How PMS Has Become An Indispensable Tool for Hotels of All Sizes
To thrive in the global competitive environment, every hotel company must evaluate how to decrease operational complexities to improve the hotel’s performance. Property Management System, or PMS for short, was developed to assist hotels in automatically storing, coordinating, and sharing client data, work processes, assignments, and performance among divisions. This solution is comprehensive and can meet the majority of hotel management goals for effective hotel administration.
Long ago, hotel property management systems were only used by large hotel chains. However, as technology advances, many corporate professionals are also transforming into savvy hotels. Moreover, as smart hoteliers, also known as e-hoteliers, have joined the hospitality industry, proprietors of hostels, B&Bs, and homestays are investigating technology to meet the issues of property management.
With the use of user-friendly hotel Property Management Software, hotel owners and managers may monitor the progress of room bookings and manage reservations. In addition to the basic reservation capabilities, it is beneficial for arranging cleaning schedules, enhancing food and beverage stock and inventory management, measuring POS revenue generation, etc.
According to Grant Thornton Research and Analysis, the adoption of PMS in a hotel is influenced by the following factors:
- Hotel size is the most influential determinant of whether hotel management software is used. Hotels with less than 20 rooms are far less likely to use a PMS and may choose to manually handle their bookings. While the PMS adoption rate will be close to 100 percent in hotels with more than 100 rooms. Hotel Link provides a Front Desk Solution with a user-friendly interface that facilitates a streamlined and efficient operating process and is well-suited for small hotels (20 rooms or fewer).
- Hotel organizations are more likely to have a PMS implemented across all properties and franchise networks if they are the owners. A hotel group may use more than one PMS provider for their operations. Independent hotels, which are often operated by families, are less likely to have implemented this technology.
- PMS adoption is greater in the three-star and above categories. 4 and 5-star hotels with a variety of amenities, such as restaurants, spas, and conference spaces, are more likely to raise their management software requirements.
- Lower occupancy hotels (30%) and seasonal hotels are less likely to have embraced a PMS, for example.
Choosing A PMS Based On Its Features And Modules:
The selection of a PMS relies on the size and nature of a hotel property since each system has its basic features and supplementary modules. The majority of market participants provide hotel management systems that can be adapted for various kinds of properties, and the fundamental modules of PMS may be supplemented with extra modules, as needed by a particular company type. The chosen PMS must be compatible with third-party services, since many properties already have their reservation systems, CRSs, and/or software. The ultimate selection of a hotel’s property management system is heavily influenced by the desired functionality.
Examine Integration Choices:
If a hotel currently utilizes systems or you want to integrate more software, ensure that your provider supports all relevant APIs and is prepared to offer integration services. If you currently use a CRM system, you should seek a PMS that can be seamlessly linked with it. Otherwise, you may consider hiring a technical expert from the outside to offer integration services.
Cloud-based Service With Mobile Access:
In general, cloud solutions are less costly than on-premise software, and there are no maintenance expenses. Users of cloud-based software pay a subscription charge according to the number of hotel rooms and only for the modules they use. In addition, cloud software integrates better with third-party systems, such as OTAs and GDSs. Moreover, cloud-based systems may be continuously and easily updated, and mobile versions are often available. The availability of a mobile or tablet version helps communication between departments, the front desk, management, housekeeping, and the advancement of customer service.
Prioritize Simplicity Of Use:
A PMS’s user interface should be intuitive and easy to integrate. The quality of the system’s user experience will influence the learning curve of your staff. The more complexity and lack of intuitiveness of the interface, the longer it takes to educate and transfer employees. Pay close attention to the level of personalization a service offers. PMS needs may vary according to the size and kind of property. For example, if you want a bed-based management system as opposed to a room-based system in the front-office module, ensure that the PMS provider can offer this kind of modification.
Evaluate Client Service:
Whatever happens to the software must not influence the hotel service. Hoteliers require access to technological help around the clock. Ensure that software breakdowns do not have a significant effect on your operations when selecting a PMS by reading evaluations of customer care from other hotels or by negotiating all support conditions with your vendor in detail.
Determine ROI And Expenditures:
Whether you want to upgrade an existing property management system, construct one from scratch, or purchase one off the shelf, you must choose how much you are willing to invest. To ensure that the PMS will be profitable, evaluate the following critical factors: the time now spent and how automation would cut it, the distribution and revenue changes, and the cost of system integration and maintenance.
Optional PMS Types for Hotels:
On-Premise:
This is the conventional PMS system, often installed on a hotel computer and accessible from the desktop. Data and applications are housed on a server situated on the premises. With an on-premise PMS, hotels must spend substantially more on hardware, including data servers and PCs, than with a web-native cloud solution.
Hybrid Cloud:
This system is a combination of on-premise and cloud-based options. The system may be hosted locally or remotely on the server of the PMS provider’s data center. The cloud-based solution is characterized by a web-based interface accessible through the browser on a computer, tablet, or mobile device. However, the hybrid cloud solution still requires desktop access for some components.
Web-Native Cloud:
This is only a web-based solution, often known as a cloud-based solution, and it is suited for tablet and mobile usage. The system can only be accessed and used using an internet browser. It may be housed on either a private cloud – the data center servers of the PMS provider or a public cloud. With a web-native cloud system, the PMS provider is responsible for maintenance and updates, so hotels do not need to worry about them. The updates are free, automated, and performed more quickly than the on-premises system.
Hotel Property Management System (PMS) solutions are crucial systems for the hotel business. Hotel PMS interfaces and technical jargon are designed to be as user-friendly as possible and to maximize operational efficiency.
Several hotels continue to utilize Excel, paper-and-pencil formats, or antiquated software. However, none of them meet the requirements of a 21st-century hotel, particularly when managed by savvy hoteliers. The Hotel Property Management software accomplishes several duties by merging different modules into a single, all-inclusive solution.
It is difficult to rank the importance of the numerous functions of PMS since they are all required. A dependable hotel property management system will streamline bookings through the hotel’s website and alternative booking engines. Combined with a front-desk operations module and channel management, it will guarantee that guests enjoy a seamless experience before check-in. Utilizing revenue management, customer data management, and analytics, hotel operators will customize their guests’ stays while maximizing hotel revenue.