5 Tools for Increasing Productivity in Hotel Management

What’s common between hotel management and the stock market? You’re continually investing in new stocks (strategies and technologies for hotel management) to get long-term dividends. The hospitality industry’s return on investment is directly proportional to the hotel’s productivity.

Across different sectors, companies globally lose $7 trillion in productivity.

With so much on the table, overlooking your hotel’s productivity is no longer an option.

But what is productivity in hotel management?

Productivity is about reducing the cost of work done. Though it’s desirable, once your processes are defined, it becomes an uphill battle to understand what’s working and not.

According to the Bureau of Labor, in the second quarter of 2016, labor cost rose by 2.6%, which is likely to climb up in the coming years. With labor cost being a significant expense and hotel staff being an integral part of the hospitality sector, it makes sense to invest in different ways to increase productivity.

That’s where tools and technologies come in handy.

Apart from enhancing employee productivity, these tools increase operational productivity, necessary for running a profitable business.

We’ve listed five tools to ensure every dollar you invest in your hotel turns out profitable.

Global distribution system (GDS)

Did you hear someone say that GDS is in its sunset years?

If so, they’re probably novice in hotel management.

For a layman, a GDS system is an online store where inventory (namely: hotel room and prices) are displayed electronically. The technology is a middleman between travel agents and the hotel’s central reservation system. It empowers agents to access hotel inventories and sell the right room for the right price to their customers.

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Before the GDS, hotels had to follow rigorous hotel marketing to be seen by travel agents. A GDS system places the hotel’s rate, information, and availability at locations where it’s easy to find. Apart from maximizing direct bookings, it helps in hotel marketing by attracting corporate and business travelers.

GDS is a search-based system and gives the ability to update information in real-time. As price changes, you can alter price points and make special offers – thereby ensuring productivity in running a hotel.

Using such a system, a chain hotel gets the same visibility as that of an independent hotel. It democratized hotel booking and brought simplicity to an otherwise overly-complicated business environment.

Additional tip: Technology like GDS ensures operational efficiency and helps in running a successful hospitality business.

Floor plan creator

Your hotel is where guests create a narrative of their story, which shapes their experience during the stay. With interior designing being a central aspect for creating a memorable story, you mustn’t overlook functionality. Though smart, creative, and innovative interior designing creates a positive first impression, a floor plan lets you design the hotel and allows website visitors to see the internal layout, including object placing furniture. These are photo-realistic, and you save time as you don’t have to explain every minute detail of the room or hotel.

It not only helps in hotel management but also displays spaces and dimensions. A 3D plan created by a free floor plan creator brings more bookings as prospective customers see the rooms from various angles. It gives customers a view of their future-holiday place.

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Furthermore, you can edit a 3D design to fit a particular marketing platform as marketing strategies are specific to every platform. This helps in optimizing results while you get more bookings.

Using a floor plan, you can display meeting and event spaces along with dimensions. It helps in booking the space without coaxing guests to visit it physically.

Additional tip: Prefer 3D floor plans over 2D as it allows walkthroughs and 360-degree views.

Property management system (PMS)

A seamless guest experience at a hotel starts at the front desk. When you offer anywhere check-in/check-out capabilities, it allows the front-office to focus on guest experience rather than wasting time on the check-in/check-out process. Apart from automating the check-in process, a PMS increases the productivity of every staff.

But, what is a PMS

A PMS is a centralized system that organizes, schedules, and performs all day-to-day activities and transactions in the hotel business. It removes paper and spreadsheet heavy processes, a trademark for hotels for many decades.

  • Integrates hotel back office system, ensuring correct guest folios resulting in faster and accurate billing.
  • Helps manage customer data
  • Improves housing keeping productivity as they receive messages the minute a customer check-out, thereby freeing up room for cleaning.
  • Facilitates communication between different departments, which increases the efficiency of the staff. 

It automates many day-to-day tasks such as booking, event planning, food & beverage pricing, inventory management, etc. It’s your one-stop destination for effectively improving productivity while running a hotel.

PMS is a user-friendly interface, which facilitates staff training and reduces the probability of errors. Instead of performing routine administrative tasks, staff can add value and improve the guest experience.

Additional tip: Automation of daily operations not only enhances productivity but also ensures consistent quality services. While investment in PMS may sound overwhelming, results outsmart the investment.

Team Communication and Collaboration Tool

86% of employees globally cite ineffective communication and team collaboration as the two biggest reasons for low productivity and workforce failure. 

Your hotel is no different!

Providing unparalleled and extraordinary services boils down to one thing – excellent internal communication. Lack of it jeopardizes the staff’s morale and makes customers sprint out of the hotel as fast as their legs can take them– resulting in a total mess.

That’s where you need a team communication and collaboration tool.


These tools improve communication, foster a collaborative workplace, and enhance productivity. Apart from ensuring all departments work in sync, it ensures staff engagement and facilitates staff to focus on essential things. Through the communication tool, ensure knowledge sharing among staff members. According to research, staff members spend 1.8 hours a day or 9.3 hours per week on average –searching and gathering information. These hours are lost productive hours, which ultimately pinches your hotel’s revenue.

Furthermore, a communication tool:

  • Allows instant messaging
  • Provides discussion boards
  • Provides private messaging and video call options
  • Offers integrated file sharing
  • Organize conversations
  • Helps collaborate with team members

Additional tip: A digitally connected hotel is the need of the hour as it fosters long-term customer and staff relationships.

Hotel specific industry publication

Hotel management tools are not limited to just mobile apps or software. Anything and everything that helps improve productivity and ensures smooth running can be a tool. This is why industry-specific publications, magazines, blogs are considered critical hotel management tools.

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Keeping abreast of the latest tools, technology, and trends is paramount for improving a hotel’s productivity. Through these publications, you get plenty of cutting-edge research reports, news on the latest software for hotels, and software reviews necessary for profitably running a hotel business. You will also get to read industry news along with software, hardware, survey, and data usage tips. These publications help you learn from the mistakes of other hotels. 

Many of the online publications give you useful insights into different ways of improving productivity across your hotel. The tips and tricks come in handy when you’re leaving no stone unturned for improving the overall hotel’s productivity.

Interestingly, many of these magazines give away online best hotel awards, which could be a morale booster for staff members and an attraction signboard for guests.

Additional tip: While there are many hotel specific publications, some are specific to boutique hotels while others are specific to a small hotel. Therefore, choose a publication that helps you grow.


Improving productivity in hotel management is one task you’re likely to find on every hotelier’s to-do-list.


It’s an issue that has been around for many years without a proper solution. But not anymore!

Technology’s evolution enables hoteliers to fulfill their deepest darkest dream of getting the most from every employee hour.

In the hospitality sector, striking a balance between customers’ requirements and your expenses increases the overall hotel’s productivity, including labor and operations. Productivity is not only about automating processes using technologies. It’s much more than that. When your employees waste less time on unproductive tasks and focus more on improving customer experience – you create a highly productive working environment.

Being productive or making a business process productive isn’t rocket science, but it does require your staff to work smarter, not harder.

Use these five tools to prevent your staff’s workday from spiraling out of control. These tools will help you regain control over your time, resulting in a successful hotel.

Remember everyone has the same 24 hours in a day, so make the most of your staff’s time by investing in the right tools.

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