Improving the Bottom Line with a Document Management Solution
By Tina Stehle Senior Vice President & General Manager, Agilysys Hospitality Solutions Group | May 19, 2010
Success in hotel operations means reducing costs and improving operational efficiencies while enhancing guest satisfaction. The most visible benefit of deploying a document management solution is an immediate reduction in manual processes and volumes of paper. Companies that choose to deploy a document management solution gain a rapid return on investment. The costs savings are easy to see: dramatic decreases in the time and labor required to search for and retrieve documents, increases in work capacity and productivity and reduced physical space demands for filing paper copies of documents in offices and off-site warehouses.
According to PriceWaterhouseCoopers, the average U.S. employee spends up to half of the workday searching for information. In addition, companies spend $20 on average to file a single document, $220 to reproduce a lost document, and $120 to find a misplaced file. Consider that more than 10 percent of paper documents are either lost or misplaced costing a company thousands of dollars per year.
As you know, hotels must operate at peak efficiency in order to stay competitive and realize a profit. The ability to manage diverse paperwork registration cards, payments, guest comment cards, and vendor invoices as well as respond quickly to inquiries from guests, vendors and employees is critical.
Fortunately, it's never been easier to transform your paper-based system into a paperless environment. Converting to an electronic information system will allow you to do the following: improve business workflow and productivity, provide quick unlimited access to all your information, reduce the costs associated with time-consuming paper processes, enable compliance, and minimize risk. Most hotels can see an average return on investment in less than a year from an effective document management solution.
Enable Your Employees with Information at Their Fingertips
A document management solution allows hotel operators access to documents shared between different departments and different properties, including customer service, human resources, marketing, and purchasing while integrating with most property management systems and casino management systems. Current property management systems (PMS) produce volumes of reports and documents, ranging from night audits to guest and group folios. These report archives generate boxes of paperwork which must be distributed to multiple staff members and physically filed and stored. A document management solution can eliminate the costs associated with these manual report archiving methods by automatically capturing, indexing, and digitizing these reports from any PMS solution. Once the documents are archived, authorized users can access current or historical reports and/or documents directly from their workstations for online viewing, reprinting, e-mailing, or forwarding.