Engaging a project manager to advocate for your project is essential. The Project Manager working with the contractor has the widest sway over the success or failure of your project.
An experienced Project Manager will advocate for you also help find ways to cut unnecessary costs from the project.
Having a clear idea of what you want from the start is the key to avoiding any costly and time-consuming diversions halfway through your renovation. It's is extremely important to define your budget thoroughly.
Having a top-line figure allows you to recognize what can be accomplished now and what should wait.
This is where a seasoned Project Manager can assist you.
Define what is essential to include in the renovation and what would be nice to have.
A thorough inspection around your hotel allows you to identify anything that needs updating or fixing as well.
Documenting all of this ensures everyone understands what must be included in your time frame and budget.
Be sure to budget for surprises and follow the rule always to expect the unexpected.
Include a reasonable contingency in the budget to cover unforeseen issues, such as mechanical, electrical, or plumbing. These issues can be hard to identify during a visual inspection alone.
Smart planning is key to a successful renovation project. Surprises can quickly throw you over budget and off schedule. Be prepared with a contingency plan for when things go wrong. Because something always does.
You must constantly communicate with the project team to keep work moving while minimizing surprises.
Communication is essential with all job stakeholders such as general contractors, designers, architects, owner's representatives, procurement agents, brand teams, ownership, management companies, etc.
A decision by one group can affect the schedules and budgets of others. Keeping contractors and consultants continually in sync will make the project go much smoother.
This is where an experienced Project Manager, acting as the Owners Representative, can help.
Don't get stuck with tight deadlines that could seriously affect project costs.
For example, FF&E and other material shipments can be delayed.
The last thing you want is your installation schedule impacted because materials aren't arriving on time.
Think about the impact your renovation project will have on your guests' stay. The last thing you want to do is inconvenience or annoy your guests.
You'll also want to think about how long room inventory will be unavailable.
To reduce revenue displacement and the impact on guest experience, use a phased approach whenever possible.
Hiring a contractor specializing in hotel renovations is your best defence against unhappy guests.
They will understand the unique challenges of renovating a hotel and the importance of minimizing guest disruption.
Go a step further and hire a Project Manager who specializes in the hospitality industry. A seasoned pro will have multi contacts within the trades, so you'll be able to select the best team for your specific project.
Isolate the work to one floor or area at a time, creating a buffer zone between guests and the renovation mess and noise.
For example, leave an empty floor or an empty block of rooms above and below the renovation area.
This will mean having less inventory to sell but will minimize the impact on your guests’ experience.
You will have to decide which is more important to you.
Even with buffer zones in place, construction dust and debris cannot be entirely contained.
Increase the frequency your staff clean hallways and other common areas, so guest areas will continue to be a clean and pleasant environment.
Every project participant must know precisely what is expected from them and when. This communication is key to managing a successful project.
Failing to manage expectations will ultimately lead to unforeseen schedule delays and budget overruns.
Simply understanding and communicating what success looks like can prevent many issues and disputes. A hotel renovation project is a team sport, and everyone must be held accountable.
Hire consultants and contractors that include you in all decisions throughout the renovation project.
Devise a method early in the relationship on how they will keep you up-to-date with everything.
Safety and security are often neglected elements in planning renovation projects.
Always include guest and staff safety in the project plans and ensure people who visit the renovation site strictly adhere to all safety standards.
A Project Manager acts as your advocate during the renovation and allows you to focus on running your property while an expert manages the project.
He’ll be your point of contact throughout the entire process— from the design phase right through to handling deficiencies and arranging the occupancy certificate.
He'll always keep you updated on the progress while managing the schedule and budget on your behalf.