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The valet runner offers valet services under the housekeeping department. He/She ensures
that all the guest’s needs are met, including unpacking and packing clothes, cleaning and
polishing shoes, etc. He may also be required or requested to run errands for the guests.
The Public Area Attendant keeps all lobbies and public facilities (such as lobby restrooms,
telephone area, the front desk, and offices) in a neat and clean condition.
The role of the laundry attendant is to issue uniforms and linen to staff according to systems and
procedures laid down by the hotel management. He/She also takes inventory and control
movement of soiled, damaged and fresh linen and uniforms.
The role of the laundry attendant is to issue uniforms and linen to staff according to systems and
procedures laid down by the hotel management. He/She also takes inventory and control
movement of soiled, damaged and fresh linen and uniforms.
The Room Attendant performs scheduled duties in cleaning and servicing of guest rooms and
baths.
Duties and Responsibilities
Additional equipment – for equipment not usually provided in the guest room
Valet or laundry service – which is quite common for guests staying long-term
Additional bedding – if the quantity or quality of bedding provided is not enough for
the guest
Additional coffee, tea, and sugar packets – one of the most common requests,
especially when the guest spends a lot of time in the room
Extra crockery or cutlery – if the room features a kitchen or kitchenette
Vases – for flowers delivered
Replacement items for defective ones (hairdryers, toasters, electric jugs)
Extra bathroom supplies (shampoo, soap, conditioner)
Extra stationery items – notepads, envelopes
Extra towels – especially when the establishment has a swimming pool
Extra hangers – for clothes
Power outlet converter/adaptor – sometimes electronic devices of foreign guests do
not match with the hotel’s power and socket types
Ice and ice buckets
Servicing of Room
Re-cleaning of a room – sometimes a guest will request for a repeat service if they
think the initial service provided is not to their liking
Clean – up after a room party
Special room service in case the guest spilled something
Repairs
Repair or replacement of broken equipment – remote controls, broken lights
Instructions for in-house equipment – for TV, DVD, air conditioner, lighting and heating
controls such as the water heater
Sometimes guests will contact the housekeeping department for items they have found in
the room that does not belong to them or personal items that they might have left after
checking out.
The Housekeeping department is usually the assigned office in handling Lost and Found
items because these items are usually found in guest rooms.
Cleaning
RECORDING HOUSEKEEPING REQUESTS
Every time a guest would make a request, always remember to repeat the details for
clarification. You may also extract more details from them, if necessary, to avoid complaints.
As an example, if a guest requests for towels, you need to clarify what type or size of the
towel is being requested.
There will also be instances when the guest will ask for recommendations. Remember to be
honest at all times so as not to disappoint the guest. Being truthful is better than their
expectations not being met.
As an example, if a guest requests for towels, you need to clarify what type or size of the towel is
being requested.
There will also be instances when the guest will ask for recommendations. Remember to be
honest at all times so as not to disappoint the guest. Being truthful is better than their
expectations not being met.
Never rely on memory alone, it is advised to always take down notes especially when the guest
has multiple requests.
Write down only what is relevant to the request as some unnecessary details might confuse you
and lead to a wrong delivery of item or service.
Taking notes or writing down details is advised both for face to face interactions and through
phone conversations with guests. A pen and a paper should always be placed beside the
telephone in the housekeeping office while housekeeping staff should always prepare themselves
for a possible guest interaction by bringing a pen and a small notebook with them.
Guest name
Room number
Specific details of the request – type of item or service, and quantity (if applicable)
Time of delivery of item or service
Again, confirm to the guest the request details by repeating to them
what was written to your notes. This will save you time and effort and
will spare the guest from frustration if the wrong item or service is
offered.
Advising Guests on the Delivery of Identified Item/ Service
Timeline for complying with a guest request should always be reasonable and achievable. It
would be better if the guest agrees on the timeline set, however, sometimes guest’s
timelines are unrealistic. Obtain an agreement from the guest as much as possible, but
when you cannot agree on a timeline, deliver the item or service as soon as possible.
Always consider that you have other tasks for the day that needs to be done. It is always
good to make ‘under promise’ and ‘over deliver’. For example, when you informed the
guest that their request would be delivered in 5 minutes but it would actually take 10
minutes, the guest would be disappointed or frustrated with your service. In this instance, it
would be better to tell the guest that their request would be delivered in 15 minutes and then
deliver it in 10 minutes or less. This way, the guest would tend to be impressed with the
ahead of schedule response.
Don’t be pressured into promising a timeline that cannot be met. It would be better to
politely explain to the guest the reason why the requested timeline cannot be achieved.
Then, assure the guest that you will handle their request as quickly as possible.
Staff Uniforms
Provision of Supplies
Cleaning of linen for Food and Beverage Department
Towels for the gym
Security
Other Tasks
Move room service trays from room to appropriate storage area
Checking of mini bars for departing guests
Checking of the actual status of rooms – if rooms are really occupied or not
As stated before, handling of other department’s requests must be done in a timely manner.
These requests are being made not for the benefit of the requesting department but for the guests.
Therefore, doing them is helping the establishment as a whole.
Timeline for complying with a guest request should always be reasonable and achievable. It
would be better if the guest agrees on the timeline set, however, sometimes guest’s
timelines are unrealistic. Obtain an agreement from the guest as much as possible, but
when you cannot agree on a timeline, deliver the item or service as soon as possible.
Always consider that you have other tasks for the day that needs to be done. It is always
good to make ‘under promise’ and ‘over deliver’. For example, when you informed the
guest that their request would be delivered in 5 minutes but it would actually take 10
minutes, the guest would be disappointed or frustrated with your service. In this instance, it
would be better to tell the guest that their request would be delivered in 15 minutes and then
deliver it in 10 minutes or less. This way, the guest would tend to be impressed with the
ahead of schedule response.
Don’t be pressured into promising a timeline that cannot be met. It would be better to
politely explain to the guest the reason why the requested timeline cannot be achieved.
Then, assure the guest that you will handle their request as quickly as possible.
Advising a Guest of the Timeline
Instances When Agreement is Not Necessary
Usually, guests appreciate it when their request is supplied by a timeframe. The time frame is
added before asking the guest for any request:
Example:
“Certainly Ms. Palima, that’s 2 extra bottles of shampoo and 2 extra soap for Room 625. We’ll
deliver the items in 5 minutes. Is there anything else you need?”
By providing the timeline, the housekeeping staff shows that the request has been taken
seriously. This also sets the expectation of the guest. In the above example, the guest is expecting
for the items to be delivered in 5 minutes. The housekeeping staff must do his/ her best to deliver
the item within the promised time period. Disappointment and frustration form guests come from
unmet expectations.
In case the delivery of item or service would be adjusted, it is your duty to advise the guest
accordingly. Inform the guest immediately of the new timeline-what is already being done and
the reason why the timeframe is adjusted.
This way, the guest would also adjust his / her expectations. They may not even approve of the
new timeline but at least they are properly updated. Doing this will help improve customer
satisfaction.
If you cannot personally deliver a request made by a guest, ask for help from fellow staff.
In this case, apologize to the guest and take the necessary action to reduce the time delay
as much as possible.
Below standard servicing of guest room – cleaning was not done properly and supplies
were not stocked
In summary:
Every time there is a delay in the delivery of service, housekeeping staff must apologize.
In making apologies, the staff must be sincere but should not take a long time to do so.
Apologize for the lack of item or service and for the inconvenience it might have caused the
guest.
Tips:
Never blame anyone when making an apology
Never say bad things about the establishment
On some requests, there would be a need for teamwork among housekeeping personnel or
other departments.
For example, a high volume of spillage in a room may be better dealt with two (2) Guest
Room Attendants rather than just one. This will speed up the time of cleaning and
disturbance to the guest.
Another example is when furniture has to be moved. This definitely requires a team effort in
lifting and moving the furniture.
Whenever you feel like you are unable to comply with a request by yourself, ask others for
help. Just keep in mind that you have to be willing and ready to help others as well.
If the guest looks annoyed, angry, upset or intoxicated while servicing a room, it is wise to
seek help from another staff.
The key point here is to let others know where you are headed.
While doing regular service of a room assigned to you, other staff members can easily
locate where you are because of the room assignment sheet. However, when you answer a
call to deliver an item or service to another room, it may be difficult for you to be located in
case you encounter an emergency.
A quick call to the housekeeping office or other staff members would suffice. Inform them of
your whereabouts or location such as the floor and room number and the time it would take
you to return.
Responsibility
Regardless if the request is assigned to another staff, you have to make sure that the
request is acted upon in a timely manner.
Monitor the progress of the request, and advise the guest of the progress once in a while
and inform the guest the expected time of completion.
After the request is done, it is a good idea to check on the guest if he/she is satisfied with
his or her request.
It’s not my job”
This is one of the phrases that should never be used by any hotel staff when responding to
guests’ request.
If the request being made is outside of your usual duties and responsibilities:
Write down the details of the request and confirm it with the guest.
Pass the details of the request to the appropriate person for proper action.
Never forward the guest to another person or department. It is important for the guest to
know that the establishment is taking action now rather than passing them around to
different offices.
After a request is received, it must be acted upon as soon as possible or within the
timeframe agreed with the guest.
Guests’ requests usually are not that complicated. You may just need to go to your trolley or
the housekeeping storeroom to pick up some items requested and then give it to the guest.
Passing on Requests
Some requests are already outside of your usual responsibilities. In these cases, the
relevant person must be notified of the guest’s request for proper action.
Important points:
Pass on important details of the request like the name and room number of the
guest.
Ensure that the person you are passing the request to understands the request.
Confirm if they have understood the request by asking them to repeat it.
If there is a deadline agreed with the guest, emphasize this to the person you are
passing the request to.
Always confirm from guest if the request has been delivered to their
satisfaction.
Sometimes, it takes more time to provide information to guests than some other requests.
Table and chairs – for meetings or to assist with the provision of room service meals
Internet connection
Television
DVD player
Data projector
Rollaway bed
Baby crib/ cot
In-room Meetings
Guest rooms are sometimes rented by companies for their business needs like conducting
a meeting, presentations, or exposition of products. It would be the housekeeping
department’s job to move furniture and equipment around before these events take place.
Coordinate with the renting company for directions on how they want the room to be
arranged.
Elderly People
Sometimes, elderly people would have trouble using technology– based items in the guest
rooms.
It is important not to make them feel stupid while assisting them in using the equipment.
Take time to explain to them how to operate an equipment they are having trouble using.
Before leaving them, make sure they have already learned how to operate the equipment
by showing you how it is done
Remember to check on them after a while to see if they are still having trouble. This simply
shows your concern to the elderly guest and is clearly an example of excellent service.
This is probably the least favorite tasks housekeeping staff likes to do.
They are difficult to move and set up which oftentimes result in injuries,
If possible, set them up in the guest rooms before the guest arrives so that you would no
longer disturb them when they arrive.
Tips:
Tips:
The arrangement to pick up the item should be made as a suggestion and not as a
requirement – the idea is to provide service and not limit the guest on the use of
items
Guests should be advised to contact Housekeeping if they want an extension with
their loan
In case it is already picking up time and the housekeeping staff who made the
arrangement with the guest is already off – duty, then another staff in the next
shift should be assigned to pick up.
Log Books
Each time an item leaves and returns to the housekeeping department, the staff who
delivers or recovers the item should sign in the logbook.
Upon delivery of an item, the guest has to sign an On – loan items form (3 copies) front
office, guest, housekeeping,
As part of effective guest service, housekeeping staff may need to take items from the guest
room.
These items may include:
Being on time is important. If you agreed with the guest to pick up an item at a certain time,
the guest would of course be expecting you to arrive at the agreed time.
Guests might have arranged their schedules considering the pick-up time and this should
be respected. It is a big deal to make a guest wait and should be avoided. Guests can
become frustrated and leave them with a bad impression about the establishment.
The guest may require any of the following items related to housekeeping:
Rollaway or extra bed – usually stored in the housekeeping department, this bed is
portable and already made up
Additional bedding
Extra blankets – where these are requested, it is a good idea to advise the guest that
an extra blanket is provided in the wardrobe just in case they don’t know this
Extra pillows – as above
Extra towels:
1. Hand towels
2. Face washers
3. Bath towels
4. Floor mats
Extra bathrobe
Improvement in the servicing of room
Room to be re-vacuumed
Area to be re-cleaned
Bed to be remade
Items in compendium
Extra stationery – determine what is needed and how many
Bathroom supplies:
1. Extra shampoo
2. Extra soap
3. Extra shower caps
Items for beverage making(Extra tea, coffee, sugar and milk sachets)
Extra crockery or cutlery
Repair or removal of broken equipment
Electrical water jug/kettle
Hair dryer
Toaster
Iron and ironing board
Light bulb changed
Air conditioning/heating system fixe
Instructions on how to work equipment
Instructions on how to work entertainment equipment
Instructions on how to work heating system
Instructions on operating the in-room safe.
As a rule of thumb, provide advice only if you can operate the equipment yourself.
It is a requirement for most establishments that their staff knows how to operate every piece of
equipment within the guest room or those they can loan to guests.
Explain the functions and operations of all aspects of the equipment that the guest wants to
know about – including what all the switches, knobs, buttons, and dials do. You may not need to
explain everything about the item, just what the guest wants to know.
Ensure that operational safety and health procedures are also followed by guests
Use simple words – avoid using technical terms
Test the understanding of the guest by asking them simple questions about how to use the item.
Instructional sheets in different languages
Guests may not be familiar with the equipment in the room because:
Regardless of the reason why the guest is not familiar with using the equipment, it is important
that housekeeping staff are able to clearly communicate to the guest the instructions in a way that
they understand.
One method used by establishments is through the use of instructions sheets in different
languages or use symbols that clearly show what to do in a particular equipment.
Make sure that the guest can see you and the actions you are doing
Show to the guest where the in-room instructions are. In case instructions are not
available in – room, bring it to the room and show to the guest while demonstrating
Take your time – do not rush in explaining. You might need to explain things more
than once.
Let the guest operate the equipment while you are there – it gives them confidence
with the assurance that you are there to assist
Encourage guests to contact you in case they have questions
The Housekeeping staff demonstrating must ensure that the guest is competent in
operating the equipment. Guests might want to practice without you observing due to
embarrassment. Give space to the guest to practice operating the equipment and use your
judgment how much demonstration and instruction the guest requires.
tems
There are many items in the room, either readily available items or items that can be
delivered to the room. Some of these items may be:
Although housekeeping staff should have basic knowledge on how to operate this
equipment, it is rare that a staff would have a sound knowledge of the inner workings of
every equipment and therefore not expected to demonstrate every aspect of the items.
Services
Guests may require information on events or activities in the local community of the
establishment. Since staff members do not necessarily come from the local community,
answering this in detail is not expected.
What is expected is at least a general knowledge of events and activities in the local
community.
Access “experts” to provide service
When guests need assistance that is not within your skills and knowledge, it is better to
seek the help of experts to provide further information and advice.
This must be done quickly and may require the expert to:
Demonstrate to the guest personally what needs to be done or explain via phone
Provide the information to a staff member and that staff member would then relay the
information to the guest
Provide information by handing out instruction manuals, brochures, maps
Establishments are generally not equipped to handle illegal activities and just report these
to the police.
Whether the activity is immoral or not is a different matter as this is not governed by local
laws and is bound to personal interpretation.
It is advised that Housekeeping will only monitor or watch out for illegal activities as
meddling with “immoral” acts of guests can be considered as an intrusion of the guest’s
privacy.
Consult with your supervisor to determine which activities should be reported or not.
Taking Action
If you happen to see a suspicious looking item or a suspicious occurrence in the vicinity of
the hotel, appropriate action must be done right away.
Appropriate action may be detailed in the standard Emergency Procedures of your hotel
which could be:
Always follow your organization’s policies and procedures in dealing with such incidents, as
they can be dangerous