Labor shortages continue to challenge hotel operations, especially when team members need to take well-deserved time off or travel for personal reasons. Balancing workloads while maintaining guest satisfaction becomes even more complex when staff are already stretched thin.
Whether you’re navigating summer vacations, emergency leave, or just day-to-day gaps in staffing, there are strategic ways to manage employee travel while keeping operations running smoothly.
1. Build a Schedule with Role-Based Task Coverage
Staffing plans aren’t just about time slots; they’re about capability. Instead of focusing only on who is available, savvy hoteliers are building schedules around what needs to be done and who can do it. This role-based approach helps ensure that critical tasks are always covered, even if someone calls out unexpectedly.
With MOP by Visual Matrix, hotels can:
- Identify gaps in operational coverage based on skills, not just headcount
- Assign tasks based on team strengths and current workloads
- Adjust on the fly with real-time task visibility and easy task switching
This ensures that even when someone is away, the right work still gets done by the right person. It’s not just scheduling, it’s operational resilience.
2. Cross-Train Staff for Operational Flexibility
When one team member is out, others should be able to step in and keep things running. Cross-training housekeepers, front desk agents, and maintenance staff on core operational tasks improves flexibility and reduces bottlenecks.
A digital platform like MOP makes this easier by:
- Delivering task checklists for multiple roles
- Use the Strip Clean feature to prep rooms faster
- Assign custom permissions by person, not just role
This ensures the right people can jump in, safely and efficiently, when and where they’re needed most.
Learn about our Strip Clean feature and customized access across MOP.
3. Lean into Automation Where It Matters
Manual processes are time-consuming, and during staffing shortages, time is your most valuable resource. By automating room assignments, cleaning task prioritization, and real-time updates, you free up your team to focus on delivering service, not paperwork.
MOP automates:
- Room cleaning workflows
- Task reassignments
- Priority flagging (e.g., VIP, late checkout)
This helps hotels save time and money without compromising guest satisfaction. Want to know how much time and labor you could save?
➡️ Try the MOP Savings Calculator
4. Improve Communication and Reduce Errors
When teams are short-staffed, clear communication is everything. The slightest misstep – a missed room, a forgotten request – can damage guest trust.
- Using MOP ensures everyone stays in sync:
- Managers can send updates instantly
- Staff can check off completed tasks
- Housekeeping, maintenance, and front desk teams all work from the same platform
This reduces delays, double work, and the confusion that often comes with handwritten logs or word-of-mouth updates.
5. Support Your Team and Protect Morale
Overworking the available team members is a short-term fix that creates long-term burnout. Supporting your staff means giving them the tools to succeed, especially when coverage is low.
Digital task management tools like MOP:
- Show staff they’re being supported, not overburdened
- Build confidence through clarity
- Help teams feel accomplished by tracking completed work in real time
And when travel time comes for your team, having a system in place makes it easier to say “yes” to their time-off requests without sacrificing operational flow.
Managing hotel employee travel during labor shortages doesn’t have to mean compromising service or stressing your staff. With planning, cross-training, and the right technology, hotels can stay agile and guest-focused- even with a lean team.
Visual Matrix’s MOP gives you the tools to streamline staff scheduling, boost productivity, and maintain high-quality service no matter the staffing levels.
➡️ Learn more about MOP and how it can support your team when you need it most.