How to Coordinate With Local Staff
Learn how to coordinate caretakers, housekeeping teams, maintenance workers and other local staff effectively.
When the host is not physically present, local staff become an important part of the guest experience.
- Define responsibilities clearly:
- Caretaker: guest access, on-site assistance and urgent issues.
- Housekeeping: cleaning and turnover.
- Maintenance: repairs and technical issues.
- Property manager: overall coordination where applicable.
Create one communication process:
1. Share upcoming arrivals and departures.
2. Confirm staff availability.
3. Assign tasks.
4. Record completion.
5. Escalate problems quickly.
6. Keep evidence/photos for important issues.
Avoid relying only on informal verbal instructions. Use written checklists and clear deadlines.
Example:
Before a Friday check-in, confirm Thursday's housekeeping, Friday's final inspection and the caretaker's availability for guest arrival.
Tip: Make one person responsible for coordinating the local team, even if several people perform the work.