Transition TeamTransition Team

OrientationOrientation

AgendaAgenda What is a transition team?What is a transition team? Who makes up this team?Who makes up this team? Transition sheet Pre-workTransition sheet Pre-work Pre-work FormsPre-work Forms Transition sheet on siteTransition sheet on site On site FormsOn site Forms On site ScheduleOn site Schedule Hotel Review formHotel Review form All employee orientation and presentationAll employee orientation and presentation Post Work Post Work BudgetBudget Hand off to Regional Director for hotelHand off to Regional Director for hotel Wrap upWrap up Q&AQ&A

What is a Transition Team?What is a Transition Team? Transition teams are a group of experienced HP Transition teams are a group of experienced HP

Hotels Staff, GMs, and Department heads that are put Hotels Staff, GMs, and Department heads that are put together when HP is acquiring a new hotel. This together when HP is acquiring a new hotel. This acquisition can be one of three types:acquisition can be one of three types:

1. A change of ownership and new ownership is 1. A change of ownership and new ownership is hiring HP to manage the propertyhiring HP to manage the property

2. A hotel that is required to have a management 2. A hotel that is required to have a management company run the hotel and ownership has chosen HPcompany run the hotel and ownership has chosen HP

3. A new hotel that HP has just built and opened.3. A new hotel that HP has just built and opened.

Who Makes up these Teams?Who Makes up these Teams? The Transition Teams are made up of the following: The Transition Teams are made up of the following: Team Leaders: Team leaders will be one of the following: Senior director Team Leaders: Team leaders will be one of the following: Senior director

of Operations, Regional Director of Operations, or Vice President of of Operations, Regional Director of Operations, or Vice President of Operations.Operations.

Team Leader and Team will meet via conference call to discuss property Team Leader and Team will meet via conference call to discuss property transition approximately 7 to 10 days prior to transition date.transition approximately 7 to 10 days prior to transition date.

The Team Leader will have the following: Flash drive with all letters, The Team Leader will have the following: Flash drive with all letters, checklists, forms, schedule for the week, contact first response regarding checklists, forms, schedule for the week, contact first response regarding all HR paperwork, org chart, and power point orientation.all HR paperwork, org chart, and power point orientation.

Set up with transition hotel rooms for team, forward transition work sheet Set up with transition hotel rooms for team, forward transition work sheet to be done 1 week in advance, vendor and client letter, and get a break to be done 1 week in advance, vendor and client letter, and get a break down of each department and their staffing levels, put together a org chart down of each department and their staffing levels, put together a org chart for the property. for the property.

Next Team Member!Next Team Member! Brand Specialist:Brand Specialist: The brand specialist will be an individual chosen from one of our hotels that has The brand specialist will be an individual chosen from one of our hotels that has

successfully run a hotel for a minimum of 1 year and 6 months. successfully run a hotel for a minimum of 1 year and 6 months. The brand specialist will be selected based on the following criteria:The brand specialist will be selected based on the following criteria: GM for a minimum of 1 year with the brand, or AGM of property for a minimum GM for a minimum of 1 year with the brand, or AGM of property for a minimum

of 2 years with the brand.of 2 years with the brand. Hotel has had 2 consecutive passing QA inspections.Hotel has had 2 consecutive passing QA inspections. Service Scores have been in the acceptable level for 6 consecutive months.Service Scores have been in the acceptable level for 6 consecutive months. Management team at this person’s property is fully staffed and trained.Management team at this person’s property is fully staffed and trained. A clear working understanding of the brand standards and websites.A clear working understanding of the brand standards and websites. All weekly and monthly duties are completed on a timely manner and accurate.All weekly and monthly duties are completed on a timely manner and accurate. 2 brand specialists are need for each of the following brands HGI, Hampton, HIE 2 brand specialists are need for each of the following brands HGI, Hampton, HIE

and Choice.and Choice. 1 Brand Specialist is need for Wingate, Sheraton, Best Western.1 Brand Specialist is need for Wingate, Sheraton, Best Western.

Next Team Member!Next Team Member! Sales Specialist:Sales Specialist: The sales specialist will be an individual chosen from one of our hotels that has The sales specialist will be an individual chosen from one of our hotels that has

successfully worked as a inside sales coordinator or Director of Sales for a successfully worked as a inside sales coordinator or Director of Sales for a minimum of 1 year. The brand specialist will be selected based on the following minimum of 1 year. The brand specialist will be selected based on the following criteria:criteria:

Hotel has had 2 consecutive passing QA inspections.Hotel has had 2 consecutive passing QA inspections. Sales director has at least 2 years experience in the pos or sales coordinator for at Sales director has at least 2 years experience in the pos or sales coordinator for at

least 1 year at existing property.least 1 year at existing property. Service Scores have been in the acceptable level for 6 consecutive months.Service Scores have been in the acceptable level for 6 consecutive months. Management team at this person’s property is fully staffed and trained.Management team at this person’s property is fully staffed and trained. A clear working understanding of the brand standards and websites. A clear working understanding of the brand standards and websites. clear understanding of brand PMS system and sales system. clear understanding of brand PMS system and sales system. All weekly and monthly duties are completed on a timely manner and accurate.All weekly and monthly duties are completed on a timely manner and accurate. 2 brand specialists are need for each of the following brands HGI, Hampton, HIE 2 brand specialists are need for each of the following brands HGI, Hampton, HIE

and Choice.and Choice. 1 Brand Specialist is need for Wingate, Sheraton, Best Western.1 Brand Specialist is need for Wingate, Sheraton, Best Western.

Next 2 Team Members!Next 2 Team Members! Accounting Specialist:Accounting Specialist: The accounting specialist will be an individual from the Corporate office accounting The accounting specialist will be an individual from the Corporate office accounting

department.department. Department Experts:Department Experts: The department experts will be individuals who are highly skilled in their specific The department experts will be individuals who are highly skilled in their specific

departments. Experts will be needed for Housekeeping, food and Beverage, Front office and departments. Experts will be needed for Housekeeping, food and Beverage, Front office and Engineering. Experts will be chosen for each transition based on the properties immediate Engineering. Experts will be chosen for each transition based on the properties immediate needs. One departmental expert will travel with the each transition team. The Departmental needs. One departmental expert will travel with the each transition team. The Departmental Experts will be selected based on the following criteria:Experts will be selected based on the following criteria:

Hotel has had 2 consecutive passing QA inspections.Hotel has had 2 consecutive passing QA inspections. Services scores for the department have been in the acceptable level for 6 consecutive months.Services scores for the department have been in the acceptable level for 6 consecutive months. Department expert has been in their position for 2 years with the brand.Department expert has been in their position for 2 years with the brand. Department is fully staffed and trained.Department is fully staffed and trained. Department expert has a clear understanding of brand standards and department standards for Department expert has a clear understanding of brand standards and department standards for

HP Hotels.HP Hotels. Department expert has a clear understanding of the hotel brand PMS system.Department expert has a clear understanding of the hotel brand PMS system. All weekly and monthly duties are accurate and on time.All weekly and monthly duties are accurate and on time.

The Transition BeginsThe Transition Begins

Each transition team when assigned to a Each transition team when assigned to a project will get a flash drive containing all project will get a flash drive containing all forms needed for the project. forms needed for the project.

The Team Leader will then hold a team The Team Leader will then hold a team meeting and roll out the forms to each team meeting and roll out the forms to each team member and assign duties on the pre-work member and assign duties on the pre-work sheet.sheet.

The pre-meeting and weekly meetings there The pre-meeting and weekly meetings there after will follow this agenda….after will follow this agenda….

Point of the weekly meetingsPoint of the weekly meetings

The Weekly meetings before the actual The Weekly meetings before the actual transition should be kept to one hour or less.transition should be kept to one hour or less.

The is meeting is designed to make sure that The is meeting is designed to make sure that all members are staying on task and have run all members are staying on task and have run into any issues.into any issues.

The Pre – work Transition Sheet looks like The Pre – work Transition Sheet looks like This…This…

Let’s review the pre work sheet in Let’s review the pre work sheet in detail!detail!

On the pre-work sheet there are items in black On the pre-work sheet there are items in black and items in red. All items must be completed and items in red. All items must be completed however items in Red are critical to the however items in Red are critical to the transition process.transition process.

You will also receive a flash drive with all You will also receive a flash drive with all forms, reports, templates, inventory sheets, forms, reports, templates, inventory sheets, presentations, etc. presentations, etc.

And of course www.hp-hotels.com is always And of course www.hp-hotels.com is always available.available.

The More you do in Advance the The More you do in Advance the Easier the Transition is!Easier the Transition is!

Let’s ReviewLet’s Review

Once a transition is announced a team leader is Once a transition is announced a team leader is chosen and a team is formed.chosen and a team is formed.

The team will meet and divide up duties.The team will meet and divide up duties. They will then meet weekly and should be They will then meet weekly and should be

preparing for the transition 4 to 6 weeks in preparing for the transition 4 to 6 weeks in advance.advance.

All items on the Pre-work sheet must be done All items on the Pre-work sheet must be done before the date of the transition and the more before the date of the transition and the more you can complete the better off you will be.you can complete the better off you will be.

Any one need a Break!Any one need a Break!

See you in 10 MinutesSee you in 10 Minutes

Finally the Day of Transition has Finally the Day of Transition has arrived!arrived!

Remember transitions Remember transitions can be a nervous time can be a nervous time for Staff and Owners.for Staff and Owners.

Be sure to be patient Be sure to be patient with questions.with questions.

Have fun and show the Have fun and show the staff what kind of Team staff what kind of Team HP is from the HP is from the beginning.beginning.

Reassurance is the Key!Reassurance is the Key!

The on Site ScheduleThe on Site Schedule

When arriving on site you will have a When arriving on site you will have a transition sheet, property walk through forms transition sheet, property walk through forms and a schedule to follow.and a schedule to follow.

The schedule will be broken down by Day and The schedule will be broken down by Day and department.department.

Let’s talk about the upcoming week!Let’s talk about the upcoming week!

The Transition ScheduleThe Transition Schedule Schedule for Transition TeamSchedule for Transition Team Monday:Monday: Arrive in _______ at ____ est., Get checked in at hotel, do property walk through to familiarize ourselves with the Arrive in _______ at ____ est., Get checked in at hotel, do property walk through to familiarize ourselves with the

hotel. Go to nearest copier store and print out employee packets and manuals for all employee meeting Tuesday morning. hotel. Go to nearest copier store and print out employee packets and manuals for all employee meeting Tuesday morning. Organize all forms and files into stacks for AM meeting.Organize all forms and files into stacks for AM meeting.

Tuesday:Tuesday: All employee meeting in the AM approx. 2 hours. 9am – 11 am All employee meeting in the AM approx. 2 hours. 9am – 11 am HP – Orientation, HR paperwork, benefits coverage, any changes being made.HP – Orientation, HR paperwork, benefits coverage, any changes being made. Hotel – Orientation, and brand service training review.Hotel – Orientation, and brand service training review. Department head meeting: to include current staffing levels, supplies and product needs, month end Department head meeting: to include current staffing levels, supplies and product needs, month end

procedures, leadership map, HP goals and mission, chain of command within company, HP website review.procedures, leadership map, HP goals and mission, chain of command within company, HP website review. Finish anything on the HP transition checklist that has not been done. Call utilities make sure Electric is on Time of Finish anything on the HP transition checklist that has not been done. Call utilities make sure Electric is on Time of

use plan.use plan. Get banks counted, M-3 accounting program set up, review accounting procedures with GM, daily reporting, AP, AR, Get banks counted, M-3 accounting program set up, review accounting procedures with GM, daily reporting, AP, AR,

Weekly reports, month end reports, Petty cash procedures, inventories, vendor letter and list of current vendors.Weekly reports, month end reports, Petty cash procedures, inventories, vendor letter and list of current vendors. Budgets, P/L’s, P/L reasoning report, Paycom Training.Budgets, P/L’s, P/L reasoning report, Paycom Training. Wednesday:Wednesday: Department specific training meeting (Front Desk 9a-11am). Will cover specific Brand service training, and HP Department specific training meeting (Front Desk 9a-11am). Will cover specific Brand service training, and HP

Operating standards.Operating standards. Human Resources Day: Organize all employee files and get up to First response speed.Human Resources Day: Organize all employee files and get up to First response speed. Rollout to GM training checklist for brand.Rollout to GM training checklist for brand. Rollout QA documentation check list that is completed.Rollout QA documentation check list that is completed. Walk through each department with GM with QA Improvement Planner.Walk through each department with GM with QA Improvement Planner. Review Service Scores, Brand Rankings Scores, and current QA. Begin to develop plan of action for services.Review Service Scores, Brand Rankings Scores, and current QA. Begin to develop plan of action for services.

The rest of the WeekThe rest of the Week Thursday:Thursday: Revenue Day!! Revenue Day!! Review STAR reports, LOS strategy, Revenue Systems, sales tracking and PMS systems, Review STAR reports, LOS strategy, Revenue Systems, sales tracking and PMS systems,

Website, GDS Screens, Forecasting procedures, F/B pricing for catering and restaurant, and Website, GDS Screens, Forecasting procedures, F/B pricing for catering and restaurant, and menus.menus.

Training Department meeting for next department (Food and Beverage 10a – 12pm). Will Training Department meeting for next department (Food and Beverage 10a – 12pm). Will cover specific Brand service training, and HP Operating standards.cover specific Brand service training, and HP Operating standards.

Thursday night Team will take the weeks information make sure we have tied up all transition Thursday night Team will take the weeks information make sure we have tied up all transition loose ends, and put together a 15 day through 90 day action plan for GM and Property. We loose ends, and put together a 15 day through 90 day action plan for GM and Property. We will also get the appropriate people scheduled for any off site brand training necessary and will also get the appropriate people scheduled for any off site brand training necessary and schedule GM for visit to Birmingham, AL for Corporate visit. schedule GM for visit to Birmingham, AL for Corporate visit.

Friday:Friday: Final Transition Day! Final Transition Day! Last departmental Training meeting (Housekeeping 9a-11am). Will cover specific brand Last departmental Training meeting (Housekeeping 9a-11am). Will cover specific brand

service training, and HP Operating standards.service training, and HP Operating standards. Contact Joe to make sure he is up to speed with what he needs.Contact Joe to make sure he is up to speed with what he needs. Contact Brand Performance Manager to follow up on any Hilton needs.Contact Brand Performance Manager to follow up on any Hilton needs. Contact Kerry and Mike to make sure there is nothing else we need to follow up on.Contact Kerry and Mike to make sure there is nothing else we need to follow up on. Contact Ownership and follow up on any last minute loose ends provide them with transition Contact Ownership and follow up on any last minute loose ends provide them with transition

notes and property action plan along with a list of phone numbers and extensions to the notes and property action plan along with a list of phone numbers and extensions to the Corporate team.Corporate team.

Using the on Site Transition SheetUsing the on Site Transition Sheet

The on site transition sheet is a continuation of The on site transition sheet is a continuation of the Pre-work sheet. the Pre-work sheet.

You may have a majority of this form filled You may have a majority of this form filled out already and it is used as a point of out already and it is used as a point of reference and a place to keep all important reference and a place to keep all important information during the transition.information during the transition.

At the end of the transition a copy will be left At the end of the transition a copy will be left with the GM of the property and a copy will be with the GM of the property and a copy will be put in the properties file at the office.put in the properties file at the office.

The Hotel Review FormsThe Hotel Review Forms

Hotel review forms are broken down by department Hotel review forms are broken down by department and are to be used as inspection sheets for a complete and are to be used as inspection sheets for a complete property walk through and investigation.property walk through and investigation.

These forms should be filled out in detail with These forms should be filled out in detail with specifics so they can be used to form the final report specifics so they can be used to form the final report to ownership.to ownership.

Please be very critical of the hotel as you are do these Please be very critical of the hotel as you are do these walk through.walk through.

The property review form looks like this…The property review form looks like this…

A Sample of the Property Review A Sample of the Property Review formform

It’s time to Bring in the new It’s time to Bring in the new Recruits!Recruits!

You are not only doing You are not only doing a physical evaluation of a physical evaluation of the building but also a the building but also a personnel evaluation.personnel evaluation.

During the week of During the week of transition depending on transition depending on the situation several the situation several things will need to be things will need to be addressed.addressed.

Employee OrientationEmployee Orientation All employees will need to fill out HP paperwork.All employees will need to fill out HP paperwork. The following items should have been decided with ownership The following items should have been decided with ownership

prior to the orientation meeting: Benefits, Insurance, do they prior to the orientation meeting: Benefits, Insurance, do they want to retain all employees, and do they want seniority to want to retain all employees, and do they want seniority to carry over in the case of a change of ownership.carry over in the case of a change of ownership.

Orientation should be rolled out in the following manner: Orientation should be rolled out in the following manner: Welcome speech by team leader, a new hire orientation Welcome speech by team leader, a new hire orientation PowerPoint, a property Org. Chart, the “Dog and Pony Show”, PowerPoint, a property Org. Chart, the “Dog and Pony Show”, filling out of paper work if necessary, expectations and filling out of paper work if necessary, expectations and guidelines, a review of the employee handbook, Human guidelines, a review of the employee handbook, Human resources policies, and Questions and Answers.resources policies, and Questions and Answers.

The “Dog and Pony Show”The “Dog and Pony Show”

The dog and pony show is the first lesson learned The dog and pony show is the first lesson learned when you join the HP family. We typically start by when you join the HP family. We typically start by asking the group about their work ethic and who likes asking the group about their work ethic and who likes to get paid for what they do. We then hold up a to get paid for what they do. We then hold up a hundred dollar bill and tell them to come and get it. hundred dollar bill and tell them to come and get it. The first employee out of there seat to get the money The first employee out of there seat to get the money keeps it. keeps it.

The Lesson to be learned is that we are a go get it The Lesson to be learned is that we are a go get it company, if you want something, show initiative, company, if you want something, show initiative, work hard, and give 110% then you will be rewarded!work hard, and give 110% then you will be rewarded!

Post WorkPost Work After the transition week at the property is over the team has After the transition week at the property is over the team has

one final task before turning the hotel over to the RDO that one final task before turning the hotel over to the RDO that will oversee the property going forward.will oversee the property going forward.

They must complete a final report for the ownership including They must complete a final report for the ownership including the completed property review form with suggestions, the completed property review form with suggestions, positives, deficiencies, and a list of needs and wants for the positives, deficiencies, and a list of needs and wants for the hotel. The best time to hit up an owner for money is during the hotel. The best time to hit up an owner for money is during the transition.transition.

They also need to complete a budget for the property along They also need to complete a budget for the property along with a sales and marketing plan and a 30 to 90 day action plan with a sales and marketing plan and a 30 to 90 day action plan for the hotel staff.for the hotel staff.

These items are due no more than 10 working days after the These items are due no more than 10 working days after the transition week.transition week.

The Hand off!The Hand off! After the transition process is After the transition process is

over all items should be handed over all items should be handed over to the RDO from HP who is over to the RDO from HP who is assigned to the property. assigned to the property.

Most likely this person was the Most likely this person was the team leader for the transition.team leader for the transition.

However if this is not the case However if this is not the case then the RDO should meet via then the RDO should meet via conference call with the entire conference call with the entire team to be debriefed. team to be debriefed.

The RDO should then call the The RDO should then call the owner and introduce themselves owner and introduce themselves and schedule their first visit with and schedule their first visit with the hotel.the hotel.

Final thoughtsFinal thoughts Remember HP is a Family and each time we are Remember HP is a Family and each time we are

doing a transition we need to make team at the hotel doing a transition we need to make team at the hotel feel like part of our family.feel like part of our family.

Always have fun, transitions can be hectic and even Always have fun, transitions can be hectic and even when you are prepared things can change.when you are prepared things can change.

Be flexible with the schedule and timelines but make Be flexible with the schedule and timelines but make sure everything gets done.sure everything gets done.

Do not give an answer to a question if you are unsure Do not give an answer to a question if you are unsure always ask.always ask.

Transitions are hard work and demand complete Transitions are hard work and demand complete cooperation from all team members and HP executive cooperation from all team members and HP executive staff.staff.

Questions??????Questions??????

Thank you and congratulations, you Thank you and congratulations, you are now a HP Transition Team are now a HP Transition Team

Member!Member!