| High-End software does everything you could
conceivably want, but are too expensive for most small businesses. Smaller, inexpensive
systems, on the other hand, are continually adding new services which can be thought of as
tools. Put together a few inexpensive tools and you can make a complete system for pennies
on the dollar to what the big hotels and resorts pay.
Dear Fellow Innkeeper,
There are so many computer products available today for
streamlining your business, such as:
- accounting
- reservations
- marketing campaigns
- front desk POS
- reports
- and inventory.
This article is to help you find your way through this
maze... but beware! If you make a wrong turn, you might end up with a product that doesn't
work for you. You could spend a lot of time and money and end up setting yourself back.
It can be hard to switch to these products, especially with
such a wide range of different tools. Despite the difficulties choosing, you still have to
modernize to improve your efficiency. People are getting used to booking travel online and
taxes only get more complex. If you don’t modernize you could be left behind and
unable to compete. Your work days keep getting longer and you cannot afford to hire more
employees, so why not put your computer to work.
There are two ways that companies market their
products:
1. A company that supplies all the various tools integrated
into a single package. If you buy a product that has too many features it forces you to
abandon your current way of doing business. For instance,
- If your website has pictures and descriptions of your rooms,
you do not need these duplicated.
- If you currently work with an agency and want to automate
the reception desk, get reports, or get help with taxes, you have to abandon your current
way of doing business.
2. A company that sells tools separately and supports
connectivity with other companies (such as agencies.) But don't mix and match tools from
different companies unless you are sure they are compatible. Even if you get all your
tools from the same company, be sure they are compatible with the tools you already have,
such as a POS Credit Card Station. Buying parts separately gives you more freedom, but is
a bad idea if you are not completely in tune with your current system's compatibility's.
Making your own system may be a good idea, but there are
obstacles that you need to be aware of. To make things more difficult, the company you buy
from may go out of business, or change some feature you relied on. If you bought a tool
that does your taxes and then it becomes obsolete, you're stuck.
To summarize:
If you buy a complete package you are forced to abandon
your current methods and tools. If you buy individual tools you may lack the expertise to
make it all work.
One thing is certain: You can not afford to waste time.
Don't saw off the branch you are sitting on - don't end up with the wrong product. You
could end up using a system that doesn't work for you. The more you know about who offers
what and how their product works the more likely you are to find a solution that fits your
needs.
I know that finding all this information on the web can be
a major task so I have put together a free feature comparison chart at
www.onlinetoolstoday.com/Chart.aspx You can use my chart to see the different software
available and what features they offer.
In Addition, There three are different methods of
accessing these tools:
- Tools that only run in Windows and only reside on your
computer.
- Tools that run in Windows and are linked to online tools
(mixed mode).
- Tools that run completely online; these only require you
have an internet connection.
Tools that Only Run in Windows
These have been around the longest and are easy to use but
do not offer online reservations.
They have different requirements depending on the program,
and in general require your computer is up to date and running Windows. Some tools offer
interface options to third party online reservation systems. They run on your computer and
require you to setup and update the software yourself ($). If your computer crashes
without proper back up, it's a disaster. You should have a good antivirus package, and a
reliable backup plan. Most of these programs only run on a single computer. If you want to
have multiple points of access, you may be out of luck, so make sure it's offered! This
solution is good if you have a small Bed and Breakfast and are good with computers.
Mixed Mode: Tools that Run in Windows and are
Linked to Online Tools
The more popular the internet becomes, the more people want
to book their rooms online. To meet this demand for online booking many businesses allow
you to make a room request via email. This method of taking email requests does not get
credit card information (because of security reasons.) Another problem with this method is
that a simple form will not tell your customers whether the room they have requested is
still available.
Online tools can solve both these problems. Mixed mode is
when the reservation tools goes online. That's why your computer needs to a way to
communicate with the online reservation tools.
Online tools take some training and you need to be aware of
some pitfalls. It requires you to install a Windows based program that automatically links
to your online account.
This synchronization basically keeps your available
inventory and prices current. You will need all your rooms priced for the whole year in
advance and you will have to report cancellations immediately to avoid overbooking. The
credit card information is collected by a secure link and you may be required to have a
high-speed “always on” Internet connection. When a reservation is made online
you receive and email or fax.
Things to be aware of when using mixed mode:
In addition to paying commission, Travel Agencies generally
require you to set aside rooms for them to sell. You are not limited to one reservation
tools provider. Some providers will publish your room availability worldwide on the Global
Distribution Systems (“GDS”), but this will add a service charge per room (on
top of any travel agency's commission.) There are several ways to get more bookings:
Promote the web reservation capability of your own site.
Have online search engines and directories link to your site. Pay agencies to refer
customers to your site. Before choosing a mixed mode system, make sure they provide the
features you need. Reservation online includes features such as automatic email
notification, credit card payments, and marketing newsletters.
100% Online Integrated Front Desk and Reservation
Systems
These are the newest and most trouble free systems. There
are no requirements other than to have a computer with internet access. These systems
might cost a little more but they are generally easier to work with and understand. There
isn't much to explain.
Generally you will find the following features:
- You can work at multiple computers at the same time with no
problem since the tools are online.
- Data downloads are available so that accounting software can
make charts and reports or do taxes.
- Credit card information can be copied right off the screen
if necessary.
- Customer email confirmation and marketing is automatic and
intuitive.
- Automatic email on availability or cancellations is sent to
outside agencies to keep them updated.
- If you have an existing web page, to use these tools
involves adding one line of HTML.
- If you don't have a website, these tools can serve as your
website. Updates to the tools are automatic and instantaneous.
- Customer support can view your site directly, which makes
your problems easier to solve.
If you are offline, you should not take reservations over
the phone - instead, tell your customers to book their room online. The system will know
what rooms are available, even if you don't. You should make nightly downloads of your
reservations so that all your expected guests can be kept on a paper printout. Walk in
traffic can be kept on paper and entered when you do have access. |
