5 IT Tools to Optimise Hotel Management

Hotel Management


With the current dynamism of the technological age, the hospitality sector adopts technology innovations to further operational effectiveness, improved customer services as well as increased efficiency. In the management of hotel business, well-developed digital tools and solutions have greatly impelled a change in the way properties are operated.These automated tools have become the main helpers for the hoteliers who want to optimise their operations and be in the lead of the competition. In this article, we present five powerful IT tools that are capable of improving the efficiency of your hotel managing system and redirecting your hotel on an unexpected track to full success.

1.  Hotel Management System

In the essence of running an efficient hotel operation, you will find a workable Hotel Management System. This broad-based hotel software is a control tower such that it combines various hotel operations in one platform and uses them, such as reservations, front desk, housekeeping, and revenue management.

A good Hotel Management System is the pillar of a hotel’s operations, it integrates and coordinates all the departments to have a beautiful and smooth guest experience. Through a unified description of guest data, room inventory, and channel manager, a Hotel Management System gives the hoteliers more strategic insight and the ability to make better and more efficient decisions and therefore increase the hotel`s profitability.

One of the critical advantages of the Hotel Management System over the old system is that the former can store some records of the guests in one place only. This platform that works as a single unit stores and handles guest information, such as preferences, stay history, and billing details, thus enabling easy communication among the departments.

2. Guest Experience Management Software

In this digital era, every guest rivets on the hotel to get a high level of experience.  It is for this reason most hotels turn to deliver exceptional experiences to attract more guests. Guest Experience Management Software (GEMS) serves as the powerful tool which allows hotel management to exalt the entire guest journey, from pre-arrival to post-departure, via data-oriented analytics and cutting-edge technology.

GEMS is one of the best systems that allows for the personalisation of communication with the guests. Understanding individual taste, habits, and previous trends, hotels come up with a way of ensuring a clear and personalised communication, offers, and recommendations for each guest’s likings. In this way, it not only raises the quality of service but also drives the emotion for the hotel.

Gems also helps hotels to provide 24/7 digital concierge services through the integration with mobile apps and messaging platforms. Guests can send immediate requests, seek in spirits’ help, or get instant help with a simple push or chat, so no extra communication ways are needed. Convenience and speediness, features that the current hospitality technologies offer, became the advantages that make the staying less troublesome and more comfortable.

3. Revenue Management Systems (RMS)

Hospitality industry is obviously the most competitive of all; and thereby, getting as large income and profits as possible is the ultimate objective for hotel employees. Revenue Management Systems (RMS) have become important allies in this effort, thanks to their advanced algorithms and data analytics that they use to optimise pricing strategies and increase revenues.

The main constituent of a RMS is compelling pricing that uses historical data and various analytical models. The RMS system is able to comprehend the market conditions, seasonality, and historical data in order to formulate the most appropriate room rates that guarantee both the highest possible revenue and still be competitive.

At the same time, the RMS systems can simply connect all the available channels with online travel agencies, GDS, among others.

4. Energy Management Systems (EMS)

Recently, the issue of environmental responsibility has taken the hotel business into consideration.  The hotels that won’t use green technologies and eco-friendliness will never appeal to conscious guests. The implementation of Energy Management Systems (EMS) is a strong approach that provides an opportunity to cause a decrease in environmental footprint as well as to cut down the operational cost and yet to add to the comfort of visitors.

Some of the benefits of energy management systems (EMS), which integrate with a hotel’s HVAC systems, are described above. Via the utilisation of automatic temperature switching, according to guest occupancy levels, preferences, or energy efficiency measures, hotels may achieve appreciable levels of energy savings, keeping guests comfortable at the same time.

Also, wireless lighting control systems automates and optimises lighting systems. Through the usage of occupancy and daytime lighting conditions, hotels can adjust the lighting levels to reduce the consumption as well as make sure that the guest is in a comfortable and safe environment.

5. Automated Housekeeping and Maintenance Systems

When it comes to the fast-paced and energetic (active/intense) field of hotel management, effective housekeeping and maintenance is a key aspect in ensuring guest satisfaction and the hotel is in immaculate condition. There is an awareness of systems of automated housekeeping and maintenance (AHMS) which are the latest in invention, making the processes easier and efficient through technology and automation and this means they enable proactive service delivery.

The reference system centre of AHMS is room inspection and tracking. Nowadays, housekeeping staff use mobile apps and their (housekeeping) staff members’ handheld devices to digitalize the room inspections during which they log and report all detected issues on a real-time basis.

Additionally, AHMS is a web-based application that is compatible with a hotel’s asset management system, which can be used to automate the scheduling and tracking of preventive maintenance tasks. Also, through early detection and rectification of ailing equipment, hotels not just eliminate unreliability by extending the useful life of systems and also avoidance of expensive breakdowns or delays of guests services.


Amidst the changing dynamic of hotel management, technological tools have obviously come to be the game-changers that give operators the ability to optimise duties, increase experiences of guests’ as well as drive business performance. Hotel owners now are in position to have an integrated approach and can open new dimensions of efficiency, sustainability and guest satisfaction by using these five crucial tools to know how to manage hoteland turn into a profitable venture.

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