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Ditch the logbook: Why hotels should join the cloud

Picture this scenario. The guest in room 376 just called down to complain that the bathtub in his room does not drain. It needs to be unclogged before his wife can take a shower tomorrow. And he does not want anyone to come and knock on his door before 9AM. How to get the message to the right employees, ensuring that the issue is fixed at the guest’s convenience?

Amazingly enough, many hotel employees would not respond to this situation by whipping out a mobile phone or tablet—although they are most likely familiar with these devices. Instead, employees might use a walkie-talkie. Or they may scribble something down in a paper logbook at the front desk or on a well-placed sticky note or maintenance ticket on the housekeeper’s cart.

The problems with such methods are numerous and obvious. Walkie-talkies use radio transmission, which is often strained. Hotel employees may not be able to understand each other easily, especially if the staff uses multiple languages. Moreover, use of walkie-talkies around hotel premises disrupts visitors, decreasing the quality of their experience.

Pen and paper communications are no less troublesome. Sticky notes can be mislaid, and handwriting misinterpreted. Maybe the front desk clerk will be able to communicate with maintenance effectively. But maybe the message ends up buried three pages before the current page in the log book. When relying on such primitive means of communication, mistakes happen.

It’s not just this one message, either. Even in small hotels, dozens of messages pass between employees every day, across different shifts and departments. All of these messages help keep the hotel running and customers happy. Given the centrality of these communications, isn’t it odd that so many hotels still use old-fashioned methods to relay them?

Fortunately, technology has made it possible to ditch the logbooks and sticky-notes. With software solutions, employees can communicate with each other the modern way: with a computer, tablet, or mobile device. Employees already know how to use these devices, so implementing a new system will be relatively simple for everyone involved.

By using software specifically designed to meet the needs of hotels, hotel employees can communicate clearly and without delay. There’s a central place where employees can check for messages, instead of five different books plus a pile of sticky notes. As a further benefit, the software creates a searchable record of all communications within the hotel, useful for tracking business operations.

With software specifically designed to meet the needs of hotels, employees can communicate with each other better, improving their ability to work together to exceed their guests’ expectations.

Software based in the cloud is particularly advantageous. Here are a few reasons why many top hotels are moving their data and communications to the cloud:

  • Reliability: Data in the cloud stays in the cloud throughout fire, flood, and all other possible disasters. Unlike traditionally stored data, which can be lost in an instant if the hard drive becomes compromised, data in the cloud isn’t dependent on hardware.
  • Mobility: Logbooks, notes, and walkie-talkies can only be used at one location. But when communications are in the cloud, checking on hotel operations from another location becomes as easy as reading e-mail on a mobile phone. This increases efficiency and provides employees with greater flexibility.
  • Security: Instead of being vulnerable to hackers, data in the cloud is securely protected using the latest technology.

With the easy availability of cloud technology, there’s just no reason to be reliant on a piece of hardware that could start acting up at any moment. Modern communications take place on mobile devices, supported by the cloud.

HotelTap brings communications between hotel employees to the cloud and into the modern world in a simple and affordable way. The solution makes it easy to send notes to other employees and departments or to schedule tasks so that things get done on time. There’s even a translation feature to help staff members who speak different languages. And because the software is compatible with tablets and mobile devices, hotels really can say goodbye to logbooks for good.

About HotelTap:

For employees, managers and owners in limited service hotels, who are using paper log books for communications, we offer a cloud solution for responding to guest requests, completing tasks, and managing their operations with email and mobile notifications. Visit or call us at 1-844-381-7221 to schedule a demo.

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