How To Manage Your Accommodation Business More Efficiently

Are you a hotelier who’s looking for ways to streamline your property management?  If so, you’re not alone. Many hoteliers face many common problems when it comes to managing their accommodations business.

From dealing with no-shows to managing last-minute reservations, there are plenty of challenges that can come up. But luckily, there are also plenty of ways to make your life as a hotelier easier.

One of the best ways to save time and money when managing your hotel is to use a PMS.

What is a PMS?

If you run a hotel or any type of accommodation business, you should be familiar with the term PMS.

A Property Management System is software used by hotels to manage front-desk operations and other day-to-day activities such as booking, check-in/check-out, housekeeping and billing. The introduction of the PMS marked the paperless transformation of the hospitality sector. 

It’s your saving grace when it comes to keeping track of everything that’s going on at your property.

Property Management Systems are traditionally set up on premises where the data is stored in an on-site server. However, the hospitality industry is increasingly turning to cloud-based solutions to manage their property.

How does the traditional PMS differ from the cloud-based PMS? 

A traditional PMS is installed on your computer and the data is stored locally on an on-site server. To use the system, you need to be connected to the internet.

A cloud-based PMS is a web-based application that is hosted off-site by the software provider. Users can access the system via the internet from any location, on any device, at any time. Cloud based hotel management solutions are often thought to be more secure than on-premises systems as the data is stored remotely and backed up by the software provider.

Cloud-based PMS can help you manage tasks efficiently and effortlessly through automation. With improved accessibility and high performance, a cloud-based PMS promises business continuity and a greener alternative with its remote infrastructure. It can also streamline the workflow and drive revenue generation with a commitment toward overall guest satisfaction. 

As a hotelier, you are already under extreme pressure to sustain excellence in your service and elevate guest experience despite being short-handed most of the time. Imagine the time, money and effort saved, which could be invested in your business by switching to cloud-based services.

What are the benefits of using a PMS to manage a property?

The advantages of using a PMS to manage your property is manifold. Right from automating logistics, ensuring seamless communication, delegating to monitoring work—providing a stellar guest experience and a productive business model. 


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Some of the benefits of using a PMS to manage your property are as follows:

Automate your property operations: From automating reservations and check-ins to generating automatic reports, a good hotel property management system will automate your entire property operations, giving you more time to focus on other important aspects of your business. This automation also allows you to sustain the business during and despite a shortage of labour.

Seamless communication: A PMS will help you manage all your communication channels in one place, from emails and phone calls to online bookings. This way, you can avoid any miscommunication and provide your guests with a seamless experience.

Delegate and monitor work: With a good PMS, you can delegate tasks to your employees and monitor their progress in real-time. This way, you can be sure that all your guests are being taken care of and that your property is running smoothly.

Drive revenue generation: A good PMS will help you increase revenues by upselling and cross-selling services to your guests. With the right PMS, you can offer your guests the best possible experience and drive more revenue for your business.

Improve guest satisfaction: A good PMS will help you provide a better experience to your guests by automating tasks and improving communication. With a good PMS, you can be sure that your guests will have a positive experience at your property.

Detailed guest history: With a cloud-based PMS, you can have a detailed history of every guest that has stayed at your property. This information can be used to improve the guest experience by offering tailored services and amenities.

Improved security: Cloud-based PMSs offer improved security as they are hosted off-site and use multiple layers of security, including firewalls and encryption. This way, you can be sure that your data is safe and secure.

Scalability: Cloud-based PMSs are highly scalable, meaning that they can grow with your business. As your business grows, you can add more users and rooms to your system without any downtime.

Cost-effective: Cloud-based PMSs are more cost-effective than on-premises systems as they require no upfront investment and have a pay-as-you-go pricing model. This way, you can save money on hardware and IT infrastructure costs.

Why should you migrate your property management to a cloud-based system from legacy?

The switch to a cloud-based system from the legacy PMS is a logical progression. Want to know why? 

A cloud-based PMS gives you the power to manage your property from anywhere in the world. With a legacy PMS, you are tied down to your desk and can only manage your property when you are physically present at your property.

A cloud-based PMS is more scalable than a legacy PMS. As your business grows, you can add more users and rooms to your system without any downtime. With a legacy PMS, you would need to upgrade your hardware and software to accommodate the growth of your business, which can be both costly and time-consuming.

A cloud-based PMS is more cost-effective than a legacy PMS as it requires no upfront investment and has a pay-as-you-go pricing model. Costs are reduced, as cloud-based systems do not require physical infrastructure, an on-site IT support team, or regular maintenance.

A cloud-based PMS is more secure than a legacy PMS as it uses multiple layers of security, including firewalls and encryption. This way, you can be sure that your data is safe and secure.

Some other benefits of a cloud-based PMS include:

  • Business continuity in the event of a disaster or physical damage to your property.
  • The ability to analyse the performance metrics of your business with ease and in real-time.
  • Ease of integrating with third-party software and applications.

What are the features of a good quality cloud-based PMS?

Choosing a good quality cloud-based PMS could help a seamless transition and help boost occupancy rates. The revenue generated will help scale the business and push it to new heights.

Here are a few features of a good quality cloud-based PMS:

  • An intuitive user interface allows staff to learn it quickly and operate swiftly. 
  • Offers secure data storage with regular security updates and data fixes.
  • Offers a range of integrations.
  • Reliable communication and cloud-stored data backup. 
  • A round-the-clock support helpline to address issues.
  • Able to manage multiple rooms (including the availability of rooms), reservations and bookings, check-in and check-out and financials and reporting.
  • Prompt housekeeping schedule, note taking and automated reminders.
  • Creation of guest profile and CRM.
  • Multi-currency billing, especially if your business is international.

What is the best way to use a cloud-based PMS for your business?

  • Efficiently automate the day-to-day operations of the hotel to increase staff productivity and flaunt the professionalism and efficiency of your business. 
  • Optimise your housekeeping system by using PMS to monitor real-time information on rooms cleaned, staff involved and the time taken. 
  • Evolve your billing processes by integrating it with a POS. PMS allows multi-currency billing to ensure a hassle-free process for international travellers. 
  • Increase revenue by gaining more direct bookings with a booking engine that can be integrated into your website.
  • Utilise the built-in Channel Manager to update all connected OTAs about the room availability and prices in real-time.
  • Maintain a comprehensive and accurate guest record and data for delivering personalised services. This gold mine of information can also be used in future for targeted marketing using emails and social media. It helps to achieve customer retention while also building brand loyalty. 

A cloud-based Property Management System (PMS) is a cost-effective, scalable and secure way to manage your accommodation business online. It offers many benefits over a legacy PMS, including the ability to grow your business without any downtime, increased security, and real-time performance analysis. When choosing a cloud-based PMS, look for a system with an intuitive user interface, secure data storage, and a range of integrations. With the right cloud-based PMS in place, you’ll be able to efficiently manage your property, optimise your housekeeping operations, increase direct bookings, and deliver personalised services to your guests.

Transform Your Guest Experience With Preno

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Need a powerful cloud-based PMS to manage your property? Sign up for Preno’s free trial today.

About the author

Kendra, the Marketing Content Manager at Preno, brings her expertise in Marketing and Communications to help hoteliers stay ahead of the curve. With a deep passion for the industry, she is committed to providing valuable insights and strategies for success.

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