Lesson #8 Housekeeping History Report

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Written Lesson

The Housekeeping History Report: Your Key to Data-Driven Operations

This lesson explains the Housekeeping History Report, a powerful tool for managing and analyzing all your housekeeping activities. It's your go-to resource for a complete overview of cleaning and inspection tasks, team performance, and any room status exceptions within a chosen time frame. By using its smart filters, you can easily spot trends and make your operations even better!

By understanding each part of this report, you'll gain valuable insights, find areas to improve, and make the best use of your resources. This report is truly essential for top-notch housekeeping management.

The report is divided into several key sections:

1. Filters: Your Data Navigator

The report starts with a strong set of filters. These let you narrow down the data to exactly what you need to focus on.

• Date Added: Look at data by day, week, month, quarter, or year. Helps you see trends over time.
• Date Completed: Similar to "Date Added," but focuses on jobs finished within a specific time. Tracks completed work in a specific period.
• Role: Filter by who did the job (e.g., room attendant, inspector, supervisor). Helps you check how well individuals and teams are performing.
• Assigned To: Filter by specific team members. Tracks what each person contributes.
• Added By: Filter by who assigned the housekeeping job. Helps trace task origins.
• Housekeeping Action: Filter by the type of cleaning or inspection (e.g., departure clean, stayover clean, turndown service). Understands specific task loads.
• Job Status: Filter by the job's current state (e.g., completed, pending, in progress). Gives a clear picture of workflow status.
• Locations: Filter by specific areas or zones in your property. Analyzes efficiency in different sections.
• Room Type: Filter by room category (e.g., single, double, suite). Helps analyze cleaning efficiency for different room types.

• Trend Analysis: Use "Date Added/Completed" to find 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 find your top performers and those who might need more training. Are certain teams or individuals more efficient?
• Resource Allocation: Use "Locations" and "Room Type" to optimize staffing. Do certain areas or room types take more time to clean? Can you adjust schedules to match?
• Problem Identification: Combine filters! For example, "Room Type" + "Job Status" + "Date Completed" can show if a specific room type often has incomplete jobs, pointing to a possible issue in your process.

2. Summary Statistics: Your Dashboard of Key Performance Indicators (KPIs)

This section gives you a quick, high-level overview of all housekeeping activity. It includes counts for various job types and crucial performance metrics:

• Departures Cleaned: How many departure cleans were finished.
• Stayovers Cleaned: How many stayover cleans were finished.
• Inspections Completed: How many departure inspections were finished.
• Turndown Services Completed: How many turndown services were finished.
• Corrections Completed: How many correction jobs were finished.
• Touch-ups Completed: How many touch-up jobs were finished.
• Credits for each job type completed: The total 'points' earned for completed tasks.
• Average Scheduled Duration (target or budgeted time): The average planned time for each job type.
• Average Actual Duration (time taken to complete jobs): The average of how long jobs actually took (from Start to Complete).
• Variance between Scheduled and Actual Duration: The difference between the planned and actual time (a large difference might mean something went wrong or needs review).
• Average Cost per Job: The average cost for each type of cleaning job.

• Efficiency Monitoring: Track "Average Actual Duration" and "Variance" to find bottlenecks. Are cleaning times going up? Where are the biggest differences between planned and actual times?
• Cost Control: Watch "Average Cost per Job" to find ways to reduce expenses. Are certain job types more expensive? Can you make processes smoother or use cheaper supplies?
• Productivity Measurement: Use the counts of each job type to see your team's overall productivity. Are you meeting your cleaning goals?
• 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: Visualizing Your Progress

This graph visually shows Completed Jobs, Average Actual Duration, and Average Scheduled Duration over your chosen time period. It gives you a quick look at how your performance and efficiency are trending.

• Trend Spotting: Quickly see trends in completed jobs and cleaning times. Are you consistently improving, or are there ups and downs?
• Performance Tracking: Use the graph to track progress towards your goals. Is your team hitting the targets you've set?
• Performance Communication: Use the graph to share results with your team. Visuals are often more impactful than just numbers!

4. Cleaning Exception Status Details: Understanding Why Rooms Aren't Cleaned

This section gives you details about why rooms might not have been cleaned or serviced. This includes statuses like:

• Do Not Disturb (DND)
• No Service Required (NSR)
• Double Lock Active (DLA)
• Sleep Out/No Show

💡 With these insights, managers can:

• Improve Guest Satisfaction: Track DNDs and NSRs. Are guests often requesting no service? Is there a communication issue?
• Boost Operational Efficiency: Analyze "Double Lock Active" and "Sleep Out/No Show" to find potential issues with room availability or communication with the front desk.
• Enable Preventative Maintenance: Use these exceptions to spot rooms that might need maintenance. Has a guest refused housekeeping service for a long time?

6. Housekeeping Jobs Table: The Full Breakdown

This comprehensive table contains detailed information about every single housekeeping job. Managers can use it to:

• Analyze Performance: Look at individual job details to find areas for improvement. Are certain room types taking longer to clean? Are specific tasks causing delays?
• Identify Training Needs: Spot training opportunities based on real performance data. Are certain team members struggling with specific tasks?
• Optimize Resource Allocation: Use data on "Pause Duration," "# Pauses," and "Actual Travel Time" to improve workflow. Can you reduce travel time between rooms? Can you minimize interruptions during cleaning?
• Drive Continuous Improvement: Use the "Notes" section to capture feedback and find ways to constantly get better.

The table includes:

• Date Added: When the job was assigned.
• Location: Where the job was completed (what room).
• Assigned To: Which team member was assigned.
• Day of Week: What day it was.
• Room Type: What kind of room it was.
• Action: What kind of cleaning job was done.
• Added By: Who assigned the job.
• Job Status: The current status (Done, Not Started, In Progress, On Hold, Cancelled, Deleted).
• Credits: The allocated credit for the job.
• Scheduled Duration: The planned or target time for the job.
• Actual Duration: How long the job actually took.
• Variance: The difference between planned and actual time.
• Cost: How much the job cost.
• Date Started: When the job began.
• Time Started: What time the job began.
• Date Completed: When the job finished.
• Time Completed: What time the job finished.
• Pause Duration: How long the job was 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. Instead, you can proactively improve efficiency, control costs, and enhance guest satisfaction. It's all about turning data into actionable insights for a more effective and profitable housekeeping operation!

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