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All rights Reserved by IIMAT
CHAPTER 4
PLANNING
AND ORGANIZING
ACCOMMODATION SERVICE
All rights Reserved by IIMAT
OBJECTIVE
• Identify typical cleaning responsibilities of the
housekeeping department.
• Describe the tools of housekeeping department
uses to plain it’s work.
• Explain the executive housekeeper’s role in
organizing the housekeeping department.
• Identify basic management function of the
executive housekeeper.
All rights Reserved by IIMAT
INTRODUCTION
• Like all other managers in a hotel, the executive
housekeeper uses available resources to attain
objectives set by top management executives.
Resources include people, money, time, work
methods, materials, energy, and equipment.
• These resources are usually limited in supply and
thus the most important part of the executive
housekeeper’s job is planning how to use the
limited resources available to attain the hotel’s
objectives.
All rights Reserved by IIMAT
Typical Cleaning Responsibilities of the Housekeeping
Department
Basic responsibilities
1. Guestrooms
2. Corridors
3. Public areas (e.g. Lobby)
4. Pools and patio areas
5. Management offices
6. Storage areas
7. Linen and sewing rooms
8. Laundry room
9. Back-of-the-house areas
All rights Reserved by IIMAT







Meeting rooms
Dining rooms Banquet
rooms Convention
exhibit halls
Hotel-operated shops
Game rooms
Exercise rooms
It is important to note that Housekeeping’s responsibilities
with regards to the Food and Beverage Department may
vary from property to property, as the outlets are usually
responsible for their own areas.
© 2008, Educational Institute
ADDITIONAL AREAS OF RESPONSIBILITY
All rights Reserved by IIMAT
Two of the most common documents which are absolutely
vital in the housekeeping planning process are:
 Area Inventory Lists: a list of all items within each area
that will need housekeeping’s attention. It is regarded as
the first step of the planning process, because it ensures
that all cleaning activities are addressed.
Frequency Schedule: indicate how often items on area

inventory lists are to be cleaned or maintained. These
schedules often run on a daily, weekly, biweekly, monthly
or bimonthly schedule – depending on the activity.
THE PLANNING PROCESS
All rights Reserved by IIMAT
 These two sets of standards are commonplace in any
the
hospitality environment, but are once again vital to
planning processes of the Housekeeping Department.
 Performance Standard: is a required level of performance
that establishes the quality of work that must be done.
 Productivity Standard: is an acceptable amount of work
that must be done within a specific time frame according to
an established performance standard.
PERFORMANCE AND PRODUCTIVITY STANDARDS
All rights Reserved by IIMAT
Inventory levels for the Housekeeping Department focus on
two
two
specific areas: Equipment and Supplies. Of
are
these
two
types of resources available, there
categories:
Recycled Inventories: stock items that have a
 relatively
limited useful life, but are used over and over in
operations. E.g. Linens, equipment items, guest loan
items and uniforms.
Non-recycled inventories: those items in stock that are

consumed or used up during the course of routine
housekeeping operations. E.g. Cleaning supplies,
guestroom supplies, guest amenities.
© 2008, Educational Institute
TYPES OF INVENTORY ITEMS
All rights Reserved by IIMAT
Instandard housekeeping operations, an executive
housekeeper will often refer to pars and par numbers –
which are another vital part to the planning processes.
Par Number: refers to the number of items that must be

on hand to support daily, routine housekeeping
operations.
Minimum Quantity:
 refers to the fewest number of
purchase units that should be in stock at any given time.
 Maximum Quantity: refers to the greatest number of
purchase units that should be in stock at any given time.
INVENTORY PAR LEVELS
All rights Reserved by IIMAT
ORGANIZING THE HOUSEKEEPING DEPARTMENT
 Organizing refers to the executive housekeeper’s responsibility to
structure the department’s staff and to divide the work so that everyone
gets a fair assignment and all the work can be finished on time.
 Structuring the department’s staff means establishing the lines of
authority and the flow of communication within the department. The two
principles that should guide the organization of the department are:
 Each employee should have only one supervisor
 Supervisors should have the authority and information necessary
to guide the efforts of employees under their direction.
All rights Reserved by IIMAT
 These relatively simple charts provide a clear picture of
the lines of authority and the channels of communication
within the department. These charts, depending on the
size of the hotel, can either be very simple or quite
complex in nature.
 The organization chart of the department not only
provides for a systematic direction of orders, but also
protects employees from being over-directed.
A copy of the chart should be placed in an area that is
well accessed by the housekeeping staff.

ORGANIZATIONAL CHARTS
All rights Reserved by IIMAT
 A Task List identifies the tasks that must be performed by
an individual occupying a specific position within the
department. The tasks on the list should reflect the total
job responsibilities of the employee.
 A Job Description is a detailed list identifying all the key
duties of a job as well as reporting relationships,
additional responsibilities, working conditions and any
necessary equipment and materials.
TASK LISTS AND JOB DESCRIPTIONS
All rights Reserved by IIMAT
Basic Function
Performs routine duties in the cleaning and servicing of
guestrooms
inspector.
and baths under supervision of an
Duties
1.
2.
3.
and Responsibilities
Enters and prepares
Makes the bed.
the room for cleaning.
Dusts the room and furniture.
(continued)
© 2008, Educational Institute
SAMPLE JOB DESCRIPTION FOR ROOM ATTENDANT
All rights Reserved by IIMAT
Replenishes guestroom
Cleans the bathroom.
Cleans the closet.
Vacuums and rakes the
and bath supplies.
4.
5.
6.
7.
8.
carpet.
Checks and secures the room.
Relationships
Reports directly to the inspector.
SAMPLE JOB DESCRIPTION FOR ROOM ATTENDANT
All rights Reserved by IIMAT
MANAGEMENT PROCESS
1. Planning: Using the limited resources available to attain the
hotel’s objectives.
2. Organizing: structuring staff and dividing the work for fair
assignment and timeous completion.
3. Coordinating: implementing the results of the planning and
organizing stages.
4. Staffing: the recruitment of applicants, selecting the best
qualified and scheduling thereof.
5. Directing: focusing employee activity on the goals
established, using strategies and motivation.
6. Controlling: devising and implementing procedures that
protect the hotel’s assets.
7. Evaluating: assessing the extent to which goals have been
attained.
All rights Reserved by IIMAT
CASE STUDY
• Mr Rafie is a staff of Housekeeping, his Manager
ask him to prepare all of the inventory to clean
the GUEST ROOM. Can you identify what are the
inventory list need to be prepare? (15 Marks)
• After prepare all of the item or inventory,
Manager of housekeeping ask Rafie to clean the
OCCUPIED guest room or DND room. What are
the step or SOP (Standard Operation Procedure)
Rafie need to follow? Explain. (15 Marks)

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Model Attribute Check Company Auto Property
 

Planning and Organizing the Housekeeping

  • 1. All rights Reserved by IIMAT CHAPTER 4 PLANNING AND ORGANIZING ACCOMMODATION SERVICE
  • 2. All rights Reserved by IIMAT OBJECTIVE • Identify typical cleaning responsibilities of the housekeeping department. • Describe the tools of housekeeping department uses to plain it’s work. • Explain the executive housekeeper’s role in organizing the housekeeping department. • Identify basic management function of the executive housekeeper.
  • 3. All rights Reserved by IIMAT INTRODUCTION • Like all other managers in a hotel, the executive housekeeper uses available resources to attain objectives set by top management executives. Resources include people, money, time, work methods, materials, energy, and equipment. • These resources are usually limited in supply and thus the most important part of the executive housekeeper’s job is planning how to use the limited resources available to attain the hotel’s objectives.
  • 4. All rights Reserved by IIMAT Typical Cleaning Responsibilities of the Housekeeping Department Basic responsibilities 1. Guestrooms 2. Corridors 3. Public areas (e.g. Lobby) 4. Pools and patio areas 5. Management offices 6. Storage areas 7. Linen and sewing rooms 8. Laundry room 9. Back-of-the-house areas
  • 5. All rights Reserved by IIMAT        Meeting rooms Dining rooms Banquet rooms Convention exhibit halls Hotel-operated shops Game rooms Exercise rooms It is important to note that Housekeeping’s responsibilities with regards to the Food and Beverage Department may vary from property to property, as the outlets are usually responsible for their own areas. © 2008, Educational Institute ADDITIONAL AREAS OF RESPONSIBILITY
  • 6. All rights Reserved by IIMAT Two of the most common documents which are absolutely vital in the housekeeping planning process are:  Area Inventory Lists: a list of all items within each area that will need housekeeping’s attention. It is regarded as the first step of the planning process, because it ensures that all cleaning activities are addressed. Frequency Schedule: indicate how often items on area  inventory lists are to be cleaned or maintained. These schedules often run on a daily, weekly, biweekly, monthly or bimonthly schedule – depending on the activity. THE PLANNING PROCESS
  • 7. All rights Reserved by IIMAT  These two sets of standards are commonplace in any the hospitality environment, but are once again vital to planning processes of the Housekeeping Department.  Performance Standard: is a required level of performance that establishes the quality of work that must be done.  Productivity Standard: is an acceptable amount of work that must be done within a specific time frame according to an established performance standard. PERFORMANCE AND PRODUCTIVITY STANDARDS
  • 8. All rights Reserved by IIMAT Inventory levels for the Housekeeping Department focus on two two specific areas: Equipment and Supplies. Of are these two types of resources available, there categories: Recycled Inventories: stock items that have a  relatively limited useful life, but are used over and over in operations. E.g. Linens, equipment items, guest loan items and uniforms. Non-recycled inventories: those items in stock that are  consumed or used up during the course of routine housekeeping operations. E.g. Cleaning supplies, guestroom supplies, guest amenities. © 2008, Educational Institute TYPES OF INVENTORY ITEMS
  • 9. All rights Reserved by IIMAT Instandard housekeeping operations, an executive housekeeper will often refer to pars and par numbers – which are another vital part to the planning processes. Par Number: refers to the number of items that must be  on hand to support daily, routine housekeeping operations. Minimum Quantity:  refers to the fewest number of purchase units that should be in stock at any given time.  Maximum Quantity: refers to the greatest number of purchase units that should be in stock at any given time. INVENTORY PAR LEVELS
  • 10. All rights Reserved by IIMAT ORGANIZING THE HOUSEKEEPING DEPARTMENT  Organizing refers to the executive housekeeper’s responsibility to structure the department’s staff and to divide the work so that everyone gets a fair assignment and all the work can be finished on time.  Structuring the department’s staff means establishing the lines of authority and the flow of communication within the department. The two principles that should guide the organization of the department are:  Each employee should have only one supervisor  Supervisors should have the authority and information necessary to guide the efforts of employees under their direction.
  • 11. All rights Reserved by IIMAT  These relatively simple charts provide a clear picture of the lines of authority and the channels of communication within the department. These charts, depending on the size of the hotel, can either be very simple or quite complex in nature.  The organization chart of the department not only provides for a systematic direction of orders, but also protects employees from being over-directed. A copy of the chart should be placed in an area that is well accessed by the housekeeping staff.  ORGANIZATIONAL CHARTS
  • 12. All rights Reserved by IIMAT  A Task List identifies the tasks that must be performed by an individual occupying a specific position within the department. The tasks on the list should reflect the total job responsibilities of the employee.  A Job Description is a detailed list identifying all the key duties of a job as well as reporting relationships, additional responsibilities, working conditions and any necessary equipment and materials. TASK LISTS AND JOB DESCRIPTIONS
  • 13. All rights Reserved by IIMAT Basic Function Performs routine duties in the cleaning and servicing of guestrooms inspector. and baths under supervision of an Duties 1. 2. 3. and Responsibilities Enters and prepares Makes the bed. the room for cleaning. Dusts the room and furniture. (continued) © 2008, Educational Institute SAMPLE JOB DESCRIPTION FOR ROOM ATTENDANT
  • 14. All rights Reserved by IIMAT Replenishes guestroom Cleans the bathroom. Cleans the closet. Vacuums and rakes the and bath supplies. 4. 5. 6. 7. 8. carpet. Checks and secures the room. Relationships Reports directly to the inspector. SAMPLE JOB DESCRIPTION FOR ROOM ATTENDANT
  • 15. All rights Reserved by IIMAT MANAGEMENT PROCESS 1. Planning: Using the limited resources available to attain the hotel’s objectives. 2. Organizing: structuring staff and dividing the work for fair assignment and timeous completion. 3. Coordinating: implementing the results of the planning and organizing stages. 4. Staffing: the recruitment of applicants, selecting the best qualified and scheduling thereof. 5. Directing: focusing employee activity on the goals established, using strategies and motivation. 6. Controlling: devising and implementing procedures that protect the hotel’s assets. 7. Evaluating: assessing the extent to which goals have been attained.
  • 16. All rights Reserved by IIMAT CASE STUDY • Mr Rafie is a staff of Housekeeping, his Manager ask him to prepare all of the inventory to clean the GUEST ROOM. Can you identify what are the inventory list need to be prepare? (15 Marks) • After prepare all of the item or inventory, Manager of housekeeping ask Rafie to clean the OCCUPIED guest room or DND room. What are the step or SOP (Standard Operation Procedure) Rafie need to follow? Explain. (15 Marks)