Analyzing PMS & Communication Systems in Hospitality Industry

This report provides an overview of the property management system (PMS) and other communication tools used in the hospitality industry to facilitate communication between the front office and other departments. It highlights the effectiveness of communication systems in hotel operations, including the advantages of PMS in coordinating various functions such as front office management, reporting, sales, and planning. The report discusses different organizational reports like housekeeping, food and beverage, and reservation reports, emphasizing how effective communication systems enhance operational efficiency and customer service. It also touches upon the importance of forecasting and budgeting in organizations, enabled by communication tools like PMS, which help in strategic financial planning and cost management, ultimately improving productivity and reducing errors in hotel operations.

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Table of Contents
INTRODUCTION...............................................................................................................................3
MAIN BODY.......................................................................................................................................3
1) Property management system (PMS) and other communication tools ......................................3
1) The discussion of Different organisational report such as housekeeping report, food and
beverage report, reservation report etc. ..........................................................................................3
CONCLUSION....................................................................................................................................4

INTRODUCTION
Various communication tools used by hospitality industries to communicate between front office and
other departments. PMS is a property management system. It is a software application used by the hotel or
hospitality industries to coordinate the various functions or operations of front office, reporting, sales and
planning. This report will includes the PMS and various communication tools for hotel industries. This report
will also highlight the effectiveness of communications system in their organisation and their advantages in
hotel operations. It also includes several operational report such as housekeeping report, food and beverage
report, reservation report etc. this report will also state about the Forecasting or budgeting in any
organisation.
MAIN BODY
A) 1) Property management system (PMS) and other communication tools
Property management system is a effective tool communication tool used by the hotel to
communicate with front office and other department of hotel. It helps in conduct the hotel operation
effectively. It is a hospitality industry's administration system that are used for availability, occupancy
management, reservation, check in and check out, report generation and guest profiles. This system is used
in the hotel to control the whole internal activities of hotel. This application is liked with the other application
in hotel such as CRS or hotel point of sales (POS) (Ahmad and Scott, 2019). Property management system
also know as hotel OS (Hotel operating system). For example, it control the various internal and external
activities of hotel like room key system, mini-bar, call centres, banquet and restaurant cash registers,
revenue management, telephone etc. PMS plays an effective role in the hotel. In the modern hospitality
industries, it is very essential to develop PMS system in their organisation. PMS assist the hotel industry to
face many challenges like customer services for 24/7, customers booking from multiple channels and
management of revenue (Bental and Schnitz, DIIO LLC, 2015). It will reduce the paper work of staffs and
helps in performing tasks in a very efficient way. This system can assist to reduce double booking and room
vacancies. It is computerized systems that helps the hotel in management of quality, maintenance and other
amenities. A perfect PMS provides a best and timely information according to the KPI of a hotel business.
Various other communication tools that are used in hotel
Hotel communication system (HCS) is a powerful communication system for staff in the hotel. It is
messaging software and provide a large platform for the staff (CHARAK and GRADUATES, 2017). With the
uses of smart watches, mobile, tablets, pagers and computer, hotel staff can communicate with each other
and solve the customers problems quickly and effectively.
Hotel service optimization system is an effective application that provide a major platform to the
hotel for clear communication. It provides a best way to communicate with the front office and other
departments of hotel (Civak, Kaya and Emeksiz, 2017). It is complete package of communication. With the
use of this application, the front office of the hotel can allocate tasks between the maintenance staffs and
housekeepers. A point of sale system connected with the property management system of hotel to conduct
all internal activities of hotel in a very effective way.
B) The all communication system are effective for a hotel operations
1) The discussion of Different organisational report such as housekeeping report, food and beverage report,
reservation report etc.
Housekeeping report
The various communication system in the hotel industry improves the many operational functions.
The effective communication system improve the housekeeping services. It will enhance their efficiency
because when the guests check out or wants their room cleaning, it provides a instant update on the
housekeeping mobile devices (Dzhandzhugazova, and et.al., 2018). By this housekeeper will able to offer
quick and effective services to their customers. It can also enhance housekeepers performance by proper
room management. It will also improve the worker's response time for cleaning room. It helps in manage and
identify room maintenance requirements and also ensure that the rooms are clean or dust free and in a
perfect condition. PMS is a great communication system in the hotel and it connect the housekeepers to the
front offices. This is very useful for front office managers, by which they can effectively allocate the required
tasks to housekeeping staffs. The front office manager also assign the tasks through the update by tablet or
mobile app. It assist in property management and housekeeping management. It can also control the
various activities of housekeeping staffs like management of hotel room status, timely room cleaning,
prepare a list of tasks to be assign to housekeeping staffs (Lee, Lee and Lee, 2016). For example, if the

guests vacate the room for cleaning, then PMS provide a quick update regarding it to the housekeeping
staffs.
Reservation report
The most and first important feature of PMS is control the activities of reservation in hotel. It
maintains various reservation bookings from various channels. It can handle the hotel reservation form
different different sources or channels. By this, employees are able to identify which rooms in the hotel are
reserved or which rooms are vacate (Lowe and Tinker, 2015). It also provide the exact time when the rooms
are reserved. In the today's hotel business environment, online bookings is mainly attracts the customers.
The hotel reservation system includes the all necessary dates and data and sent this data to the front office
of hotel. The hotel reservation system is connected with the distribution channels and website booking
systems. Reservation includes various key functions such as room bookings, properly management of room
inventory and its allocation, reservation emails, e-payments collection and other activities of bookings
(Šimunić, Stifanich and Prodan, 2018).
Food and beverage report
The effective property management system create a effective food and beverage management in
the hotel. It improve the customer experiences and satisfy them with their perfect food and beverage. PMS
assist the hotel manager in the situation of deficiency of food materiel (Moyeenudin and et.al., 2018). In case
of emergency or requirements of additional ingredients for making food, cook can quickly communicate with
the hotel's front office manager by the help of PMS (Sharma and Sharma, 2016).
All these communication system are very useful for hotel industry. It connects the hotel with their staffs and
guests and enhance the staffs performances and productivity. It increased the hotel's check in and check out
capabilities. It also integrated back office system of hotel. It will enhance the power of distribution
management of hotel. It improve the revenue management in hotel and manage the customer data in a very
effective manner. For example- In the hotel, if the customer orders the food item from hotel restaurant and
that time in the hotel kitchen the essential ingredients are missing, chef of the restaurant quickly
communicate with the other departments or front office managers through the PMS (Parvez and et.al.,
2018).
2) Forecasting and budgeting
Forecasting and budgeting is a three step strategic planning process for determining and detailing
an organizations long and short term financial goals. This process has been managed by an organizations
finance department under which financial manger is highly responsible for the finance. By the help of PMP
tool of communication it can easily helpful and reduce the extra expensive cost for the company. Otherwise,
this system or process might be more challenging for the company to maintained the balance between these
factors (Schabus, Kross and Verbeeten, 2018). It is more useful for the business to have proper information
and resources for forecasting the budget and goals. Also they have responsible to managing the work
outcomes which represents the business opportunity and task. Which is also used to financially. More
effectively, all such required proper planning and organizing results to cope up the effective channel targets
to gain the business objectives. So basically, PMS tool of communication effectively use to create forecast
performance target, Track actual performance against targets, analyse and course correct. So all such
methods can happily correct the outcomes or results to be the most higher performance manner (Thompson
and Gates, 2017). So basically, new software application definitely perform a very challenging and great
task.
CONCLUSION
From the above report, it is concluded that the PMS plays a major role in hospitality industry.
Property management system is a great communication tool in hotel and it connects the employees or hotel
staffs with hotel's front office managers. It also provide a effective link between the various departments of
hotel. Property management system helps the hotel in their operations and their implementation. It plays an
effective role on execution of hotel's operations or functions successfully. Property management system
helps the hotel to face many issues or challenges such as 24/7 customer services, customers booking from
various channels. It will eliminate the paper work of employees and assists in performing their tasks
efficiently. The PMS communication system will reduce double booking and room vacancies. It enhance the
employees performances and encourage them towards the hard work or improve productivity. It assist in
effective housekeeping, managed reservation, channel management, proper front desk operations, revenue
management, point of sale services etc.

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