How to Get Buy-In for a New Hotel Property Management System - By Bob Palloni

9 steps to boost your chances of successfully gaining approval for a new PMS that can increase revenue, generate cost savings, and drive efficiency

In today's fast-paced hospitality industry, staying ahead of the competition requires efficient and scalable management systems that streamline operations, enhance the guest experience, and maximize revenue. Implementing a new hotel property management system (PMS) can be a game-changer for any property, but getting approval for such an investment is often a challenging task.

You have done some initial due diligence, been through some demonstrations, and found an exceptional hotel property management system that can boost revenue, generate cost savings, and enable your team to accomplish more with fewer resources. Now, the important task at hand is persuading someone within the organization to allocate the necessary budget and give the green light for the purchase. Gaining stakeholders' support is crucial when investing in technology applications, especially considering the increasing number of requests from different departments within the business.

Operating with the latest technology is becoming a must in the hotel industry. With staff shortages, budget cuts, COVID delays, supply chain issues, and stretched resources, operators need to employ technology solutions that ​directly alleviate pain points impacting guest service, revenue, costs, and operational efficiencies. By understanding the needs of your hotel, showcasing the benefits of an advanced system, and building a solid business case, you can increase your chances of gaining approval for this important purchase.

1: Understanding Your Property's Unique Needs

Before making a case for a new hotel property management system, it is crucial to thoroughly understand the needs and pain points of your organization. Conduct a comprehensive assessment of your current system, considering factors such as operational efficiency, guest satisfaction, revenue management, and staff productivity. Identify the limitations and challenges that a new system could address, and gather data and feedback from relevant stakeholders to support your case.

2: Researching a New and Innovative PMS

Once you have a clear understanding of your organization's needs, it is time to explore the market for modern hotel property management systems. Look for solutions that offer comprehensive features such as property management, reservations, guest services, accounting, and reporting. Consider cloud-based systems that provide real-time access to data and offer scalability to accommodate future growth. Research and compare different vendors, their reputations, customer reviews, and their ability to provide ongoing support and updates.

3: Demonstrating the Benefits of a New PMS

When seeking approval for a new hotel property management system, it is essential to clearly communicate the benefits it will bring to the organization. Highlight how the system will improve operational efficiency, streamline processes, and enhance guest experiences. Emphasize the system's ability to automate tasks, reduce manual errors, and provide real-time data for better decision-making. Discuss how the system will enable staff to deliver personalized services and build stronger relationships with guests, leading to increased loyalty and positive reviews.

4: Building a Business Case

To gain approval for a new hotel property management system, a strong business case is crucial. Start by outlining the financial implications of the investment, including the initial cost, ongoing maintenance, and potential return on investment. Calculate the potential savings and revenue increases that can be achieved through improved efficiency, increased bookings, and higher guest satisfaction. Present a timeline for implementation and highlight any risks or challenges along the way. Additionally, provide examples and case studies from other properties that have successfully implemented similar systems, showcasing their positive outcomes.

5: Engaging Stakeholders

When seeking approval for a new hotel property management system, it is important to involve key stakeholders throughout the process. Engage with department heads, executives, and decision-makers to understand their concerns and expectations. Address any doubts or reservations they may have by providing relevant information and conducting demonstrations or trials of the proposed system. Create a sense of collaboration and involve stakeholders in the decision-making process, ensuring their buy-in and support.

6: Anticipating and Addressing Objections

During the approval process, you may encounter objections and concerns from stakeholders. Anticipate these objections and proactively address them. Common objections may include budget constraints, integration challenges, and resistance to change. Prepare well-reasoned responses that highlight the long-term benefits, cost savings, and the support provided by the vendor during implementation and integration. Provide reassurance that the proposed system is scalable and can adapt to future needs.

7: Presenting a Compelling Proposal

When presenting your proposal for a new hotel property management system, it is crucial to create a compelling and visually appealing presentation. Use clear and concise language, and support your arguments with data, graphs, and visuals that demonstrate the potential benefits. Tailor the presentation to the needs and priorities of your audience, focusing on the aspects that are most relevant to them. Be confident, enthusiastic, and well-prepared to address any questions or concerns that may arise.

8: Seeking Support from Industry Experts

To further strengthen your case, consider seeking support from industry experts or consultants. Their insights and recommendations can lend credibility to your proposal. Engage with trusted advisors with experience implementing hotel property management systems and can provide testimonials or references. Demonstrating that industry experts endorse the chosen system can instill confidence and help overcome skepticism.

9: Overcoming Resistance to Change

Implementing a new hotel property management system often involves changing processes and workflows, which can trigger resistance among staff members. To overcome this resistance, it is important to communicate the benefits of the new system to the employees. Provide training and support to ensure a smooth transition, and involve staff in the implementation process. Address their concerns and gather feedback to continually improve the system and make it more user-friendly.

Follow these guidelines to help present a powerful case; it can be the difference between an impactful, approved project and one that is passed over for others that are considered more urgent and compelling.​ Remember to communicate the positive impact the system will have on operational efficiency, guest experiences, and revenue growth.

To learn more or take a live demo tour of the Skwyare property management system, reach out to Jan Murza, Director of Sales at 877-759-9329 option3.

About Bob Palloni

As the Chief Operating Officer of Skyware Hospitality Systems, Bob is responsible for leading the company in corporate strategy, business development, product innovation, and market profitability. An accomplished tech developer and visionary entrepreneur, he has decades of progressive experience in all phases of lifecycle software development. Bob’s strength as a strategic planner focuses on networking and application evolution, assuring continued knowledge of trends and vendor partnerships. Prior to forming Skyware, Bob was a senior developer for Visual One/Agilysys and assisted support engineers in troubleshooting customer issues for resolving database performance and networking problems. Previously, Bob also launched an IT development company, KASS Systems, providing integrated technologies to meet the business requirements for small-to medium-sized businesses.

About Skyware Hospitality Solutions

Skyware Hospitality Solutions is the industry’s most innovative all-in-one hospitality technology platform trusted by leading independent hotels, resorts, RV parks, and multi-property groups. The company has reimagined the fragmented, complex legacy landscape into a visionary universe of modern, integrated solutions with limitless possibilities. With more than 30 years of hospitality technology experience, Skyware’s solutions are carefully curated to fit the unique needs of each property and built to respond flexibly to the demanding requirements of a fast-changing industry.

Built from the ground up to centralize and simplify operations, the end-to-end cloud-based PMS suite includes Online Booking Engine, POS, Sales and Catering, and Activity/Spa Scheduling. The easy-to-use system is up and running quickly and seamlessly, delivering a scalable, cost-effective solution that can work with or replace existing hotel systems and technology investments.

With deep industry knowledge and top-rated North American-based support, Skyware’s patented technology accelerates its customers' ambitions, whether to grow and transform or simply become more efficient, productive, and profitable.

Currently, over 200 unique hotel customers in over 5 countries look to Skyware for tools, technology, and world-class expert support. Founded in 2009, the privately held company is headquartered in Crestview, Florida. For more information, please visit skywaresystems.com.