DIGITISATION AND CONSOLIDATION OF TRACKERS

Overview

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Hotel operations require many checks and measurements to be conducted at intervals throughout the day and the results to be recorded on ‘trackers’.  For example, cash balancing information, staff hours worked, fire safety checks, refrigeration temperatures, customer lost property etc.  75 documents/trackers were required to be completed at each hotel and the majority were ‘manual’ pen and paper type documents which meant that they were very time consuming to print, complete, file and store.  The documents were not secure in terms of privacy and damage.  ‘Manual’ documents also meant that visibility, transparency and sharing of results was restricted which made the auditing/reviewing process inefficient because someone would have to travel to the hotel rather than remote inspection.  LMCG’s client asked us to lead a review which would set the foundations for digitisation, simplify management tasks, and save time for operational staff.  

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Approach

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 •Reviewed all 75 documents and found 63 documents were ‘manual’ pen and paper type documents, and only 12 were digital, this confirmed the need to consolidate and digitise.

• ‘Brown paper’ collation of all documents which included printing each document, grouping it by function H&S, Food & Beverage, Finance, Operations, HR, and grouping by frequency of update e.g. daily, weekly, monthly.

•Identified consolidation opportunities where multiple trackers could be merged into 1 document, thus eliminating duplication of data entry and reducing the number of trackers.

•Identified opportunities to digitise the trackers, some being quick wins using cloud based sharing software, others being longer term system enhancements.

•Developed each improvement idea/opportunity by determining the high level I.T. changes required, benefits, feasibility etc.

•Engage process owners in the project, gauging their appetite for change and any potential barriers, whilst identifying additional improvement ideas.
 

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Outcome

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•Eliminated 12 documents by consolidating multiple documents into 1 document.

•Created a digitisation road map which outlined the trackers to be digitised, timescales, and solution e.g. cloud based shared file.

•Created a high level automation plan which listed data fields that could be ‘linked’ with others to eliminate duplication of data entry.