You are in the stage of selecting a property management system for your business. We will start with the understanding that the determination has been made through a feasibility study or a management determination that a new or replacement system is required for your business.

Selecting and purchasing a property management system for your property is not an easy decision; It is a decision that requires a lot of research and is very time consuming. Once you’ve defined your property type, it’s time to compile a list of your needs and wants, as well as the functionality that’s required to better serve your clients and your business.

At the beginning of the process, it is important to appoint a project manager who will be responsible for and oversee the project from the purchase of the property management system to the final implementation of the system on your property.

The evaluation and purchase of the system can be carried out by a consultant, the business owner or a manager within the organization at the hotel or central office level. This manager may have a role in the accounting, sales, or rooms division, and as a project manager, may consider some essentials that a manager in another department may not.

Now is also the time to start thinking about your business team and the members who should be involved in evaluating the property management system that will be selected for your property. Including your team in the evaluation process can help bring in different perspectives and needs from a variety of departments and staff who will be using the system.

Involving your team also helps ensure buy-in, which in turn will make the implementation process easier. A team can also shorten or lengthen the evaluation process; either way, you’ll get more information to help in the selection process and make an informed buying decision.

Make sure everyone starts on the same page by briefing the team on the priority list the project manager initially created from the needs assessment. Although the list will change as the evaluation process progresses, there will be “must have” items on the list that should remain.

In the process, you’ll likely find that no property management system is capable of doing everything you want and exactly how you want it done. You may need to compromise, as the system you choose may be really efficient at handling your high-priority business needs, but it may not be perfect for handling other business needs. You may find that some operational changes to your business process are required to work optimally with the property management system that is selected for your property. Remember, the goal is to find the best end-to-end system for your business.

* Assign the Project Manager.

* Choose the evaluation team.

* Review the current priority list and brief the team on the project.

* Begin evaluation lists, separate needs from wants.

* Stay focused on the goal of choosing the best comprehensive system for the business.

Good luck with the evaluation process!