How can you choose a user-friendly property management system?

1 Assess your requirements

Before you start looking for a PMS, you need to identify your specific goals and challenges. What are the main features and functions that you need from a PMS? How many rooms, staff, and guests do you handle? What are the pain points or gaps that you want to solve or improve? How much are you willing to spend on a PMS? By answering these questions, you can narrow down your options and focus on the solutions that match your requirements.

2 Compare different options

When searching for a PMS, you can use online platforms, reviews, or referrals to find and evaluate potential vendors. When comparing different options, you should look for functionality, usability, integration, scalability, and security. Functionality-wise, does the PMS offer all the features and functions you need? Usability-wise, is it easy to use and navigate? Does it have a simple and intuitive interface? Integration-wise, does it integrate well with other systems and tools you use? Scalability-wise, can it handle multiple properties, currencies, languages, etc.? Security-wise, does it comply with data protection and privacy regulations? Does it have reliable backup and recovery systems?

3 Test the PMS

Before you make a final decision, you should test the PMS yourself to see how it works in practice. You can request a free trial or a demo from the PMS vendor and use it for a period of time to check its performance, functionality, usability, integration, and security. You should also involve your staff in the testing process and get their feedback and opinions. Testing the PMS will help you identify any issues or drawbacks that might affect your user experience and satisfaction.

4 Negotiate the contract

After you have chosen the PMS that best suits your needs, you need to negotiate the contract with the vendor. You should read the contract carefully and understand the terms and conditions, such as the pricing, payment methods, duration, cancellation, renewal, support, maintenance, updates, etc. You should also ask for any discounts, incentives, or guarantees that the vendor might offer. You should negotiate the contract in a way that ensures your value for money and protects your rights and interests.

5 Implement the PMS

The final step in implementing a PMS in your hotel operations is to plan and prepare for a successful implementation. This includes training yourself and staff on how to use the PMS, migrating existing data, testing the PMS after implementation, and communicating with the PMS vendor for support. Additionally, you should backup data and ensure its accuracy and security, as well as monitor and measure the PMS's performance, functionality, usability, integration, and security. Choosing a user-friendly PMS can be difficult but worthwhile; by following these tips, you can find one that improves your hotel operations and guest satisfaction.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?