26. November 2024

Goodbye Paper, Hello Efficiency: Woolacombe Bay’s Success Story with Sweeply

Category: 4-star Luxury Family Hotel Features: Seaside Views, Alchemist Spa, Salt Gymnasia, Bay Brasserie, NEO Cinema, Tennis Courts, and proximity to top surf spots.

Nestled along the breathtaking coast of North Devon, Woolacombe Bay Hotel is a destination that combines luxury, relaxation, and adventure. Known for its splendid views, high-end amenities, and focus on family-friendly experiences, the hotel offers diverse services, from the Alchemist Spa to the cosy NEO Cinema and a host of outdoor activities. The hotel prides itself on delivering exceptional guest experiences, but as Robert Vargau, the Housekeeping Manager, notes, maintaining a property of this calibre comes with unique challenges.

The Challenge: Managing Housekeeping in a Luxury Hotel

Woolacombe Bay is a large property with 63 rooms, many boasting stunning views of the Atlantic Ocean. However, the hotel operates without a general manager, leaving department managers like Robert with significant responsibilities. Housekeeping, in particular, presented unique challenges: the team needed to communicate in real-time to coordinate cleaning, manage guest requests, and prepare rooms promptly.

"Before Sweeply, I used to handle room assignments and updates through multiple phone calls and walkie-talkie communications throughout the day," says Robert. "On busy days, I’d end up with over 50 calls, and our check-in and check-out communications were often delayed. We even had to assign rooms on paper, and this process could get chaotic."

Manually managing such a complex operation impacted the efficiency of the housekeeping team and the overall guest experience. Robert and his colleagues recognised that they needed a more streamlined and professional approach to housekeeping to maintain Woolacombe Bay's reputation.

The Solution: Introducing Sweeply at Woolacombe Bay

Robert discovered Sweeply through a colleague who attended the Independent Hotel Show in London. Recognising the need for a digital solution to improve housekeeping, he explored Sweeply as a tool that could provide real-time visibility, reduce stress, and efficiently organise tasks.

"Sweeply seemed like the perfect solution," Robert explains. "It could help us avoid those endless calls, reduce the noise from radios and phones around guests, and allow us to coordinate in a more discreet, professional manner."

The transition to Sweeply was smooth, thanks to Sweeply’s onboarding process. Woolacombe Bay’s team participated in online meetings, received access to the app, and engaged in a month-long free trial to familiarise themselves with the platform. During this trial period, Robert introduced the system to the housekeeping team.

"I thought training everyone—especially given the different age groups—would be challenging," Robert admits. "But everyone adapted surprisingly quickly. We were up and running within a month, and Sweeply’s live support was always there when we needed them."

Integration with Guestline: A seamless process

One of the major benefits of implementing Sweeply was its compatibility with the hotel’s existing PMS, Guestline. Integrating the two systems allowed for automatic updates on room status, which was a game-changer for Robert and his team.

"The integration was incredibly easy. All we had to do was link the tools—there was no fee or hassle," Robert shares. "Now, when a guest checks out, we see it immediately in Guestline, and we can assign tasks in Sweeply in real-time."

Key Benefits of Sweeply: Reduced stress and Improved efficiency

With Sweeply, Woolacombe Bay’s housekeeping operations transformed. The team now benefits from real-time task updates and a less stressful, more organised work environment.

"One of the biggest changes is that our team feels much less stressed. The old system left us with missed messages and no real-time visibility, which caused confusion," Robert notes. "With Sweeply, everyone knows their tasks, which rooms need attention, and how much time they have for each room. It’s a simpler way of working that everyone appreciates."

Some measurable improvements include:

Less time on setup: Sweeply allows Woolacombe Bay to set estimated cleaning times for different room types, which vary greatly in size and layout. This saves setup time and makes assignments more efficient.

Better communication: The housekeeping team can communicate through the app, eliminating disruptive phone and walkie-talkie calls. This enhances the guest experience, as they are no longer exposed to housekeeping communications.

Increased focus on Management: For Robert, Sweeply’s transparency and automation mean he can focus more on managing operations and less on fielding calls. "I can keep an eye on what’s happening and spend my time on other important tasks," he says.

An indispensable tool for Housekeeping

Now, after nearly a year with Sweeply, Robert and his team can’t imagine returning to their old system. "Looking back, we’d find it almost impossible to return to paper and calls," he admits. "Sweeply has made our work so much smoother and more organised."

With around 20 staff members in housekeeping and facilities, Woolacombe Bay’s operations have evolved significantly thanks to Sweeply. Robert confidently recommends the app to other hotels facing similar operational challenges.

"I would absolutely recommend Sweeply to every single hotel. It’s simple, effective, and saves time. We’re very happy with it," he concludes.

Interested in having a Sweeply demo and seeing how you can benefit from better workflows? Book a call with our team: https://getsweeply.com/