Sharpening Written Communication Skills in Hotel Management

 

To begin with, In the hospitality industry, written communication plays a vital role in ensuring seamless operations, providing excellent customer service and maintaining a professional image. The Hotel manager and staff should thrive on strong written communication skills so as to convey messages, acknowledge the queries and resolution of the  issues in a more efficient manner.

        

Importance of Written Communication skills in Hotel Management

There are umpteen reasons that justify the pertinence of written communication skills in hotel management that are discussed as follows:

1.     Clear Communication- Written communication emphasizes on the clear and logical understanding of messages and it helps to avoid misunderstandings and miscommunication.

2.     Professional Image – Well written documents, emails and reports showcase the professionalism and attention to each and every detail specifically. This enhances the positive reputation of the Hotel.

3.     Customer Satisfaction- The aim of written communication is to effectively assist customer complaints and respond to the queries as early as possible. Consequently it harbours satisfaction and loyalty of the customer.

4.     Operational Efficiency- Written communication enables the smooth functioning of the responsibilities, roles and procedures of the staff.

 

Types of Written Communication in Hotel Management

 

To ease up written communication, there are number of tools that Hotel managers and staff can use, that includes:

 

1.     Emails- It enables an individual to respond to the queries, issues and communication of the customer.

2.     Reports - The writing of reports includes the feedback provided by the guest, performance in operations, and the analysis based on financial aspect. It is therefore an important   part of  written communication.

3.     Memos - It entails the written communication in form of the policies, working procedures and updates to the staff.

4.     Guest Correspondence - It stresses on the response given through the letters to the guest, their comments and dissatisfaction.

5.     Social Media - The promotion of the hotel on various social media platforms and the engagement of clients is necessary that can be done through writing vlogs on these platforms.

Tips for Sharpening Written Communication Skills

Following are some of the pointers that can be utilised to sharpen Written Communication skills in Hotel Management:

1.     Familiarise yourself with your audience- Improvise your calligraphy and tone to the visitors, colleagues and suppliers.

2.     Coherence and Cohesion- The written communication needs to stress on the simplicity of the language. So that the readers should not get confused by the usage of technical terms and jargon of words.

3.     Grammar and spell check - The written communication demands the perfection of well written grammar and spellings. Failing to incorporate these can result in the demeanour of ur professionalism

4.     Usage of the professional Tone- It is advised to make the use of professional language and avoid using slangs and informal or casual language.

5.     Proofread – The key to a clear written communication is proof reading of the document before it is conveyed so as to avoid errors and mistakes.

6.     Use Active Voice- For the engagement and clarity of the readers, active voice should be used.

7.     Inclusion of specific Examples- to make you writing more relatable, the number of examples can be used.

Best Implementation of Practices for Written communication in Hotel Management

For the best impression of your written communication, following are some of the practices that can be utilised:

1.     Development of a Style Guide- For ensuring the consistency in Writing, style and tone, there ought to be a style guide.

2.     Usage of Templates- There is plenty of Templates that can be utilised to make common documents like emails and reports. These not only save our time but also ensure consistent writing.

3.     Training of Staff- In lieu of the importance of written communication in Hotel Management, training sessions need to be organised from time to time. This can ensure better understanding within the staff.

4.     Motivation towards Feedback- The staff and guests should be motivated to provide their valuable written feedback so as to improvise the working of the Hotel.

Conclusion

All in all, Written communication has become the part and parcel of Hotel Management. It is paving way for the clear, coherent and logical communication between the customers and the staff. The above mentioned strategies and tips can not only enhance or sharpen written communication but also can portray the professionalism of a Hotel ‘s improved efficiency in operations, customer satisfaction and as a result the revenue.

About Author :-

Saranpreet kaur holds a Master’s degree in English literature and Bachelor’s in Education

(B.ed) from Punjab University with over 7 years of teaching experience in English. She teaches English and ACE at UEI Global Chandigarh.