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Fohlio is a comprehensive specification and procurement tool that helps users take on larger projects. Empower teams to open stores faster and improve their operational workflow with specification, prototyping, estimating, and procuring tools.
In the past years Fohlio has been speaking to clients, we've noticed a surprising trend: even major players in the industry often stick to old-school, manual tools. It's quite common to see hospitality giants relying heavily on Excel, despite the growing pains it brings, especially as they expand to more locations.
Yep, you read that right – in an age of cutting-edge tech, they're clinging to those familiar, albeit clunky, spreadsheets for managing everything from pre-opening chaos to managing FF&E and OS&E supply operations.
As hotel brands continue to expand and diversify, the limitations of these traditional methods are becoming increasingly apparent. What once may have sufficed for smaller-scale operations now struggles to keep pace with the demands of a burgeoning industry. The result? A landscape rife with challenges, where navigating the complexities of pre-opening tasks and operational efficiencies resembles traversing a labyrinth.
As hotel brands get bigger and more complicated, it's becoming clear that the old ways of doing things (spreadsheets) just don't cut it anymore.
What used to be a straightforward to-do list has turned into a tangled mess of challenges that need some serious untangling. With all this growth and complexity, it's no wonder there's a buzz about finding smarter ways to run the show.
Enter digitalization and all its transformative glory. The hospitality industry is on the brink of a major makeover, swapping out outdated methods for sleek new tech solutions. It's like we're hitting the reset button, gearing up for a whole new era where innovation reigns supreme. Get ready to see how this digital revolution is reshaping the game from top to bottom.
Pain #1: Fragmented FF&E and OS&E data
One of the major challenges plaguing hospitality pre-opening and operations is the fragmentation of data related to furniture, fixtures, and equipment (FF&E) and operating supplies and equipment (OS&E).
With data scattered across various spreadsheets, documents, and systems, keeping track of crucial details becomes a daunting task.
This fragmentation not only leads to inefficiencies but also increases the risk of errors and miscommunications. Hospitality pros find themselves grappling with the arduous process of consolidating disparate data sources, hindering their ability to make informed decisions and effectively manage projects.
For instance, designers embarking on new hotel projects may specify items that are not readily available or feasible for procurement, leading to discrepancies between design intent and practical execution.
These discrepancies can cause errors and delays in project timelines, further exacerbating the challenges posed by fragmented data management.
Centralizing product data emerges as a pivotal solution. By consolidating all FF&E and OS&E data into a single, centralized platform, hospitality professionals gain unprecedented control and clarity over their projects.
Learn more: How to Manage FF&E and OS&E Options Within Hotel Brand Standards
Centralizing product data eliminates the need to sift through multiple spreadsheets, documents, and systems, saving time and minimizing errors. With all information accessible from one location, managing and tracking crucial details becomes streamlined and efficient.
Pain #2: Manual maintenance of brand standards
Maintaining consistent brand standards across multiple properties is essential for fostering brand identity and guest satisfaction. However, the manual nature of brand standard maintenance poses significant challenges for hospitality brands.
Without a centralized system in place, ensuring adherence to brand guidelines becomes a cumbersome and time-consuming process. From manually updating templates to communicating changes across teams, it’s an uphill battle for brand consistency, often resulting in inconsistencies and deviations from established standards.
Learn more: How to Streamline Brand Standard Changes Across Your Hotel Franchises
By crafting templates containing brand-approved specifications, known as product blocks, you can guarantee that each new project adheres faithfully to established brand standards. This approach ensures consistency across all endeavors, aligning each specification precisely with your brand's identity and requirements.
Pain #3: Manual vendor catalog and pricing management
Relying on outdated methods such as spreadsheets and email communication, hospitality professionals struggle to keep track of vendor information and pricing details.
This manual approach not only consumes valuable time and resources but also increases the likelihood of errors and discrepancies. Hospitality brands find themselves grappling with the challenge of maintaining accurate vendor catalogs and pricing data, hindering their ability to make informed procurement decisions and control costs effectively.
Learn more: Manage Approved Vendors and FF&E Brand Standards With Less Effort
To tackle the challenge of manual vendor catalog and pricing management, Fohlio offers a comprehensive solution. Our platform streamlines the entire process by providing a centralized database of vendors and pricing information.
Compare quotes and seamlessly import information directly from suppliers into the software, eliminating the need for manual data entry and ensuring accuracy in pricing and product details.
Pain #4: Manual budgeting
Configuring formulas in Excel can be an incredibly laborious task. Picture this: for every new project, you're faced with the daunting chore of setting up formulas from scratch. Whether it's calculating taxes, factoring in shipping costs, or tallying up client expenses, the process can eat up valuable time.
However, envision a solution where all these calculations are automated for you seamlessly. By adopting software that handles these tasks effortlessly, you not only save significant amounts of time but also streamline your workflow. With automation taking care of the heavy lifting, you're free to focus on more strategic aspects of your projects, boosting productivity and efficiency in the process.
Picture this: with automated calculations and templated workflows, you can elevate your precision to a whole new level.
Learn more: Stay on Top of Your Hospitality Project Costs: 3 Ways to Manage Budgets
Not only does this streamline the creation of computations and pricing on a unit level, but it also enables effortless generation of estimates for clusters of spaces. The result? Crafting project budgets that are not only precise but also closely aligned with reality becomes a breeze.
By harnessing the power of automation, you empower your team to work more efficiently, minimize errors, and ultimately achieve greater accuracy in project planning and budgeting.
Pain #5: Manual procurement
Managing procurement processes manually with Excel is not just cumbersome, it's also rife with potential losses. Countless hours spent navigating spreadsheets, inputting data for vendor selection, purchase orders, deliveries, and payments.
The risk of errors is ever-present, with manual entries prone to typos and discrepancies. Communication breakdowns among stakeholders are common, exacerbating the problem.
Learn more: What is FF&E and OS&E for Hospitality Design + Procurement?
Without real-time visibility and collaboration features, the likelihood of missed opportunities and costly mistakes skyrockets. In essence, while Excel may seem familiar, relying on it for procurement can lead to significant losses in time, resources, and efficiency.
Software with real-time updates transforms procurement by providing instant visibility across all stages. Stakeholders can track progress, monitor inventory, and address issues promptly. It fosters collaboration, ensuring efficient teamwork and data accuracy. This leads to smoother workflows and better outcomes, ultimately saving time and costs.
Pain #6: Communication Issues
Operating with a siloed and highly manual process can gradually erode team cohesion over time. Fostering a collaborative environment entails arming your team with the appropriate tools to simplify their roles.
However, relying solely on Excel can obscure real-time data and introduce complications in management. This limitation not only impedes effective decision-making but also undermines the overall efficiency of the team.
By transitioning to a more integrated and automated system, such as specialized procurement software, teams can access up-to-date information seamlessly. This not only enhances transparency and accuracy but also promotes collaboration, ultimately bolstering team cohesion and productivity.
Furthermore, it saves valuable time by eliminating the need for redundant work and mitigates the risk of errors inherent in manual data handovers. With streamlined processes and automated data management, the potential for discrepancies and duplicative efforts is significantly reduced. This not only enhances efficiency but also ensures the integrity and accuracy of data across the board. As a result, teams can allocate their time and resources more effectively, focusing on strategic initiatives rather than repetitive tasks.
In conclusion, the shift towards digitalization in hospitality pre-opening and operations is undeniable. As outlined throughout this blog, the industry faces significant challenges stemming from fragmented data management and manual processes.
However, by embracing digital solutions, hospitality professionals can overcome these hurdles and unlock new levels of efficiency and effectiveness. The benefits are clear: streamlined workflows, reduced errors, enhanced collaboration, and ultimately, improved project outcomes.
As the digital landscape continues to evolve, it's imperative for hospitality brands to adapt and leverage these technologies to stay competitive and deliver exceptional experiences to their guests. Embracing the digital evolution isn't just an option; it's a strategic imperative for success in the modern hospitality landscape.
Fohlio is a comprehensive specification and procurement tool that helps users take on larger projects. Empower teams to open stores faster and improve their operational workflow with specification, prototyping, estimating, and procuring tools.
