Best Practices for Utilizing Tags in Optii Service

Best practices to help your team leverage tags for maximum operational efficiency

Tags in Optii Service

In Optii Platform, a tag is a concise, pre-defined label or keyword attached to a job service order. Think of it as a quick, visual flag that immediately communicates essential information to staff members viewing the job order wether is a guest request or internal request. Instead of staff having to read through lengthy notes to understand the core details of a request or the nature of a guest, a tag provides an instant summary, allowing for quicker comprehension and more targeted action.

For example, a "VIP Guest" tag instantly tells the assigned houseman or engineer that this particular service request requires expedited attention and a heightened level of care.

When used strategically, these tags can transform how your housekeeping, engineering, and front office teams communicate, prioritize, and deliver exceptional service.

Here are some best practices to help your team leverage tags for maximum operational efficiency:

1. Standardize Your Tags: Consistency is Key

The first rule of effective tagging is standardization. Every team member must understand what each tag means and when to use it.

Keep it Simple: Avoid redundant or overly specific tags. For example, instead of "Guest Needs Extra Pillows" and "Guest Needs Extra Blanket," use a single "Guest Amenity Request" or "Special Needs Guest" and provide any other specific instruction in the job notes.

Examples:

• Recurring Guest: A valued repeat guest. Check guest profile with your manager for preferences and/or read the special notes provided by your manager.

• VIP Guest: High-profile guest requiring expedited service and extra attention. Refer to guest profile with your manager and/or read the special notes provided by your manager for further information.

• Special Needs Guest: Guest requires specific accommodations (e.g., accessible room, hypoallergenic linens). Consult profile with your manager and/or read the special notes provided by your manager for further information.

• Allergy Alert: Guest has allergies (e.g., feather, pet). Refer to profile for details  and/or read the special notes provided by your manager for further information.

• Special Group: Guest celebrating a special occasion (e.g., anniversary, birthday). Consider a small amenity or personalized touch. Read the special notes provided by your manager for further information.

• Here are some more examples:

  

2. Train Your Team Thoroughly and Continuously

Tags are only useful if your staff knows how to apply and interpret them correctly.

• Onboarding Integration: Make tag usage a core part of your onboarding process for all new hires in relevant departments (Front Office, Housekeeping, Engineering).

• Regular Refreshers: Conduct periodic training sessions to reinforce tag definitions and best practices, especially after introducing new tags. 

• Scenario-Based Training: Use real-life examples during training. "If a guest requests extra pillows and is a repeat visitor, what tags would you use?" This helps solidify understanding.

3. Integrate Tags with Service Jobs 

The true power of tags shines when combined with Service Jobs.

For example "Recurring Guest" Tag: When the "Recurring Guest" tag appears, it should be an immediate signal for staff to access the guest's profile. This allows them to anticipate preferences, recall past issues, and deliver a genuinely personalized experience (e.g., ensuring their preferred pillow type is already in the room).

Actionable Insights: For tags like "Allergy Alert" or "Special Needs Guest," the tag itself is a prompt to delve deeper into the guest's profile for specific instructions that ensure their safety and comfort.

5. Review and Refine Your Optii Tag Strategy Regularly

Your hotel's operational needs can evolve, and so should your tag strategy.

• Quarterly Reviews: Schedule regular meetings with department heads to review the effectiveness of your current tags.

• Solicit Feedback: Encourage staff to provide feedback on tags – are any confusing? Are there missing tags that would be beneficial?

• Adapt as Needed: Don't be afraid to add, remove, or modify tags based on your operational experience and guest feedback.

By implementing these best practices, you'll transform tags from a simple label into a dynamic communication tool that empowers your colleagues, streamlines hotel operations, and consistently delivers the exceptional service that keeps guests returning. Start mastering your tags today and unlock a new level of operational efficiency!