Reception
Electronic room status boards Tis system is rarely still used. But as it is still included in the syllabus, an explanation can be found below.
Large hotels oſten install systems that link reception, housekeeping and the cashier’s office for automatic transfer of room status. In each of these departments, an electronic board is situated, and coloured bulbs denote the status of the room, It is possible to see from the colour code not only which rooms are occupied or ready, but also to see which rooms are currently being serviced, and therefore likely to be returned shortly.
Computerised system Room status handled by computer systems are accurate, and both easily and quickly displayed. Details of each room are stored within the memory, and as a guest registers the guest list is immediately updated, while that particular room is removed from the list of those which are available for letting. Because the system is so accurate there is little chance of two people being given the same room.
6.2.3 Apply the concepts studied in this theme (6.2) to job situations in the hospitality industry by means of case studies
Please refer to the explanation of each section in this theme, as well as the activities and the revision activities for the practical application of these documents and charts.
6.3 Notifications and records
A system of departmental notifications and records has to be kept to ensure that the needs of the guest (and management) are satisfied. In a hotel where a computerised system is in use these notifications and records pose no problem at all.
A sensible method of distribution would be to ensure the placement of a computer in all relevant departments. Tis would enable the arrival and departure lists to be updated instantly and any room changes recorded without tedious paper work. Additionally, the other departments could request information from the computer system if required, and save themselves time and trouble. Some hotels, however, still rely on traditional methods of notifications to other departments.
6.3.1 The lists that are prepared and kept by reception to ensure smooth operations
6.3.2 The staff to whom these lists should be distributed 6.3.3 The use and purpose of notification lists 6.3.4 Complete the lists from given information
Te above points from the syllabus dealing with notifications and records will be discussed as one section under each applicable notification or record.
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