How the 20-Room Maya Beach Hotel Organises Over 1,000 Team Tasks a Month

Case studies

Welcome to the Maya Beach hotel in beautiful Belize. Its owners, John Lee and Ellen Larson Lee, say that they feel like the luckiest people on Earth by having the opportunity to run such a gorgeous resort in such a dream location.

As they say: “We are able to live on the beach, in beautiful weather, and spend our days making people happy.” 

However, successfully running a hotel (even in paradise) still takes work and coordination. The property consists of 20 hotel rooms, apartments, and villas scattered across the beach surrounding the main property. Because the property and its accommodation units cover a large area, efficient team communication and accountability were the crucial improvements that they were looking for when they found Flexkeeping.

“We are not a big property by the number of units, but our staff is scattered throughout a big area. So it is very important that staff can organise well and that we can be sure their work is being done”. - Ellen

Better daily organisation of housekeeping

One of the first impacts Flexkeeping had was it enabled housekeeping staff to organise their days better. The housekeeping software automated daily cleaning schedules and streamlined real-time information about rooms, guests, check-ins, check-outs, and other daily events. As a result, housekeepers could organise their workflows better while all the other departments were up to date with their progress. 

“Because housekeepers are seeing their work assignment at the start of the day so clearly, they are making better decisions on how to do the rooms and they are able to complete their work more quickly because they can easily see what is left on their agenda today. ” - Ellen

Fewer guest complaints due to preventive maintenance

Owning a hotel in Belize isn’t always a day at the beach. The hotel is literally 50 feet away from the water and with the general climate being very warm with high humidity, regular preventive maintenance is of the utmost importance. Problems like corrosion appear more often than they might in other parts of the world, so the hotel has to stay on top of preventative maintenance.

To tackle this problem, 3 Flexkeeping features have been the most effective:
1. Maintenance software to alert staff of all ongoing maintenance jobs
2. Scheduling Recurring tasks for to set regular intervals when preventive maintenance should be done
3. Checklists for conducting step-by-step checks and inspections.

We like recurring tasks because, in our climate there is a lot of corrosion, things have to be painted much more frequently and so recurring tasks help maintenance keep those kinds of tasks on track. It helps us prevent guests issues. For example, maintenance goes to the rooms and does a pre-check in checklists. They make sure everything is perfect when a guest arrives.” - Ellen

Transparent & accountable daily work progress

Before Flexkeeping, it was a challenge for all departments and staff members to stay up to date with all the daily happenings and work progress. One of the core benefits that Flexkeeping brings to any hotel team is that it provides a clear and real-time overview of all daily operations to everyone, enabling them to deliver guest services faster without forgetting a single task or detail. 

“It’s a good dashboard (Flexkeeping’s dashboard), it helps communicate things that people might forget to communicate in person. Now the Front Desk is sure that there is a clean room ready for the person that is requiring the room, and at the end of the day staff are remembering to finish everything on their lists” - Ellen

No matter if your property is a beach-front one like the Maya Beach hotel, or up in the mountains, Flexkeeping can offer ways to accentuate your accommodations' unique attractions. We are dedicated to supporting you and your staff, so that you can provide amazing service to your guests.  

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