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MATERIAL
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Sector : TOURISM
ICCI QA SYSTEM
ICCI QA SYSTEM
Remember to:
You need to complete this module before you can perform the module
on Operating a Computerized Reservation System.
LIST OF COMPETENCIES
No. Unit of Competency Module Title Code
Providing cashiering
7 Provide cashiering services TRS5123110
services
ICCI QA SYSTEM
MODULE DESCRIPTOR:
This module covers the knowledge, skills and attitudes in receiving and
processing reservations. It details the requirements for receiving
reservation request, recording details of reservation, updating reservations
and advising others on reservation details.
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Introduction
This unit of competency deals with the skills, knowledge and attitude
required to receive and process reservations for a tourism or hospitality
product or service offered for sale through agents or direct to the consumer.
Learning Outcomes:
ASSESSMENT CRITERIA
1. Determined the availability of the reservation and advised the customer
accordingly.
9. Prepared documents and other materials and issued the same to the
customer in accordance with the requirements of the specific
reservation.
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CONTENTS:
Overview on Reservation
Product Information and Features
Determining Occupancy & Availability
ASSESSMENT CRITERIA:
ASSESSMENT METHODS:
Written Test
Oral Questioning/Interview
Demonstration/Role Play
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Read Information Sheet 1.1-1: This Learning Outcome deals with the
Introduction to Reservations development of the Institutional
Competency Evaluation Tool which
trainers use in evaluating their trainees
Answer Self-check 1.1-1 after finishing a competency of the
qualification.
Read Information Sheet 1.1-2:
Product Information and
Features Go through the learning activities outlined
for you on the left column to gain the
necessary information or knowledge
Answer Self-check 1.1-2 before doing the tasks to practice on
performing the requirements of the
evaluation tool.
Read Information Sheet 1.1-3:
Determining Occupancy &
Availability The output of this LO is a complete
Institutional Competency Evaluation
Package for one Competency of Front
Answer Self-check 1.1-3 Office Services NC II. Your output shall
serve as one of your portfolio for your
Institutional Competency Evaluation for
Receiving and Processing Reservations.
Perform Task Sheet 1.1-3 on
How to Use the Reservation
Form Feel free to show your outputs to your
trainer as you accomplish them for
guidance and evaluation.
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Learning Objectives:
A COMPUTERIZED SYSTEM
Provides up to date "real time" information on availability at the push of a
button. When a reservation is recorded the availability is automatically
altered.
Displays a reservation screen to input customer information and requests.
A computer system may have a
"history" of any guest who has used
the establishment previously. It can
store information such as preferred
room type, record of request, date of
last stay, even the amount spent
previously.
The computer system can match up
the customer request with what is
available at the most effective price.
Computer systems can store all the information needed about the products
and facilities.
Payment is automatically recorded. Printouts provide confirmations and
details to the customers and report information to management.
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Advantages: Advantages:
Cost of system is cheaper More accurate and reliable
information
Works in smaller
establishments Ability to store guest history data
Complies with risk management Less staff required
should you experience a power Greater reporting ability
or equipment failure.
Controls costs
Requires staff to have a detailed
knowledge of the product they Limited staff training
are selling Dont have to manually check and
recheck information.
Disadvantage: Disadvantage:
More staff are required 2 Difficulty finding a computer
system that suits the
Less accurate in larger
establishments needs
establishments
3 Cost of equipment cost of
Need to manually check
upgrading, support cost and
accuracy of information
hardware
Low in security
4 Needs uninterrupted power supply
Takes more time to get things
5 Need to keep up with advances in
done
technology
Difficult to amend and retrieve
6 Certain materials used in
information
buildings could affect the
Takes longer to communicate computers efficiency.
with other departments.
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SOURCES OF RESERVATIONS
A source is classified as any individual or body that actually pays a hotel for
its services. A reservation agent has a large market from which she/he
receives reservations. The principal sources of reservations are:
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One-time registration
This may be an option in some hotels where the guests can bring either
their passport or identity card in and have it scanned into the venue system.
This means all their personal data/details will be immediately stored in
system.
The next time guests decide to check-in; the employees (receptionists) can
refer to their system easily for their required personal information.
It is convenient and saves time.
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VIP PROCEDURE
While the list fairly represents all those whom the hotel industry considers
as VIPs, each property will have those private lists that classify VIPs. The
private lists are based on a visitors importance to the hotel, in terms of
business given to the hotel, the potential business they promise or their
publicity vale to the property. Irrespective, hotels may adopt the following
VIP procedure:
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TYPES OF RESERVATIONS
Reservations may be broadly classified into three broad categories:
(1) Confirmed Reservations
(2) Non-confirmed Reservations
(3) Group Reservations
NON-CONFIRMED RESERVATIONS
Non-Confirmed Reservations are for those guests who have not secured
there room booking in writing or by other instruments mentioned above.
Such guest have to wait for the check-out time of 12 noon to a secure room.
Even then the first priority with check-ins is given to those guests with
confirm reservations. A no-show would be the first opportunity for the guest
to secure a room around the cancellation hour of 4p.m.
GROUP RESERVATIONS
A group is a body of 15 persons or
more. Because it involves volume
business hotels offer special discounts.
The discount is given to the tour
operator who puts together a total
travel package including hotel
accommodation, meals, surface
transportation, airline ticket and
sightseeing tour etc. The package
achieves its saleability by the discount
given by the individuals providers of
the package. The amount if discount
given is based on the frequency of group business given by the tour
operator.
In addition to the group rate, there are benefits for the group leader who is
representative of the tour operator.
Groups of 15-30 pax will earn their tour leader one complimentary
room.
Groups of 31-45 pax will earn their tour leader two complimentary
room
Groups of 45 pax will earn complimentary rooms as per the discretion
of the management.
Group reservations and correspondence assume great importance and must
be dealt with quickly and accurately because of the following reasons:
1. Agreeing on a rate- The agent knows the muscles he has booking rooms
in volume and wishes to extracts as much discount as possible. The
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3. The reservation agent is also concerned with being able to provide the
room mix requested by the agent. It may even require cancelling
confirmed bookings to FITs and seek their displeasure.
5. The credibility of the tour operator and travel agent especially when they
come from overseasit is not always easy to get business from
established agents who squeeze the property for room rates because of
their reputation. Newcomers may be more flexible in room rates but do
not have established credibility. Adequate precautions have to be taken
to protect the hotel from errant agents.
6. As the day comes closer for the groups arrival, guest come with changes
in their room status and preferences and rooms have to be juggled
around to accommodate in such changes. Such preferences include:
Request to be on the same floor on which their friends have got
rooms.
Request for adjoining rooms especially for elderly people who come
with a medical escort
Needs for special medical assistancethe house doctor should fulfill
normal requests but the challenge comes when there are
complications in medical treatment.
Handicapped facilities including wheelchairs, ramps, specially fitted
bathrooms, reachable door locks, etc.
Facilities for infants and children including baby-sitting services,
crche, cribs and play grounds
Non-smoking rooms
Orthopedic mattresses
Noiseless rooms (esp. for airline crews on odd shifts.
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2.) In telephone reservation, the FO clerk should still smile though not
seen by the caller.
3.) VIPs are given the privilege of not going through the usual check-in
process because of security reasons as well as for their convenience.
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1.) false
2.) true
3.) true
4.) false
5.) false
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Learning Objectives:
A hotel serves as a home away from home for most of its customers, and
thus it is important that every hotel provides a comfortable, relaxing and
safe environment for its guests. Nearly all hotels provide the basic amenities
necessary for a comfortable overnight stay, but it is the additional amenities
that some hotels offer that can really make a trip memorable.
Standard amenities to look for in every hotel room include a freshly made
clean bed that is double size or larger, a private bathroom with shower and
tub and fresh towels, a television, an in-room telephone, an alarm clock, a
closet to hang clothes, an iron and a hair dryer.
Additional in-room amenities that will make your stay more comfortable
include a sitting area with a couch and coffee table, a writing desk with
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There are also many general hotel amenities that will make your stay more
enjoyable, and they include access to a fitness center and swimming pool,
on-site restaurants or bars, a spacious lobby with a large seating area,
secure parking, a fully-stocked business center, vending machines and a
sundries store for any items you may forget to pack.
Its also important that a hotel have a good concierge service. A hotel
concierge can help direct you to local attractions and can procure tickets to
concerts and performances, as well as make restaurant reservations for you.
Additionally, many hotels offer complimentary shuttle service to and from
area airports and even to various locations around the city.
These services can really make your trip much easier. If youll be traveling to
a resort area, look for hotels that provide recreational activities and that
offer such amenities as complimentary beach chair and towel service, a
beachfront bar and free water equipment rental.
Here is some useful vocabulary to describe hotel rooms and facilities, and
phrases to book a hotel room.
TYPES OF ROOM
Each hotel has a variety of rooms
to meet the needs of guests. A
single guest would like to stay in
a single room to be cost effective,
while a couple will find a double
room more convenient. A family
may choose a suite to have more
leg room for children to move
around. A business executive may want a special suite to entertain
privately or show off his financial status to his or her client. Similarly,
budget groups may prefer single rooms. Guest needs are endless and their
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OTHER FACILITIES
ensuite bathroom a bathroom attached to the bedroom
a box with a key where you put valuables (passport,
a safe
jewelry, money etc)
a small fridge with drinks inside such as coke, water,
a minibar
juice, wine
tea and coffee a kettle (to boil water), cups, coffee, milk, sugar and tea
making facilities sachets
(24-hour) room
meals delivered to your room
service
laundry / dry
your clothes can be washed for you
cleaning service
the hotel has a bar and a restaurant for drinks and
bar and restaurant
meals
wifi internet connection (pronounced wai fai)
full English
big breakfast with toast, eggs, bacon, cereal, etc
breakfast
continental
small breakfast with croissant, coffee, juice
breakfast
a wake-up call when the telephone rings to wake you up
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1.) false
2.) false
3.) true
4.) false
5.) true
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Learning Objectives:
DETERMINING OCCUPANCY
If all the rooms in an establishment are pooled and the calculation is run,
then the room occupancy for the whole establishment can be determined.
FACTOR AFFECT
Early Arrivals Plus
Cancellations Minus
No Shows Minus
Early Departures Minus
Stayovers Plus
Other Factors
Out of Order Minus
Compression Plus or Minus
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Room
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19
No/Date 20
100
102
103
104
105
106
107
108
109
110
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OVERSELLING
Using the historical record, a hotel may oversell in order to offset the effect
of the minus (or negative) factors that determine availability.
When a hotel aggressively oversells, and does not have enough rooms for
confirmed reservations, it must walk the guest. A walked reservation is a
guest who may stay somewhere other than where they were initially booked
to be.
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With the words slowly fading away, you see yourself follow the typical signs
of grief: denial, anger, bargaining etc. Why did this happen? Why did it
happen to you? Why today? These are completely understandable questions
that go through every guests mind when their reservation is not honored at
a hotel, more commonly referred to as "being walked."
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1.) A guaranteed no-show means that the room can still be occupied by
other guests.
2.) Overselling, when done aggressively, may lead to a considerable
number of walked guests.
3.) The hotel should compensate the walked guest in some way.
4.) The availability board shows guest history.
5.) Early departure affects the room availability status of the hotel rooms.
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1.) false
2.) true
3.) true
4.) false
5.) true
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Equipment: none
Steps/Procedure:
1.) Refer to the availability board and check which room types are
available on certain dates.
2.) Refer to the reservation form
3.) Accomplish the reservation form by filling out the information
fields using your own sample data.
4.) Evaluate your own output using the Performance Criteria
Checklist
5.) Present your work to your trainer
Assessment Method:
ICCI QA SYSTEM
CONTENTS:
Guest Information that the Front Office (FO) Clerk Should Ask
General & Specific Customer Requirements
ASSESSMENT CRITERIA:
ASSESSMENT METHODS:
Written Test
Oral Questioning/Interview
Demonstration/Role Play
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Learning Objectives:
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Step 3. Say, We would be pleased to reserve a room for you on those dates.
May I have the following particulars please? this is an opportunity to up-
sell rooms with higher room rates by saying, Sir for a few dollars more I can
give you a room with a view of the ocean Always mention benefits to the
guest when selling a superior room.
Always keep the Reservation Form given below, ready with a pen that writes
and take down the particulars on the form itself. The particulars will
includes:
SURNAME FIRST NAME MIDDLE NAME
NAME OF COMPANY:
TYPE OF ROOM:
ROOM RATE:
____ SINGLE ____DOUBLE _____SUITE
BILLING INSTRUCTIONS
CREDIT CARD: _______________ CC NO. __________ DATE OF EXPIRY:
SPECIAL REMARKS
In the computerized system, the agent can call up a blank form on the
screen with similar information. She keys in the information that is linked
to other charts as the reservation chart, arrivals list, VIP list, source of
booking, etc. keeping other documents updated simultaneously.
Step 5: Thank the caller and welcome him giving him the confidence of a
right choice by saying something like, Thank you Mr.for booking with us.
We look forward to welcoming you and assure that you have made a right
choice.
Step 6: Type out a Reservation Slip below in two copies. One is mounted
on the reservation rack while the other is stapled to the reservation form
and filed. In the computerized system this is not necessary as the electronic
registration form has already sent information to arrival list.
ARR: 26 MAY
2006
SMITH, ALEXANDER BA FLT. NO. 406
DEP: 28 MAY
2006
RESERVATION CONFIRMATION:
2. The Hotel shall send a confirmation letter to all reserved potential guests,
whether their reservations are guaranteed or non-guaranteed. Below are
the main points that should be communicated in a confirmation letter:
a) Name and address of the guest
b) Date and time of arrival
c) Room type and rate
d) Length of stay
e) Number of persons in a group, if any
f) Reservation type [guaranteed or not]
g) Reservation confirmation number
h) Special requests, if any
i) Confirmation numbers:
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REGISTRATION RECORD
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After guest departure, this record play an import and role. It becomes a part
of hotels guest database. It is the main history of file and from this record
one can easily identify the guest. If he comes next and this some a lot of
time for both hotel and guest.
ICCI QA SYSTEM
1. The FO clerk should ask for the most important information first which is
a. billing arrangement
b. arrival and departure dates
c. company name
d. mode of payment
3. The main reason for determining arrival and departure dates at the
outset is
a. to know the plan of the caller
b. to record it in the reservation form
c, to check as soon as possible if theres an available room during the
given dates
d. to update needed changes in the reservation
2. c
3. c
4. c
5. d
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Equipment: telephone
Steps/Procedure:
1. Pick up the phone before the third ring and greet the caller
2. Identify callers need. Refer to the availability board to determine
the status of reservations on certain dates, and inform the guest
3. Provide an overview of the hotels features.
4. Refer to the reservation form and fill out the necessary information
accurately. Take the opportunity to up-sell rooms.
5. Confirm the reservation. Remember to ask the guest to send
written confirmation
6. Confidently thank the guest for making the right choice
7. Create reservation record. Type out a Reservation Slip in two
copies, once for the reservation rack and staple the other to the
reservation form and file
8. Block off rooms on the reservation chart
9. Keep the reservation form and subsequent correspondence for each
day of the month in the filing cabinet.
10. Evaluate your own output using the Performance Criteria
Checklist
11. Present your work to your trainer
Assessment Method:
Criteria YES NO
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Learning Objectives:
1.) identify the proper way of addressing guest general and specific
requirements
2.) enumerate the different request of the guest
3.) give the steps on how to coordinate guest requirements to the concern
department
As the center of front office activity, the Front Desk is responsible for
coordinating guest services. Typical guest services involve providing the
guest with information and special equipment and supplies.
Front office needs to respond to all requests made by the guests. Any
request which goes beyond the following is considered a Special Request:
ICCI QA SYSTEM
Guest requests that are received at the Front Desk can be broadly
categorized as follows:
Requests for other departments
Request for Front Office
On receiving such requests the front desk makes a note of the same and
forwards the request to the concerned department.
1. Requests for additional amenities or replenishment of amenities like bath
linen, soap, shampoo, shaving kits etc are forwarded to the house
keeping department along with the guest name and room number.
2. Requests that are pertaining to the restaurants and the room service are
directed to the Food and Beverage department along with the guest
details for them to be able to do the needful.
3. Any guest who requires assistance in organizing a function would be
directed to the Banquet department or the Convention department.
SPECIAL REQUESTS
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UNUSUAL REQUESTS
Facility for exotic pets (boa constrictor, chimpanzee, alligator,
parakeet!)
Practice room for musicians (rock bands)
Escort service for singles
Tickets for local events
Performers for private party in suite
Permission to keep arms
Masseuse in the room
Room converted to hospital bed (with IV, heart monitor, etc)
Room without magnetic field (for those with heart pacemakers)
Special meals for groups
Special kitchen for preparation of metals for pilgrims
Preacher of a faith
Meditation room (for Buddhist groups)
Prayer Room (for Islamic groups)
Practice groups (for sports teams)
Security blanket and communications blackout (heads of state)
Special TV Channels (during sports championships or particular soap
operas)
Escort for child traveling alone
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Guests are the main reason on which the hotel performs, hence any request
from the guest (even abnormal requests) have to be sorted out and must be
fulfilled to the maximum, giving the guest maximum satisfaction in the
services of the hotel.
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1. false
2. true
3. false
4. false
5. true
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CONTENTS:
Financial Status of the Reservation
Amendments or Cancellations
ASSESSMENT CRITERIA:
1. Financial status of the reservation is accurately updated in accordance
with established procedures
2. Amendments or cancellations of reservations are received, processed
and recorded in accordance with customer request and established
procedures
ASSESSMENT METHODS:
Written Test
Oral Questioning/Interview
Demonstration/Role Play
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Learning Objectives:
It is vital that guest accounts are stored in a secure pace and that
unauthorized persons are unable to access filing cabinets and the computer
system. The consequences of not doing so have negative implications on
both the employee and the company.
Correct storage and filing of accounts are necessary for the following
reasons:
ICCI QA SYSTEM
Below are procedures for filing and storing guest accounts correctly:
Credit checks need to be carried out to establish whether customers are able
to pay for their accounts.
The numbers of guest departures are known and guests can be referred
to by their names when they are asked for their room numbers. This
ensures personalized treatment and guest satisfaction.
Errors can be picked up in advance and sorted out so that the guest is
given correct documentation at the time of departure.
Time wastage is minimized and the guest is not kept waiting. This
creates the impression that the organization is efficient and professional.
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Learning Objectives:
Step 2: Amend the Reservation Chart by removing the room allocation made
of the earlier dates and allocating the rooms on the new dates in case of a
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revision.
Date Developed: Document No. ICCI-FO2-0301
Front Office
Services NCII
November, 2014 Issued by:
Receive and Page 66 of 93
Developed by:
Process INTERFACE
TVI LOGO
Reservations July R. Cahate
Step 3: Amend or remove the Reservation Slip from the rack. In case of
Amendments prepare a new Reservation Slip attaching the old and new slips
with the revision/cancellation forms to the appropriate correspondence and
file.
In a computerized computer system amendments can be entered
directly into the reservation form of guest. The name & and date of the
person making the amendment is also recoded. A written confirmation is
however required.
Group Cancellation
Should the tour operator or travel agents wish to shift the group to
another hotel in the city, he should do so before 60 days otherwise a 10%
charged is placed on the agent entire group stays as indemnity. Similarly, a
hotel
ICCI QAmay cancel a reservation the advance deposit is received by the hotel
SYSTEM
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1. true
2. false
3. true
4. true
5. false
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Equipment: telephone
Steps/Procedure:
Assessment Method:
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Criteria YES NO
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CONTENTS:
ASSESSMENT CRITERIA:
Equipment: telephone
Materials: pen, paper
Front Office forms
ASSESSMENT METHODS:
Written Test
Oral Questioning/Interview
Demonstration/Role Play
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Learning Objectives:
Being familiar with company procedures and being able to identify customer
needs facilitates efficient work practices and promotes guest satisfaction.
Telephone plays an important role in times of reservation on phone. Perfect
telephone handling ensures efficiency of the reservation agent which at the
same time upholds hotels standard. All the time you should follow proper
telephone manner.
2. Greet the caller according to the time. Try to keep very fresh, clear and
friendly voice tone so that guest from other side of the phone may feel
comfortable. Remember, FIRST IMPRESSION IS THE LAST
IMPRESSION
4. Try to identify caller gender by his or her sound. Listen to the name
properly. Repeat the name with Mr. or Ms. Caller may be hurt if you by
mistake call him wrongly.
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6. If the caller calls for room reservation and if she is not a repeated guest
then you should try to give a short overview on your hotel including
hotels feature and amenities, specialty, special offer you are offering etc.
8. If callers requested date indicates SOLD OUT which means you are
unable to sell the room for that specific date, then very politely say sorry
to the guest and let him know why you are unable to sell the room.
11. If the guest want to book the room then say that we are very please to
reserve a room for you. May I have some information from you please?
Now try to collect these information with proper spelling:
a. Name of Guest
b. His contact address
c. Room types
d. Room
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Date Developed: Document No. ICCI-FO2-0301
Front Office
Services NCII
November, 2014 Issued by:
Receive and Page 76 of 93
Developed by:
Process INTERFACE
TVI LOGO
Reservations July R. Cahate
e. Date of arrival
f. Date of departure
g. Date of reservation made
h. Mode of Payment
i. Special remark (if any)
j. Reservation made by person or company
12. Repeat all the information caller gives and at the same time give him a
reservation confirmation number.
13. If you have any objection about guests mode of payment or anything
then inform the guest about your rules and request him to give you
another option.
14. After settling everything thanks the caller for his patience and calling
you. End up the call as warmly as you start and try to make him feel
that he just have made a perfect decision.
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Learning Objectives:
1.) Identify the different departments where front office interact with
2.) Enumerate the functions of each department to front office services
The front office staff interacts with all departments of the hotel, including
marketing and sales, housekeeping, food and beverage, banquet, controller,
maintenance, security, and human resources. These departments view the
front office as a communication liaison in providing guest services. Each of
the departments has a unique communication link with the front office
staff.
The guest history is a valuable resource for marketing and sales, which use
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HOUSEKEEPING DEPARTMENT
Housekeeping and the front office communicate with each other about
housekeeping room status, the report on the availability of the rooms for
immediate guest occupancy. Housekeeping room status can be described in
the following communication terms:
Guest requests for additional or special amenities and guest room supplies
may be initiated at the front desk. The prompt relay of requests for extra
blankets, towels, soap, and shampoo to housekeeping is essential. This is
hospitality at its best.
Communication between the food and beverage department and the front
office is also essential. Some of this communication is conveyed by relaying
messages and providing accurate information on transfers, which are forms
used to communicate a charge to a guests account. Communication
activities also include reporting predicted house counts, an estimate of the
number of guests expected to register based on previous occupancy
activities, and processing requests for paid-outs, forms used to indicate the
amounts
ICCI of monies paid out of the cashiers drawer on behalf of a guest or
QA SYSTEM
Incoming messages for the food and beverage manager and executive chef
from vendors and other industry representatives are important to the
business operation of the food and beverage department. If the switchboard
operator is given instructions on screening callers (such as times when the
executive chef cannot be disturbed because of a busy workload or staff
meetings, or vendors in whom the chef is not interested), the important
messages will receive top priority.
The supervisors in the food and beverage department rely on the predicted
house count prepared by the front office manager to schedule employees
and predict sales. For ex- ample, the restaurant supervisor working the
breakfast shift will want to know how many guests will be in the hotel so he
or she can determine how many servers to schedule for breakfast service.
Timely and accurate preparation of this communication tool assists in
staffing control and sales predictions.
BANQUET DEPARTMENT
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The banquet guest who is unfamiliar with the hotel property will ask at the
front office for directions. This service might seem minor in the overall
delivery of service, but it is essential to the lost or confused guest. The front
office staff must know both how to direct guests to particular meeting rooms
or reception areas and which functions are being held in which rooms. Front
desk clerks, as shown in Figure 3-2, must be ready to provide information
for all departmental activities in the hotel.
The person responsible for paying the bills for a special event will also nd
his or her way to the front office to settle the city ledger accounts. If the
banquet captain is not able to present the bill for the function, the front
desk clerk should be informed about the specifics of food and beverage
charges, gratuities, rental charges, method of payment, and the like.
CONTROLLER
Likewise, the requests from guests for the repair of heating, ventilating, and
air- conditioning units; plumbing; televisions; and other room furnishings
are directed to the front desk. These requests are then communicated to the
maintenance department. The front desk clerk must keep track of the repair
schedule, as guests want to be informed of when the repair will be made.
SECURITY DEPARTMENT
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Equipment: telephone
Steps/Procedure:
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Criteria YES NO
RESOURCES:
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http://www.hospitality-school.com/hotel-telephone-reservation
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