This is a sample of a SOP that I have created for my client
To: Housekeeping Department
From: Sales Team; VA schedulers
Effective date: July 2019
RE: HK Scheduling Standard Operating Procedure
Purpose
HK Scheduling allows for right staffing in each property being managed. It right-spans the people
needed for each task. This process makes the scheduling work being done be more efficient while
keeping each housekeeping personnel occupied productively and properly.
Scope
All Housekeeping employees; Housekeeping Managers; Sales Team; All schedulers assigned to the task.
Definitions and Outline of Documents
Breezeway – used for scheduling Housekeeping tasks per property.
When I Work – used to schedule Housekeepers needed per day.
HK Scheduling Template – draft schedules before upload in Breezeway, makes scheduling more
organized.
Link: https://docs.google.com/spreadsheets/d/1_Q1x-cL4cxQ0MRUv1OrF5t6-ewssBu3vs48OH6NSPg/edit#gid=-
Guidelines
1. Weekly scheduling is being done by HK Managers for both ]When I Work and Breezeway. These
in turn are being used for reference when creating housekeeping schedules.
2. Assigned scheduler exports schedule from When I Work as soon as data is available.
3. Assigned scheduler exports tasks for each property from Breezeway.
4. Once files are downloaded, these are looked up in the HK Scheduling Template for reference
when drafting housekeeping schedules for each property.
5. The assigned scheduler works with each housekeeper scheduled on shift designating tasks
manually using the template.
6. Assigned scheduler checks housekeeping staffing for the day if it matches the required number
of headcount per property.
7. If the headcount is over/under, the assigned scheduler informs the housekeeping manager via
HK scheduling channel in Slack.
8. Once correction has been made, assigned scheduler moves on to drafting of schedule
9. The HK Scheduling Template will filter each assignment for any excess hours being assigned to
each housekeeper. The template can also filter correct tasks assigned per housekeeper to catch
specific tasks (ex. Dog task). The template can also filter the correct headcount of
housekeepers required for each property.
10. Once the draft is free from any errors, the assigned scheduler uploads the schedules in
Breezeway, and it becomes available for review.
Scheduling Workflow
WHEN I WORK
Scheduler
Schedule
Positions
Select Day
Housekeeping
Housekeeper
Go to
specific date
Lead
Housekeeper
SCREENSHOT ADDED FOR REFERENCE
Legend:
SUBs
Lead Housekeepers
Housekeepers
New Housekeepers
BREEZEWAY
Schedule
Select “Day”
Reservations
Tasks
Go to
specific date
Check-out
Cleaning
Back to Back
SCREENSHOTS ADDED FOR REFERENCE
Assign HK per
property
Frequency and scheduled completion
1. Assigned scheduler completes the schedule 1-2 weeks in advance to give time for changes.
2. The files are being downloaded at the end of the week and schedules are uploaded in
Breezeway by Monday of the following week.
Reminders and Regulating rules
1. Make sure to
2. Lead housekeepers are to be assigned to same days first
3. SUBs are only scheduled to a 5+ bedroom property
4. SUBs are assigned to large properties ONLY and not same days if possible
5. SUBs can cover a 3-person property
6. SUBs are based off number of bedrooms and not hours
7. SUBs can be assigned to a maximum of 2 properties for busy days
8. ONLY Sergio Santiago and Susi Lopez can be assigned to a maximum of 3 properties for busy
days
9. Do not assign Leticia Prado and Juana Cruz to any of the Encinitas properties (only during nonbusy days)
10. All Dog tasks should be to German Alejo
11. German Alejo is a SUB/Upholstery tech, so he can also be assigned to a check out standard HK
clean other than Dog Tasks
12. The HKs in Red currently cannot do any Carlsbad and Encinitas, they are the least tenured
13. These housekeepers cannot be scheduled for any Carlsbad and Encinitas properties due to
transportation issues: Maria Caudillo, Yesenia Diaz, Lorena Vasquez, Norma Ortiz
Process in determining sufficient headcount
Add up the number of bedrooms divided by 4 to get the number of housekeepers per day (per
property).