No individual department in any hotel can work in isolation. Willingness to co operate and co ordinate, with the assistance of efficient methods of communication is essential to rum the establishment smoothly. All the departments need to co ordinate with housekeeping. Housekeeping isprimarily co ordinate with Front office and Maintenance.
- Co ordination with Front office.
Rooms are of chief concerned with the front office and housekeeping department. It is important for the departments to continuously exchange information on room status. The Front office must provide list for expected arrival and departures for the day in advance and notifying housekeeping of actual arrivals and departures as and when they occur. The Front office is not allowed to assign guest room until the rooms have been cleaned, inspected and released by the housekeeping department.
Each night a Front office assistant produces an occupancy report also called ‘night report’. This report list rooms occupied that night and indicates the guest who are expected to clock out the following day. The executive housekeeper procures and consults this list early to the next morning and schedules the occupied rooms for cleaning. As guest checks out, the front office notifies housekeeping. Housekeeping ensues that the rooms are available for sale. It a guest checks out before the stated departure date, the front office must inform housekeeping that he room is no longer a stay over but now is a check out to ensure efficient rooming of guest, both housekeeping and front office must inform each other of changes in a room status. Knowing whether a room in occupied, vacant, on change, Out of order, under repair.
- Co ordination with Maintenance department.
This maintenance department is responsible for provision of engineering facilities that contribute to the comfort of the guest and increase the efficiency of staff. The housekeeping department depends on maintenance to keep thing in order. While carrying out their scheduled work, housekeeping employees may find some deficiencies in the hotel facilities such as foully electrical plays, dripping faucet, taking pipes or mal functioning air conditioning units. These deficiencies and fall should be immediately reported to the maintenance. A need for urgent repairs is reputes to the maintenance over telephone as curly as possible.
- Co ordination with Security department.
The co ordination here is mainly concerned with the pretention of five and theft and the staff keeping of keys and lost property. Housekeeping personnel should also report anything of a suspicious nature immediately to the security staff.
A hotel guest room should be the most private place and the hotel staff must ensure their guests privacy and security. However a guest may take advantage of privacy and may engaged in certain illegal activities such as smuggling & gambling. Housekeeping personnel have to be alert to this risk and seek the security department’s intervention if necessary. The security department is responsible for conducting training sessions or handling emergency for the staff for e.g.: they conduct fire drills to train staff to gear up in a fire emergency.
- Co ordination with F & B department.
This F & B department consists of both the service staff as well as kitchen staff. The co ordination of housekeeping with the restaurant and banquet halls is mainly concerned with the provision of linen and uniform. The linen room supervisor, under the supervision of executive housekeeper need to have sufficient stock of clean napery to meet the demands of F& B departments, restaurant and banquet functions. Besides extra or special linen, housekeeping may also have to arrange for flower decorations for banquets.
In many hotels housekeeping also looks after perfect controls in restaurants, kitchens, and stores attached to them. Both restaurants and kitchen staff require clean uniforms on a daily basis.
- Co ordination with Stores.
Co ordination with stores ensures him availability of day to day necessities of housekeeping. Large hotels have a store attached to the housekeeping department that stocks linen and supplies. Smaller hotels may stock linen in the general store. Except for linen, which is sent to the housekeeping department on purchase communication with stores is by way of a requisition form which housekeeping send to stores when it requires items.
- Co ordination with personal department (HR)
Housekeeping co ordinates with personal department for recruitment of HR staff managing their salaries and wages, addressing indiscipline, following through grievance procedures issuing identity cards for the employees, running induction programmer maintaining locker facilities, effecting transfers, promotions, apprise and exit facilities, procuring trainees and organizing training session.