layout organizational-structure

Unit-2
Lay-out and Organization
structure
.

Objective
Importance to understand the layout of
housekeeping.
Organizational structure of
housekeeping.
You will able to know the relevant sub
section of housekeeping.

Main Points
Layout of housekeeping.
Interdepartmental co-ordination
Organizational structure.

UNIT – II
LAYOUT OF H.K. DEPT.
LINEN &
UNIFORM
ROOM LAUNDRY
TAILOR
SHOP Y

DESK CONTROL ROOM
 It is the main nerve centre of the housekeeping
department.
 It is basically situated next to the E.H.K. office.
 H.K. desk consists of a table, chair, notice board,
computer terminal and atleast two telephones.

DESK CONTROL ROOM
 The notice board displays duty rota, occupancy,
arrivals, departures, housecount as well as
notices from other departments and
administrative offices.
 H.K. desk is also responsible for controlling and
disposal of lost & found items

HOUSEKEEPER’S OFFICE
 The Executive
Housekeeper is the
main administrative
head or H.O.D. of
housekeeping.
 The office is a private
cabin with glass panels
for the E.H.K. to have a
clear view all around.
 Secretary office is
situated next to E.H.K.
OFFICE .

LOST & FOUND
 This includes all those items which have been left
behind by the guest in the hotel after they have
checked out.
 These items are kept in the possession of the
housekeeping department till the guest makes a
claim for it.
 The lost & found items can be classified into
PERISHABLES,VALUABLE & NON-VALUABLE.
 PERISHABLES are kept for not more than 24
hours.
 NON-VALUABLES are kept on hold for 6 months.
 VALUABLES are kept on hold for 1 YEAR.

GUEST ROOMS/FLOORS
 Room attendants actually do the cleaning of
guest rooms and supervisors crosscheck for the
degree of cleanliness.
 They are also responsible for maintenance as
well as security of guest rooms and surrounding
areas.
 Each floor is divided into various sections and the
room attendants are allotted sections for cleaning
of guest rooms.

PUBLIC AREAS
Basic cleaning of
public areas is done in
morning.
 FRONT OF THE
HOUSE
 BACK OF THE HOUSE
Thorough cleaning
is done in the night.
 Lobby, restaurants,
coffee shop, bar,
banquet halls,
shopping arcade,
health club,
swimming pool,
parking area.
 Includes all
departments (except
kitchen), staff lockers,
administrative offices.

LINEN
 LINEN refers to the textile made from the flax
plant LINUM USITATISSIMUM.
 In housekeeping it also refers to the launderable
items.
 Housekeeping consists three types of linen:
BED,BATH LINEN,TABLE LINEN & SOFT
FURNISHISHINGS
 BEDLINEN include bed sheets, pillow cases,
mattress protectors.
 BATH LINEN include bath towels, hand towels,
specialty towels, bathmats.
 TABLE LINEN include tablecloths & napkins.

LINEN STORE
 LINEN STORE is meant
for storing freshly
purchased linen.
 During lower occupancy
periods or slack season,
excess linen can be
removed from circulation,
packed & stored in linen
store.
 The store can also be
used to store discarded
linen. Separate labeled
racks are maintained for
storing discarded linen.

LINEN ROOM
 LINEN ROOM is meant
to keep the linen which
is in circulation. It has a
separate linen exchange
counter for exchanging
soiled linen with that of
fresh linen.
 It is under the control of
the linen room
supervisor who is
responsible for issuing &
movement of linen &
uniforms.

TYPES OF LINEN ROOM
 CENTRALIZED
 DE-
CENTRALIZED
 In this type linen & uniform
are issued from one point
only. Uniforms are kept in
linen room and there is no
separate uniform room.
 The uniform room is separate
from the linen room. The
linen room attendant issues
the linen to the floor pantries
and from here issued to the
room attendants.

UNIFORM ROOM
 The uniform room
stores, issues and
controls uniforms used
throughout the property.
 It is a complex
responsibility-especially
in a large hotel with
many uniforms of
varying types,
quantities and sizes.
 Clean uniform is issued
in exchange for a soiled
one.

TAILOR’S ROOM
This is meant for in-house tailors who do the
stitching and mending of linen and uniforms.
 The tailors can also do the modification of the
discarded linen. For e.g. discarded bed sheets
can be used for making dusters. Discarded bath
towels can be used for making mops.
 Some hotels may not have in-house tailors. In
that case outside contracting can be done.

LAUNDRY
 ON-PREMISES
LAUNDRY
 OFF-PREMISES OR
CONTRACT
LAUNDRY
 It is the laundry located
within the premises of the
hotel.
 Laundering of hotel linen
as well as guest linen is
done by an external
laundry on contract basis

layout organizational-structure

HOUSEKEEPING SUPPLIES
STORE
 Hotels provide a variety of guestroom supplies
and amenities for the guest’s needs and
convenience. The E.H.K. is responsible for
storing, distributing, controlling and maintaining
proper stock levels for supplies & guest
amenities.
 Housekeeping amenities include bath soaps,
facial soaps, toilet seat bands, toilet tissues,
lotions, shampoos etc.
 AMENITY :It is a service or item offered to
guests or placed in guest rooms for convenience
of guests and comfort, at no extra cost.

FLOWER ROOM
 This is a place where all types of flower
arrangements are made for guest rooms, suites,
public areas, executive offices.
 Flowers can be taken from horticulture or can
even be purchased from outside.
 Banquet requirements such as backdrop for
wedding is done on contract basis.

INTER-DEPARTMENTAL
CO-ORDINATION

HOUSEKEEPING TO RECEPTION
HOUSEKEEPER’S REPORT
 Everyday housekeeping takes a physical check
of each & every room and prepares a physical
status of each room. It is also called as ROOM
OCCUPANCY REPORT.
 The consolidated report of all sections is made at
H.K. desk and a copy is sent to the reception.
 Front office then prepares a ROOM
DISCREPANCY REPORT. This is a situation
wherein room status provided by H.K. differs from
the room status information being used by the
front desk.

HOUSEKEEPING TO RECEPTION
 CHECK OUT/READY ROOMS
 Departure rooms are cleaned by room
attendants and subsequently inspected by floor
supervisor.
 When inspection is properly done the supervisor
converts the status of the room into VACANT &
READY i.e. room is ready for sale.

HOUSEKEEPING TO
MAINTENANCE
 MAINTENANCE REQUESTS: During daily
cleaning activities, housekeeping informs
maintenance about various maintenance
complaints that have to be attended. The
information conveyed can be in written form i.e.
work orders or via e-mail.
 SPECIAL CLEANING PROGRAMMES : During
low occupancy periods H.K. may block some
rooms for special cleaning. The list of these
rooms can be sent to maintenance dept. and
intern they can carry out maintenance
rectification in these rooms.

F&B SERVICE TO
HOUSEKEEPING
 F&B service informs housekeeping about
banquet forecast diary. Housekeeping is informed
in advance about banquet functions for the
coming days. Information's relate to the type of
functions, number of expected & guaranteed pax
venue, residential or non residential.
 FUNCTION PROSPECTUS: A copy this is sent
to housekeeping. It consists of the name & type
of function, venue, expected & guaranteed pax,
menu, billing instructions & requirements from
other departments.

HOUSEKEEPING TO F&B
SERVICE
 LINEN & UNIFORM INVENTORY PLANS
Inventory means to take a physical count of the
stock in hand. H.K. informs well in advance to
F&B service about the date & time to conduct
inventory of linen.
 SHAMPOOING/SPECIAL CLEANING OF
PUBLIC AREAS : H.K. informs in advance to
F&B service about its special cleaning in public
areas because such work can only be done when
the restaurant is closed or there is no function in
banquet hall.

HOUSEKEEPING WITH LAUNDRY
 Housekeeping coordinates with laundry for
cleaning of guest clothes which are laundered &
returned to guests.
 Housekeeping coordinates with laundry
regarding cleaning of hotel linen (i.e. both HK
linen & F&B linen).
 The uniforms are washed & sent to the uniform
room so that staff in the hotel can get fresh
uniforms to wear.
 Linen room coordinates with laundry because
soiled linen sent to the laundry is washed and
sent to the linen room for circulation to
housekeeping floors and F&B service.

HOUSEKEEPING WITH
SECURITY
 Housekeeping coordinates with security
regarding theft, crime, fire or any accident in the
hotel.
 Security is more effective if employees make an
effort towards hotel’s security program. For e.g.
the H.K. employees should sincerely follow the
key control procedures.
 They should keep a close eye on suspicious
activities and immediately report to the security
officer. Since H.K. staff is present in all areas of
the hotel, they can be a valuable source of
information

H.K. WITH PURCHASE/STORES
 Housekeeping coordinates with purchase for
purchasing cleaning agents and cleaning
equipments.
 For purchasing of guest supplies and amenities.

H.K. WITH ACCOUNTS
 Housekeeping works closely with this division
because H.K. maintains inventories of cleaning
supplies, equipment, linen & uniform.
 The Financial controller and the General
manager finalize the budgets prepared by
division and department managers.
 Salary disbursements and sanctioning of funds
for purchasing of housekeeping supplies,
amenities, equipments.

H.K. WITH PERSONNEL
 H.K. coordinates with personnel regarding
external recruitment, internal reassignment,
training, employee relations, compensation,
benefits, labor relations.
 H.K. coordinates with personnel regarding leave
entitlements, over time, salary & wages.

H.K. WITH HORTICULTURE
 Housekeeping coordinates with horticulture for
flowers required in making flower arrangements &
bouquet.
 Horticulture is a part of housekeeping but in some
hotels horticulture can be a separate department.

HOTEL ORGANIZATION
STRUCTURE
 By the end of this session you will be able to
understand the meaning of organizational
structure.
 Organizational chart in a small, medium & large
hotel.

ORGANIZATION CHART
 ORGANISATION CHART: A schematic depiction
of relationships between jobs.
 ORGANISATION STRUCTURE: A framework
that assigns responsibilities and channels of
communication.
 Use of terms “DIVISIONS” & “DEPARTMENTS”
is not standard. Large hotels may call their main
functional area as DIVISION & smaller functional
area as DEPARTMENT. Smaller hotels may call
their main functional areas as “DEPARTMENTS”
& smaller areas as “SUB-DEPARTMENTS”.

HOTEL ORGANIZATION
STRUCTURE
 The organizational structure depends on the
hotel’s size, services (accommodation & f&b)
basic objectives & personalities involved.
 In a hotel two major services are provided:
Provision of accommodation
Service of food & drinks.
 In a modern hotel two major functions have
been added:
Conferences & exhibitions organization
Entertainment

G.M.
ASSISTANT MANAGER
ACCOUNTS
OFFICER
ROOM DEPARTMENT FOOD DEPT. BEVERAGE DEPT.
MAINTENANCE
DEPT.
F.O.M.
HOUSE-
KEEPER
CLERKS
SUPERVISOR
MAIDS
MANAGER
CHEF
KITCHEN & DINING
ROOM STAFF
MANAGER
BARTENDERS &
WAITRESSES
CHIEF ENGINEER
MAINTENANCE
MEN

ORGANIZATION CHART OF A
LARGE HOTEL
 The organization chart of a large hotel has been
divided into three sections due to limit of space.
 Each section describes in detail the hierarchy of
each core division.
 The three sections can be combined while
making the complete hierarchy.

Review
• Different subsections of housekeeping
along with its layout.
• Interdepartmental relationship.
Organizational structure of a Large hotel.

Exercise
1. Draw organizational chart of
housekeeping for a large hotel.
2.Why interdepartmental co-ordinations
are essential?

LINK
www.youtube.com
HOTEL HOUSEKEEPING(TRANING
MANUAL)
SUDHIR ANDREWS
 HOTEL HOUSEKEEPING
G. RAGHUBALAN

layout organizational-structure

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