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MANAGER ON DUTY (MOD) POLICY & STANDARD CHECKLIST
This MANAGER ON DUTY POLICY AND STANDARD CHECKLIST was prepared for use by<br>operations under the management of Swiss-Belhotel International. It is the responsibility of the<br>Regional Operations Managers and team to ensure the full and proper implementation of the<br>Manager on Duty policy and standards described in this Form.<br>This MANAGER ON DUTY POLICY AND CHECKLIST STANDARDS was last updated on 2021-02-<br>05, and has been approved by the Senior Vice President – Operations and Development –<br>Indonesia.
THE 7 SENSES OF SWISS-BELHOTEL INTERNATIONAL
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Remember that in everything we do, we ensure a complete experience based on the 7 Senses of
Swiss-Belhotel International.
QUALITY AND VALUES
Swiss-Belhotel International embraces qualities and values that are quintessentially Swiss – and our
hotels deliver on this promise in some of the most exotic and chaotic locations in the world.
HOSPITALITY AND CARE
Swiss-Belhotel International is warm and welcoming. A spirit of homeliness, a feeling of appropriate
familiarity and friendliness. Knowing you’re surrounded by people who truly care
SIMPLICITY AND SPECIAL TOUCHES
No matter where you’ve traveled from, you will treasure the simple pleasures, the calm capability
and all those little touches that Swiss-Belhotel International delivers every day.
DISCRETION AND PRIVACY
Your privacy is appreciated and guarded with the utmost respect and confidentiality. It’s the SwissBelhotel International style.
SAFETY AND SECURITY
Swiss-Belhotel International means you are in a safe environment, ever-dependable and always
secure – allowing you to fully enjoy your stay, to experience the wonder of your destination or
conduct your business with confidence.
WELLNESS AND REJUVENATION
At Swiss-Belhotel International, you will be able to rejuvenate, relax and replenish after exploring,
partying, shopping, or simply doing business in exciting and different destinations.
EFFICIENCY AND DETAIL
At every level of our business, we look after every level of yours. Staying with us is easy because we
take care of the details.
GENERAL POLICY
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Below is the general SBI policy regarding the Manager on Duty program as well as a sample checklist, which must be customized, i.e. created and implemented by each hotel accordingly.
Each individual hotel’s policy must be established according to the hotel’s specific situation in terms of weekend days, the work schedule of staff and management as well as the hotel’s business pattern.
The checklist must be customized according to the hotel’s services, facilities and layout, as well as make sense in terms of a physical walk-through and hotel/room layout, etc.
Checklist responsibilities must be devised according to specific positions, job titles and reporting lines of each hotel (i.e. Hotel Manager vs. Director of Operations /Resident Manager / Resort Manager, etc., Guest Services Manager vs. GuestRelations Manager / Front Office Manager, etc.).
POLICY
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Objectives:
[*] To establish a policy for Hotel Management to provide proper supervision after daytime office operation hours, weekends, and Public Holidays.
[*] To maintain the best image of the Management team of an SBI hotel and seek the guest’s valuable comments and needs.
PROCEDURES
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[*] Executive Office will issue the monthly MOD Duty Roster by the end of the current month. Any
changes to the schedule must be approved by the General / Hotel Manager (or equivalent) and
amendments should be issued again to respective departments/employees concerned.
[*] The working schedule for MOD is as follows:
√ On Saturday and Sunday (or equivalent) respectively, the duty hours for MOD are from 1800 hrs
till 0900 hrs (Saturday to Sunday) and 0830 hrs to 0900 hrs (Sunday to Monday).
[*] The MOD is also required to participate in the next Morning Meeting conducted by the General /
Hotel Manager and in his absence chair the meeting as required. The MOD is required to go
through the MOD reports and highlight the findings to the concerned HOD.
[*] Besides reviewing the operations and mingling with the guests, the MOD will conduct a walk-
through to the heart of the house areas focusing on cleanliness, with particular attention to the
overall grooming standards of the on-duty employees.
[*] The MOD is expected to report on duty at PBX Centre or Front Desk and notify the Guest Relations
Manager/Duty Manager/Front Desk Agent on duty.
[*] The MOD should print the “Manager on Duty Check List” and inspect all areas within the hotel as per
the checklist.
[*] Be highly visible to the hotel employees and major Catering/Banquet guests whenever possible and
assist where necessary.
[*] Conduct courtesy greetings to the guests in the lobby or other outlets.
[*] The MOD needs to make contact with at least 2 in-house guests to gather guests’ valuable
comments and feedback.
[*] The MOD is entitled to dine at any outlet to test the food and service quality. The MOD needs to sign
on the officer check and add “M.O.D.” on the check.
[*] The MOD must be present during Breakfast time to monitor the service and kitchen operations
[*] The Guest Relations Manager/Duty Manager/Front Desk Agent will report anything unusual directly
to the MOD for further instruction during their duty hours.
[*] At the end of duty, the MOD should inform PBX Centre or Front Desk as well as Guest Relations
Manager/Duty Manager/Front Desk Agent on duty. Subject to room availability, the MOD can stay
overnight in a hotel room
[*] All the tasks listed in the “Manager on Duty Check List” should be completed and sent by email at
the end of the MOD Shift to the General / Hotel Manager and Heads of Departments
[*] Compensation leave for MOD must be cleared within 21 days, no accrual is encouraged, and non-
clearance will be deemed to be forfeited.
MANAGER ON DUTY (MOD) BASICS
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Commencing
- Inform PBX or Front Desk that you are on duty and your pager/mobile number. Obtain an on-duty
pager from PBX or Front Desk if you do not have one.
- Ensure that your pager/ mobile phone is working.
Going off duty
- Inform PBX or Front Desk that you are going off duty.
- Complete the checklist and submit it to the General Manager’s office at the end of your shift.
Duties
- Inspect all areas within the hotel as per the checklist.
- Inspect external surroundings.
- Check TWO random guest rooms and all VIP rooms.
- Greet VIP arrivals and offer assistance to guests as required.
- Solicit comments and guest opinions.
- Check F&B service standards and food production
- Check COVID standards
MOD REPORT
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MANAGER ON DUTY
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DATE
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Arrivals
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Departures
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Occupancy
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Quarantine Guest Total
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Arrivals
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Departures
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VIP In House
Staff On Duties
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Front Office
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GSM
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Housekeeping
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Food and Beverage
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Engineer
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LP
VIP's Arrivals - check with Front Desk the arrival time and greet VIP guests in the lobby
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Functions / Events
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Guest Interaction - complete feedback form and enroll the guest in SB Rewards if necessary
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Other Comments and Overall Highlights
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MOD WALK-THROUGH CHECK LIST
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DATE
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INSPECTED BY
HOTEL AREAS
Entrance Lobby, Concierge, Bell Desk
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Organization & cleanliness
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Door and mirrors are clean.
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Hand washing sink, hand soap & Paper towel at lobby area are available
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UV Box at lobby entrance work properly
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Disinfection carpet at lobby entrance clean and given liquid disinfectant
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Hand sanitizers at lobby area are available
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Lighting
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Air-con/heating
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Signage, posters, reader board, electronic displays
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Elevators functioning properly
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Signages physical distancing in the elevator are in good condition
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Luggage distribution/room organized and arranged
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Guest luggage’s are disinfected first before handled by concierge staff
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Racks of concierge storage are disinfected every 4 hours with disinfectant sprayer
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Concierge’s trolleys are disinfected every 4 hours with disinfectant sprayer or after handling guest luggage
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Guest restrooms are clean and tidy and have sufficient supplies.
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Promotional material maintained
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Employees grooming, wear name tags and attentiveness
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Employees PPE are used properly: Linen mask, Face shield & hand gloves
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Guest service officer
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LP employee at post
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LP Staff that in charge at lobby area are monitor the condition COVID-19 protocols of guest at lobby lounge area:<br> − There is no guest that take off the mask<br>− There is no guest that gather
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Guest body temperature that will enter Hotel area are checked & recorded by LP Staff
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Lobby marble floor properly polished.
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Taxi service available
Gift Shop / Sweet n Go
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Staff friendliness
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Organization & cleanliness
Hotel Perimeter
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Signage of hotel
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Flags
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Traffic Flow
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LP guards at post
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Outside area clear of debris
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Car park area (LG, B1) clean, lighting maintained
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Plants are in good condition
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Other comments
Fitness Center
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Organization & Cleanliness
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The maximum capacity in the fitness is monitored
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Disinfectant chemicals are available
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Fitness equipment are disinfected directly after using by guest
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Hand sanitizers are fulfilled at every fitness equipment
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Plastic divider are attached to every equipment & in clean condition
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Staff using PPE:<br>- Mask & face shield during escort the guest<br>- Mask, face shield & hand gloves during cleaning & sanitize fitness equipment
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Hotel service desk properly set up
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Employees on duty
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Cleanliness of locker room/ restroom
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Physical distancing at locker & restroom are maintained
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Locker & restroom area disinfect after using by guest
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Cleanliness of gym area
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Gym area are sprayed with ULV Machine (disinfectant) before open and when closing time
Pool Area
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Guest registration forms are filled
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Cleanliness of pool area
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The number of guests in the pool area is limited
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The maximum capacity in the pool terrace is monitored
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Hand sanitizer are available
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Staff on duty using PPE: Mask, face shield & blue rubber gloves
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Disinfectant chemicals are available
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Signage related pool information are displayed well
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Signage “No lifeguard on duty” are placed when the staff is not in the pool area
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Water quality board (pH & Chlore) is up to date
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Other comments
Reception
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Organization & cleanliness
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Sticker physical distancing are in condition (Lobby entrance, guest lift landing, concierge, gallery, etc.)
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Hand sanitizer are available at front desk reception
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UV Box for pen & card are work properly
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Key card that using by the guest are sterilized first with UV Box
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Money received by guests are sterilized first with UV Box
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Lighting
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Air-con/Heating
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Signage & Posters
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Elevators functioning properly
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Luggage distribution/room organized and arranged
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Check-in/out efficient
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Staff grooming and attentiveness
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Employees PPE are used properly: Linen mask, Face shield & hand gloves
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Guest service officer
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Reception desk & acrylic flexi glass are sanitized every 4 hours by Public area staff
Public Restrooms
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Cleanliness and fresh smelling
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Mirror
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Hand soap, paper towel, toilet tissue
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Water & toilet flush in working condition
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Guest toilet are disinfected every 4 hours by public area staff
Executive Lounge
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Lounge clean and properly set-up
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Hand sanitizers are available
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Maximum guests’ capacity in the lounge is respected
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GRO desk always in neat condition
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Guest list that using the lounge filled properly
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Air-con/ heating
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Public restroom
Floor Check
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Floor Check
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Corridors and stairwells clear and properly lit
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All storage rooms locked
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Room service trays not picked up
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Emergency exits clear, properly lit & free of obstacles
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Pantries areas are in clean & tidy condition, door properly closed, and the pillow / blanket stored in plastic
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Mattresses at the pantry floor are covered with tarpaulin
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Firefighting equipment in place and in good condition
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Emergency exit lamp are in good condition
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Ceiling of the corridors free of spider webs
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Fire extinguishers available and expiry date current
Roof Top and Water Tanks Trap
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Water Tank traps are locked and properly secured
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Doors leading to Roof Top is locked and secured
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CCTV Surveillance cameras are installed outside the door in the Roof Top and working properly
Airline Crew Lounge
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Staff friendliness
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Organization & Cleanliness
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Table & chair set as per physical distancing protocols
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Temperature & humidity good
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Fresh smelling
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Snack Display on the table
Kitchen Areas
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Kitchen service corridor - cleanliness
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Temperature & humidity in good condition
Chillers work properly (5°C) a Hot Kitchen
Freezers work properly (-18°C) a Hot Kitchen
Chillers work properly (5°C) a Cold Kitchen
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Freezers work properly (-18°C) a Cold Kitchen
Chillers work properly (5°C) at Banquet Kitchen
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Freezers work properly (-18°C) at Banquet Kitchen
Chillers work properly (5°C) at LG
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Freezers work properly (-18°C) at LG
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Food are well stored (Wrapped, stored as per the food type and labelled)
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Trash bins are closed, clean & maximum 3/4 full
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Staff using PPE with proper: Mask, Face shield & hand gloves
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Drains are clean and no smell
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No staff have placed their own glass or drinking bottle in the production area
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Nails of food handler staff are clean & short
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Uniform of food handler are in clean condition
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Hand washing area with soap, paper towels and hand sanitizer are properly set up
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Ice cube machines are in good condition
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Kitchen equipment are in good condition
F&B Service area (Restaurant / Function / Ballroom)
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Area in clean condition
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Sneeze guards are available
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Food are well covered
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Food served by staff not directly by guests
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Staff well groomed & use name tags
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Staff using PPE with proper: Mask, Face shield & Hand gloves
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Number of Guests according to health protocols
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Guests are following health protocol
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In and Out signage visible at entrance and exit of the room
PABX
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Organization & Cleanliness
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Information Board updated
Employee Cafeteria
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Cleanliness
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Hand washing area with soap, paper towels and hand sanitizer are properly set up
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Employee cafeteria area sprayed with disinfectant 2 times per day with ULV Fogging
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Menu of the day correctly prepared
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Quality of food correct
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Quantity of food proper
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Physical distancing at dining area is implemented
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The employees of cafeteria are using PPE properly:
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Mask, Apron, Hair Cap & Hand gloves
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Food are served by staff employee cafeteria
Other Back of House Areas (Corridors, Engineering, Stores, Security, Executive Office)
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Cleanliness
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Hand sanitizer at corridor & office areas are available
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Other comments
CCTV Rooms
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Cleanliness
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All CCTV footage are live and good quality
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Security Guard on duty
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Other comments
Staff Entrance Area
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Security Guard on duty
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Cleanliness
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Hand sanitizer at corridor & office areas are available
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Temperature body scanning working properly
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Security staff are recording the temperature body checking result
Bicycle Parking
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Cleanliness
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Other comments
Male/Female Lockers
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Locker
- MALE
- FEMALE
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Cleanliness
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Good Ventilation and no smell
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Hand soap & hand sanitizer are available
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Physical distancing at locker area is maintained
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Employees are wearing masks when in the locker area
Male/Female Dormitories
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Dormitories
- MALE
- FEMALE
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Cleanliness
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Other comments
Other areas (corridors, uniform room, offices)
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Cleanliness
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Office area are disinfected every night shift
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Other comments
Receiving Dock/Garbage Room/Machine Room
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Security Guard on duty
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Cleanliness
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There is no indication of cross contamination at receiving area
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Fruit & vegetables received are washed with cleaning chemicals before being taken to the kitchen area
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Hand soap, paper towel and had sanitizer are available at receiving area
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Other comments
Detailed Inspections
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F&B Outlet Inspection – Checklist / Audit Form Completed
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Guestroom Inspection – Checklist / Audit Form Completed
MOD HOTEL GUESTROOM INSPECTION CHECKLIST
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DATE
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INSPECTED BY
GUEST ROOM AREA
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ROOM INSPECTIONS
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Room Number
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Door
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Sticker “Room sealed” is installed properly
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Emergency evacuation route sticker
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Lobby light
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Mini-Bar
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Refrigerator
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Closet
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Luggage rack
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Television
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Writing table
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Stationery
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Table lamp
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Desk & Chair
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Waste basket
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Coffee table
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Easy chair / sofa/ settee
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Standing lamp
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Window
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Curtain
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Bedcover
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Picture
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Night table
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Telephone set
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Carpet
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Wallpaper
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Air-condition
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Door
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Light
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Marble counter
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Wash basin
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Mirror
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Tissue holder
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Toilet roll cover
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Toilet bowl
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Telephone set
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Shower head
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Bathroom amenities
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Bath linen
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Bathtub / shower curtain
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Waste basket
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Floor
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Wall
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Cloths line
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Ceiling
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Lights
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Air-condition
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Tables
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Chair
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Sofas
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Floor
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Television
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WiFi Internet speed (in Mbps)
MOD DINING INSPECTION CHECKLIST
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DATE
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INSPECTED BY
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1. Was it long before you were seated to a table?
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2. Were you warmly greeted by the hostess?
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3. Did the greeter check body temperature up on guest arrival?
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4. Were you offered a drink? Up sell?
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5. Was a touch less menu available in restaurant?
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6. Were you given a menu immediately?
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7. Music Volume?
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8. Was your order taken promptly and efficiently?
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9. How long before the first item you ordered were served?
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10. Was the presentation of the food satisfactory?
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11. Varieties of dishes?
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12. Was the quality & temperature of the food satisfactory?
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13. Were the chinaware, glassware, menu etc chipped or unclean?
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14. Were the table linen, menu and staff uniform clean and tidy?
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15. Was the overall quality of service up to standard?
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16. Employee focus on and anticipate guest needs?
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17. Was the employee smiling?
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18. Employee knowledge of products of the restaurant
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19. Enough staffing? Nametags?
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20. Employee that handling using proper PPE: Mas, Face shield & hand gloves?
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21. Buffet food are served by the staff?
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22. Did the approximate number of guests exceed the restaurant capacity in new era?
OTHER DEFECT WALK-TROUGH
- Other Defect While Walk-Trough
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Defect Picture