Organizing The Housekeeping Department

     Organizing refers to the executive housekeeper's responsibility to structure the department's staff and to divide the work so that everyone gets a fair assignment and all the work can be finished on time.

     Structuring the department's staff means establishing the lines of authority and the flow of communication within the department. Two important principles that should guide the organization of  a department are :

- Each employee should have only one supervisor

- Supervisors should have the authority and information necessary to guide the efforts of employees      under their direction.

     The executive housekeeper delegates authority to supervisors and must ensure that each employee recognizes the authority structure of the department. While the executive housekeeper may delegate authority, he/she cannot delegate responsibility. The executive housekeeper is ultimately responsible for the actions of department supervisors. Therefore it is important that supervisors be well-informed about hotel policies, procedures and the limits of their authority.

The Department Organization Chart

     An Organization chart provides a clear picture of the lines of authority and the channel of communication within the department . 

     The organization chart of the department not only provides for a systematic direction of orders, but also protects employees from being over directed . the chart shows that each employee takes orders only from the person who is directly above him/her the department's organization. An organization chart also shows how grievances or other communications are channeled through the department.

     A copy of the chart should be posted in an area so that all housekeeping employees can see where they fit into the overall organization of the department. Some housekeeping departments post organization charts that show employees at the top and the executive housekeeper at the bottom. Posting this type of chart emphasizes the importance of the work performed by the majority of employees ; it conveys that employees are " at the top of the chart ". Such a chart also illustrates how the entire department balances on the managerial talents of the executive housekeeper and other department managers.

Job Lists and Job Descriptions

     If the executive housekeeper has planned the work of the housekeeping department properly, organizing the department staff becomes a relatively straightforward matter. Executive housekeeper use information gathered from earlier planning activities to identify the number and types of positions that are needed and to develop job lists and job descriptions for each of these positions. 

     A job list identifies the tasks that must be performed by an individual occupying a specific position within the department. The tasks on the job list should reflect the total job responsibilities of the employee. However, the list should not be a employee will follow in carrying out each task. The job list should simply state what the employee must be able to do in order to perform the job.

     Some types of the job descriptions simply add information to the appropriate job lists. This information may include reporting relationships, additional responsibilities, and materials to be used in the course of the job. 

     To be most effective, job descriptions must be tailored to the specific operational needs of individual properties. Therefore, the form and content of job descriptions will vary among housekeeping department.

    The range of duties and responsibilities of executive housekeepers at various sizes and types of properties varies enormously. This is because many of  the housekeeping management functions at small, independent economy/limited-service hotels may be carried out by the general manager. In the case of chain-affiliated properties, many housekeeping management functions area performed by staff at corporate headquarters. This leaves the task of implementing standardized procedures to the general managers and head housekeepers at individual properties.

     Since job descriptions may become inappropriate as work assignments change, they should be reviewed at least once a year for possible revision. Properly written job descriptions can ease employee anxiety by specifying responsibilities, requirements, and peculiarities of their jobs. Employees should be involved in writing and revising job descriptions for their positions.

     Each employee of the housekeeping department should be given a copy of the job descriptions for his/her positions. A job description may also be given to all final job candidates before an employment offer is made . This is preferable to having someone accept the job and then decide the job is unsuitable because he/she was unaware of its requirements. 

     Job lists and job descriptions form the basis for developing job breakdowns ( specific, step-by step procedures for accomplishing a task ), training plans, and effective performance evaluation forms.