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This lesson explains the Housekeeping History Report, a valuable tool for managing and analyzing housekeeping activities.
Available with any of the following subscriptions:
- Housekeeping
This lesson explains the Housekeeping History Report, a valuable tool for managing and analyzing housekeeping activities.
Who is this for?
- General Manager or Hotel Managers
- Director or Housekeeping Managers
- Assistant Housekeeping Managers or Senior Supervisors
- Optii Hotel Champion
Lesson Details:
1 Step by step guide
1 Video
5 minutes
Understanding the Housekeeping History Report
This lesson explains the Housekeeping History Report, a valuable tool for managing and analyzing housekeeping activities.
This report provides a comprehensive overview of cleaning and inspection activities, team member performance, and cleaning exception statuses within a specified date range. Its filtering capabilities allow users to pinpoint trends and optimize operations.
By understanding the different sections and filters of the Housekeeping History Report, users can gain valuable insights into their housekeeping operations, identify areas for improvement, and optimize resource allocation. This report is an essential tool for effective housekeeping management.
The report is divided into several key sections:
1. Filters:
The report begins with a robust set of filters, allowing you to narrow down the data and focus on specific areas. These filters include:
- Date Added: Filter by day, week, month, quarter, or year. This helps analyze trends over time.
- Date Completed: Similar to "Date Added," this filter allows you to focus on completed jobs within a specific timeframe.
- Role: Filter by the role of the team member, such as room attendant, inspector, supervisor, etc. This helps evaluate individual and team performance.
- Assigned To: Filter by specific team members to track individual contributions.
- Added By: Filter by the person who assigned the housekeeping job.
- Housekeeping Action: Filter by the type of cleaning or inspection performed (e.g., departure clean, stayover clean, turndown service).
- Job Status: Filter by the status of the job (e.g., completed, pending, in progress).
- Locations: Filter by specific areas or zones within the property.
- Room Type: Filter by room type (e.g., single, double, suite) to analyze cleaning efficiency for different room categories.
💡 Filters aren't just for finding information; they're for strategic targeting. Here's how managers can use them:
- Trend Analysis: Use "Date Added/Completed" to spot seasonal trends in cleaning needs. Do you need more staff during peak season? Are certain days of the week busier?
- Performance Evaluation: Use "Role" and "Assigned To" to identify top performers and those needing additional training. Are certain teams or individuals more efficient?
- Resource Allocation: Use "Locations" and "Room Type" to optimize staffing. Do certain areas or room types require more cleaning time? Can you adjust schedules accordingly?
- Problem Identification: Combine filters. For example, "Room Type" + "Job Status" + "Date Completed" can reveal if a specific room type consistently has incomplete jobs, pointing to a potential process issue.
2. Summary Statistics:
This section provides a high-level overview of housekeeping activity. It includes counts for various job types:
- Departures Cleaned: How many departure cleans were completed.
- Stayovers Cleaned: How many stayovers cleans were completed.
- Departure Inspections Completed: How many departure inspections were completed.
- Stayover Inspections Completed: How many stayover inspections were completed.
- Turndown Services Completed: How many turndown services were completed.
- Corrections Completed: How many corrections were completed.
- Touch-ups Completed: How many touch ups were completed.
- Credits for each job type completed.
- Average Scheduled Duration (target or budgeted time): The average planned or target time for each job type.
- Average Actual Duration (time taken to complete jobs): the average of how long the jobs actually took (From Start to Complete).
- Variance between Scheduled and Actual Duration (highlights areas for improvement): The difference between the planned and actual time (a big variance might mean something went wrong).
- Average Cost per Job: the average of how much each type of cleaning job cost.
💡This section isn't just a summary; it's your dashboard of KPIs.
- Efficiency Monitoring: Track "Average Actual Duration" and "Variance" to identify bottlenecks. Are cleaning times increasing? Where are the biggest discrepancies between planned and actual times?
- Cost Control: Monitor "Average Cost per Job" to identify areas for cost reduction. Are certain job types more expensive than others? Can you streamline processes or use more cost-effective supplies?
- Productivity Measurement: Use the counts of each job type to measure overall team productivity. Are you meeting your cleaning targets?
- Goal Setting: Use these statistics to set realistic goals for your team. Can you reduce cleaning times by 5%? Can you decrease the average cost per job?
3. Performance Graph:
This visual representation charts Completed Jobs, Average Actual Duration, and Average Scheduled Duration over the selected time period. It provides a quick overview of performance and efficiency trends.
💡 With this graph managers can have a visual tool for performance management.
- Trend Spotting: Quickly visualize trends in completed jobs and cleaning durations. Are you seeing consistent improvement or are there fluctuations?
- Performance Tracking: Use the graph to track progress toward your goals. Is your team meeting the targets you've set?
- Performance Communication: Use the graph to communicate performance results to your team. Visual representation can be more impactful than just numbers.
4. Cleaning Exception Status Details:
💡 Tip: You can toggle between "All" for all your Exception Status reported and "Incomplete"
This section details the reasons why rooms might not have been cleaned or serviced, such as:
- Do Not Disturb (DND)
- No Service Required (NSR)
- Double Lock Active
- Sleep Out/No Show
💡 With this KPIs managers can:
- Guest Satisfaction: Track DNDs and NSRs. Are guests frequently requesting no service? Is there a communication issue?
- Operational Efficiency: Analyze "Double Lock Active" and "Sleep Out/No Show" to identify potential issues with room availability or communication with the front desk.
- Preventative Maintenance: Use these exceptions to identify rooms that might need maintenance. Has the guest refused housekeeping service for a long period?
5. Cleaning Exception Status Table:
This table provides detailed records of cleaning exceptions, including:
- Location: Where was the exception? DND, NSR, etc
- Date Added: When was the exception reported?
- Day of Week: What day was it?
- Room Type Code: What kind of room was it?
- Cleaning Exception Status: Why couldn't it be cleaned? DND, NSR, etc
- Added By: Who reported the exception?
- Ended By: Who completed the job cleaning after the exception was removed
- Time Started: What time was reported
- Time Completed: What time was completed after the exception was removed.
💡 With the cleaning exception status table managers can:
- Root Cause Analysis: Drill down into specific exceptions to identify the root causes. Why are there so many DNDs on a particular day?
- Process Improvement: Use the data to improve your processes. Can you implement a better system for tracking DNDs?
- Communication Enhancement: Use the information to improve communication between housekeeping, the front desk, and guests.
6. Housekeeping Jobs Table:
- Performance Analysis: Analyze individual job details to identify areas for improvement. Are certain room types taking longer to clean? Are there specific tasks that are causing delays?
- Training Needs: Identify training needs based on actual performance data. Are certain team members struggling with specific tasks?
- Resource Optimization: Use the data on "Pause Duration," "# Pauses," and "Actual Travel Time" to optimize resource allocation and workflow. Can you reduce travel time between rooms? Can you minimize interruptions during cleaning?
- Continuous Improvement: Use the "Notes" section to capture feedback and identify opportunities for continuous improvement.
This comprehensive table contains detailed information about each housekeeping job:
- Date Added: When was the housekeeping job assigned
- Location: Where was the housekeeping job completed (what room)
- Assigned To: What housekeeping team member was assigned to
- Day of Week: What day was it
- Room Type: What kind of room was it
- Action: What kind of cleaning job was done
- Added By: Who assigned the housekeeping job
- Job Status: What is the status of the housekeeping job: Done, Not Started, In Progress, On Hold, Cancelled, Deleted.
- Credits: What was the allocated credit for the housekeeping job
- Scheduled Duration: The planned or target time for each job type.
- Actual Duration: How long the jobs actually took (From Start to Complete).
- Variance: The difference between planned and actual time.
- Cost: How much did the job cost
- Date Started: When did the job start
- Time Started: What time did the job start
- Date Completed: When did the job finish
- Time Completed: What time did the job finish
- Pause Duration: How long was the housekeeping job paused or 'On Hold'
- Number of Pauses: How many times it was paused
- Actual Travel Time: Time spent traveling to the room.
- Notes: Any special instructions or comments.
By using the Housekeeping History Report strategically, managers can move beyond simply reacting to problems and instead proactively improve efficiency, control costs, and enhance guest satisfaction. It's about turning data into actionable insights for a more effective and profitable housekeeping operation.
🚀 Congratulations on completing this lesson! You've taken another step on your learning journey. We hope you found the material engaging and informative. Keep up the great work, and we look forward to seeing you in the next lesson!
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