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4 Things the IT Team of Every Multi Property Group Should
Consider
From computer spreadsheets to
cloud, technology has transformed
the functioning of the hotel industry,
and multi-property hotel chains are
no exceptions.
Although hotel chains are currently
split between using legacy and cloud
based property management systems, what remains constant is that the key to
efficient functioning of the system lies with the IT department. Since this
department plays a paramount role in information management and day-to-
day operations, there are 4 major aspects that IT managers of multi property
groups should consider when handling a property management system:
1. Security of Information:
Security of the Guest: A guest’s most critical piece of information that can be
at risk would be the details of the credit card as it is used for every transaction
during the stay – for room booking, at the restaurant, while availing spa
services and more. Information theft can occur from internal sources, like the
employees as well as external sources, which could be computer hacks and
malicious software. It is the onus of the IT team to ensure that the guest’s
valuable information stays encrypted and protected. A lot, including the hotel’s
reputation, is at stake if the guest’s information is not safeguarded. The system
should also be capable of retrieving important data in case of data loss during
unforeseen circumstances.
Security of the Hotel: The IT team is also responsible for handling the
company’s sensitive information like the financials, rate packages and more,
which is also prone to internal and external security threat.

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It becomes important for the IT team to create a hard-to-crack, secure
environment and have privacy measures in check.
2. Cost Effectiveness: It is imperative for the multi property group’s IT
manager to review the cost competency of the system from time to time and
explore measures that could reduce costs while increasing efficiencies for the
hotel chains. Some areas of review could be:
- Are time and money required for maintenance of hardware and upgrading of
the software?
- Are there costs involved in integrating with third party systems like travel
agents, corporates and more?
- Would there be additional manpower costs in training newcomers to handle
the system?
If the answers to these queries are not simple, it is time to relook at the
existing property management system.
3. Integration & Scalability: For multi property groups, the IT dynamics are
different as it involves scaling up to a business that is growing quickly, with
new services being added to different properties constantly. The property
management system needs to be capable of integrating disparate systems –
from adding a payment gateway, supporting a travel desk to configuring the
system to incorporate a spa service. The system should be flexible to scale up
to new business demands, without adding to the costs or too many
configuration changes. The role of the IT team lies in simplifying the system to
make transitions and inclusions as smoothly as possible.
4. Ease of Accessibility: It is the age of mobility and it is not just travelers who
are connected to the internet via their smartphone or tablet; it is also the hotel
owners and managers, especially multi property group management team who
frequently travel from one property to another. In such a scenario, the
property management system should be able to provide accessibility to all
sections of the property management system which includes important
reports, rate packages among others, from any location instead of relying on

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email or calls. It is important that your property management system is easy to
access on the move and provides automated reports for quick analysis.
It becomes pertinent for the decision makers in the IT team to consider these
aspects to help the hotel’s management make a clear decision. IT teams are
increasingly warming up to the concept of cloud based property management
systems as it is playing an important role in simplifying operations and
reducing costs in the hotel industry. 2013 saw some of the biggest names in
the hospitality sector make a switch to cloud based hotel management
systems as they come with an inherent advantage over proprietary systems, to
provide simple solutions and increase efficiencies.
To read more information rich articles related to the hospitality industry,
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