large businesses and financial
institutions. The system is secure and is constantly backed up to save your valuable
information more efficiently than an onsite server could.

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 CONCLUSION

Better control over business, expanded market reach, improved

guest experience, simpler cost controls, and anywhere/anytime
access are topping the list of reasons why hoteliers are moving their
PMS to the cloud.

The dramatic shift to online bookings in recent times has changed

the dynamics of the hotel industry, and it is giving small and mid-
sized hotels the power to compete for bookings with the big brands
(which they were unable to do previously).

With these changes, hoteliers are beginning to expect more from

their property management system than just reservations and
billing. The role of PMS is changing from an operations tool to a
strategy tool.

Migrating a hotel’s PMS to the cloud can play a crucial role in a small
independent hotelier’s success, and it is proving to be a wise
investment for hoteliers wishing to cater to demanding guests.

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 ABOUT HOTELOGIX

Founded in 2008, Hotelogix is a unique, cloud-based, end-to-end,

hospitality technology solution, built to seamlessly manage hotels,
resorts, serviced apartments or multi-location hotel chains, by providing a
single window to manage all hotel operations and bookings (online and
offline).

Hotelogix also integrates with travel agent networks and external booking
sites, providing a wider inventory distribution, along with real-time
integration with partner sites, group booking websites, and other central
reservation systems.

Hotelogix is used in over 75 countries including the USA, UK, Mexico,

Spain, Australia, Thailand, Indonesia, Malaysia, Philippines, Singapore and
is backed by Accel Partners.

To understand how Hotelogix Cloud PMS works, you can take a 15-day
free trial.

E-book created by:

Riddhi Maniar

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