See the dramatic impact Flexkeeping had in 1 month in a 173 room hotel.

How Union Hotels used Flexkeeping in Housekeeping, Front Office and Maintenance

An internal study was conducted with the intention of determining the extent to which the Flexkeeping App benefits Hotel Operations and its internal work processes. This study was carried out in cooperation with Union Hotels in Ljubljana. 

Union Hotels consist of 4 hotels with 576 rooms situated in the city centre of Ljubljana, Slovenia. One of the properties is the iconic and prominent Grand Hotel Union, where Queen Elizabeth II stayed when visiting Slovenia, and which serves as the official hotel for state visits.

The study was based on data obtained in a 30-day trial period in a business hotel with 173 rooms and the average occupancy rate of 82%. The study closely examined departments of Housekeeping, Front Office and Maintenance.

Findings:

182 man-hours saved

Due to
1) prompter and faster organisation of work processes
2) optimised movement of employees throughout the property
3) significantly reduced number of internal phone calls
4) instant insights about work processes

Up to 60% faster check-in process


With Flexkeeping, receptionists gather all necessary information about the current room status in real time, with one glance at a computer screen. No using phones in fronts of guests anymore led to shortened check-in process and improved quality of service and guest experience.


350% increase in reported maintenance issues

Any maintenance issues are instantly reported in a simple, fast way with Flexkeeping. This resulted in 1) drastically increased number of reported issues 2) elimination of unclearness in communication 3) faster task completion 4) extremely high quality of maintenance in the hotel

3000 fewer sheets of paper used

Hotels use 100 sheets of paper on average per day. Flexkeeping helps hotels become paperless and turn green. In this particular case Flexkeeping not only lead to direct cost savings, but also encouraged the hotel towards this environmental goal.

15% smaller inventory loss


The possibility of daily tracking and controlling in-room amenities, supported by Flexkeeping, resulted in significant savings of all in-room amenities and better stock control. Digital tracking has resulted in considerable benefits compared to the traditional ‘pen & paper’ control system.


3x more real-time information


Employees, in particular heads of departments, had 3 times more information at hand regarding
work processes, various statuses and guest information compared to previously used ‘pen & paper’ and phone call communication.


Optimised mini bar control and inventory loss

Flexkeeping allows to carry out prompt daily mini bar controls and instantly post consumption charges to guest accounts. Front Office having real-time information led to significantly reduced number of mini bar rebates and in smaller mini bar inventory loss.

Increased efficiency of linen management

The hotel benefited significantly from time saving and the improved procedures applied to linen management with the corresponding Flexkeeping module. It simplifies the procedure of daily counting of changed items (per maid, per section or entire hotel), stock control and co-revision.

Increased employee satisfaction


Employee satisfaction increased significantly. Lighter workload and less stress, transparent work processes and procedures, real-time information without constant telephone calls, less distractions, smarter work planning and increased productivity were the key factors that made employees happier.


Milan Sajovic, General Manager:


 “Flexkeeping has made a huge difference in the work processes in our hotel. We sped up the flow of information and made it more reliable, which resulted in better work planning and more efficient control over completed tasks.”