Find the Right PMS System for Your Hotel: A Smooth Path to Success

As a hotel owner contemplating the switch to a new Property Management System (PMS), you are embarking on a process that demands careful consideration. Every hotel is unique, with its specific needs and requirements. Therefore, it’s crucial to remember that what works for one hotel may not always be the best solution for your specific hotel operation.

It’s of utmost importance not to rely solely on others’ recommendations but to diligently conduct your investigation. This ensures that you invest your resources in the system that best suits your business.

Engage the Right Expertise

When undergoing the investigative process, it’s wise to involve someone, either within or outside your organization, who possesses a deep understanding of your facility’s specific system requirements. This could be a project manager, IT director, or an experienced consultant with a history of working with various international systems. Consider seeking the assistance of a third party when exploring systems. A third-party consultant or advisor with an extensive network of vendors can be invaluable. However, it is crucial that this individual has no hidden agenda favoring a specific vendor, as it could negatively impact the decision-making process.

Create a Detailed Requirements List:

A central part of the investigation is creating a detailed requirements list. Ask yourself what you aim to achieve with your system and where you see your facility in five years. Also, identify what is lacking in your current PMS system and evaluate its user-friendliness across all departments of your operation. By clearly defining your goals and requirements, you can select a system that best aligns with your long-term vision.

Verify Two-Way Integrations:

Many systems offer two-way integrations with other systems, such as booking engines and payment solutions. However, ensuring the integration’s existence is not enough. Many of these integrations are tailored to specific customers and may not meet your particular needs. It’s important to thoroughly verify how it functions in practice, as poorly implemented two-way integrations can lead to unnecessary complications and costs. During the system investigation, it’s good practice not only to inquire about the existence of a two-way integration but also to assess how the system’s usage is structured.

Pros and Cons of Cloud-Based PMS:

Choosing a cloud-based PMS system offers several advantages, including accessibility and flexibility, automatic updates, cost-effectiveness, and built-in backup. You can easily manage your business from different locations and stay current with the latest software without significant initial investments. However, there are some drawbacks, such as reliance on an internet connection and data security and privacy concerns. It also involves a different way of working, as the majority of these systems do not include a Night Audit, which implies a change in procedures. Therefore, it’s crucial to involve the finance department in the project as well.

Focus on Real Needs:

Although it may be tempting to select the most feature-rich PMS system or the one with the most convincing sales presentation, it’s usually not the best option for your specific needs. Carefully consider what you genuinely require and what your staff will use daily. Avoid investing in features that you will never use. A more streamlined solution can be cost-effective and prioritise what truly matters to your hotel operation. Prioritise user-friendliness and compare costs among different providers.

In conclusion, the choice of a PMS system is crucial for your hotel business and should not be made hastily. By conducting an investigation and focusing on your specific needs and goals, you can ensure that you select the right system for your operation.