Hotel Department Organizational Structure Business Essay Example

information is collected daily, weekly, and monthly to assist in forecasting, planning, and budgeting decisions. Any discrepancies between projected figures and actual results may result in necessary disciplinary action being taken. In addition to cost management responsibilities, the food and drink section also oversees training, direction, motivation, and monitoring of staff members to ensure consistent high standards of service delivery. Collaboration with other departments is another aspect they engage in to contribute towards the organization's short- and long-term profitability goals. Furthermore, structured feedback from customers is gathered in order to continuously improve overall service quality provided by Nadaman.
The responsibilities and goals of Nadaman Japanese Restaurant, a high-end establishment located in hotels and department stores in Japan and Shangri-La Hotels overseas, are rooted in its tradition of over 200 years. The restaurant, named after its founder Nadaya Mansuke, is not only a historic Japanese dining experience but also a leader in Japanese food culture. As Nadaman enters the modern era, it remains committed to upholding the excellence and authenticity of Japanese cuisine while adapting to current tastes. Their slogan "A long-standing restaurant is always new" reflects their dedication to evolving their dishes without compromising the essence of Japanese cooking. This section provides information on the functions and organizational structure of the restaurant's departments, including details on staff numbers and distribution. The organizational chart includes positions such as manager, assistant manager, hostess, waitress, sommelier, and chef. Efficient staff performance is crucial alongside providing high-quality food service. The text explores various factors that influence the quality of service in a food and drink operation including communication between kitchen, saloon (dining area), and dining room staff; merchandise flow; menus;

kitchen and dining room design; as well as types of service offered by the restaurant.Management is responsible for standardizing procedures, service standards, sanitation, quality control, and cost controls. Food service now includes various forms beyond traditional table service. The department's organizational structure and the job duties of the director and manager are also discussed. These individuals oversee daily operations while ensuring quality and budget goals are met in a clean and safe environment. Leadership skills and a positive attitude are necessary for creating an enjoyable and productive work atmosphere.

In addition to staff development in all areas of the operation, the manager is responsible for specific job tasks, client awareness and service, as well as maintaining sanitation standards. Regarding personnel matters, the manager handles recruiting, training, development,and scheduling to ensure guests receive timely high-quality food. From a fiscal standpoint,the manager collaborates with ownership to maximize sales/profits through menu design,fiscal management of food/labor costs as well as occupancy/supply expenses.

The operation manager must ensure that the restaurant's food meets strict quality standards including freshness, proper handling and storage techniques,chilling techniques,taste,portions size,and presentation.The assistant manager is responsible for operating the entire department properlyand meeting high-quality standards.They also maintain a clean and safe environment,and achieve sales and budget goalsIn the absence of the operation manager, the assistant manager has full authority over daily operations. The adjunct director may assign specific functions to the assistant who will be held accountable for them. In terms of finances and profitability, the assistant director controls costs in assigned areas and takes complete responsibility for those costs.

The leaders lead and instruct all staff members to follow service guidelines and provide excellent service. The staff's main

focus is on ensuring smooth operations in designated divisions and customer satisfaction.

The bartender plays a key role in ensuring 100% guest satisfaction at the bar and with served guests. They must possess knowledge, skills, effective communication abilities, cleanliness maintenance, and professionalism at all times. Their responsibilities include providing professional service to each guest while maintaining high standards of excellence.

Additionally, the bartender is accountable for handling cash received at the bar as well as managing spirits, beer, wine, soju, interest, and supply costs. It is important for them to always remember that they are not just a business entity but an integral part of the restaurant.

The hostess warmly welcomes guests in the dining room while interacting with professionalism and grace to ensure smooth operations. Guest satisfaction is prioritized without compromising other employees' well-being.The main responsibility of the waiter is to ensure that all guests in the restaurant are treated as personal guests, not just those at their table. They should have good knowledge about our food and drinks while providing exceptional dining experiences, knowing that our business grows one satisfied guest at a time. The food runner's duty involves delivering food and fulfilling any requests that enhance the overall dining experience. Operational matters require specific systems and software to be used by the department. Addressing challenges like high staff turnover and communication breakdowns is crucial. Effective communication between production and service staff is essential. To avoid confusion, it is important to clarify abbreviations on a guest's check, such as whether "SP" means shrimp platter or seafood platter. Clear guidelines on serving martinis with or without ice can also prevent misunderstandings. Servers should be aware of

any sold-out items before ordering to avoid extra costs and unhappy customers. Using specific abbreviations for orders and regularly updating inventory can help resolve these issues, along with the use of remote printers to accurately enter order information and prevent communication problems.In the restaurant industry, teamwork is crucial for providing excellent customer service. The saying "if you're not serving the customer, you better be serving someone who is" emphasizes how individual actions can impact the entire team's ability to care for customers. For instance, arriving late for a shift without considering a colleague who has been working all day and showing no remorse creates conflicts among staff members. Similarly, problems can arise when someone takes the last cup of coffee without making a fresh pot, hindering others from being able to serve coffee. It is not uncommon for employees to dismiss their responsibilities by saying "it's not my job" or questioning why they should help someone who never helps anyone else. To address this issue, two actions need to be taken: discouraging complaining and clarifying that everyone is responsible for everything. Each person's primary role is to assist others in the building and fulfill their needs. Having an adequate staff is extremely important and staffing levels should be determined based on volume and programming flow of concerns. Inappropriate staffing levels lead to high turnover within staff and have negative impacts on the restaurant itself. To effectively manage production-to-service operations, a Computerized Precheck Systems (CPS) is used.This text describes a system that consists of both hardware and software components. These components are designed to prioritize operational efficiency through the use of internal control measures. The system

is typically integrated into electronic cash registers or point-of-sale terminals, also known as Precheck terminals. Furthermore, these systems are connected to both local and remote printers in order to establish a communication network between different production areas and service stations.

In this system, waiters input orders into the Precheck terminal. Once entered, the terminal transmits these recorded items to the relevant workstation for preparation purposes. One important aspect of computerized Precheck systems is their ability to ensure that no food or drink items are produced unless they have first been recorded in a Precheck file.

The use of POS systems eliminates the need for physical orders to be given directly to kitchen staff or barmen. This helps ensure that production does not start without a sale being posted. Additionally, some automated systems allow managers to review guest checks while they are being processed. This enables them to confirm that ordered items are being served properly and that revenue from their sale will be collected.

A POS system can best be described as a computer-based order-entry system. It allows front-of-house staff members to enter food and beverage orders efficiently, keep track of orders for each table, act as an accounting tool for sales and payment information, and provide management with various reports such as hourly sales, menu items sold, and payroll information.

To operate effectively, this system utilizes POS terminals located throughout the restaurant. Each terminal is equipped with screens specifically designed for order entry purposes.
The computer generates a clear chit for the kitchen or bar when an order is entered. To access the system, waitstaff or barmen must log in with a pre-assigned number or their name. Once logged

in, individuals can select a specific check or table name and choose a unique check or table figure to start a new check or add orders to existing checks. The information on the check includes details such as the time the order was placed, table number, number of guests at the table, and server name and number. This information helps the kitchen manage preparation time and ensure that the correct number of main courses are ordered to match the number of guests. The entire journey of food from its natural state to when it is served to customers follows the Hazard Analysis Critical Control Point (HACCP) System. This system identifies critical control points where food is most vulnerable to bacteria and contaminants. It is important to understand how mishandling food throughout its stages, including delivery, processing, and serving, can have consequences. An analysis of potential hazards associated with food is conducted in each stage of production to identify critical control points.Preventative measures are established for each control point, with specific limits in place. Monitoring procedures must be implemented for these critical control points and disciplinary actions should be taken if the limits are not met. Processes should also be put in place to ensure proper functioning of the HACCP system. Effective record keeping is essential for documenting the HACCP procedure.

The objective of the pest management system is to prevent or eliminate issues with pests, such as rodents, roaches, and flies. A professional pest management company should implement an integrated pest management program. The use of open traps or glue strips to capture mice or rats, as well as fly strips for flies, is generally prohibited

in most areas. Chemicals and pesticides are not allowed in food service areas and some health departments even prohibit their presence on the premises. Certain regions require a contract with a professional pest management company.

A sanitation management plan is crucial for long-term success of any restaurant and should include knowledge about food-borne illnesses caused by bacteria, viruses, and parasites. This understanding should not only be limited to management level but all staff members must be educated and held accountable from their first day of employment onwards.

Performance appraisals provide feedback based on the restaurant's standards, individual goals, and previous assessments at least twice a year.An informal one-on-one discussion lasting just 5 minutes offers the opportunity to give feedback on performance, strengths, and weaknesses. Employee assessments should cover teamwork, dependability, professionalism, salesmanship, position knowledge, appearance, attitude, and guest concern. The formal one-on-one assessment differs slightly and should be conducted weekly with three to four employees. This helps constantly improve performance and morale. During the one-on-one assessment, approximately 20 minutes should be dedicated to evaluation. Employees should evaluate their own performance while managers provide analysis by comparing it against the standard without comparing it to other employees' performances. Managers should offer specific feedback based on their notes. Additionally, some casual conversation can be included to learn personal details like partner's name, kids' names, classes being taken, goals aspirations etc. The employee's working relationship with co-workers must also be assessed. Lastlynthe assessment should end with an understanding of expectations and setting small goals for the individual - they must also share their own goalsIt is customary to conclude a one-on-one assessment by expressing appreciation for their time and acknowledging

the value they bring to the team.

2.Business Environment of the Company (30)

The business environment of the company encompasses the mindset of the industry and its present level of activity. It is essential to thoroughly investigate and demonstrate the prospects and current concerns, supported by relevant statistics and up-to-date industry trends such as profit and loss statements, revenue, operational expenses, etc. Additionally, it is vital to identify and explain the company's competitors. This information should include details about market share, product offerings, pricing strategies, competitive advantages, and other pertinent factors.To learn more about the China hotel industry, you can visit the following website links:
- "http://www.ocn.com.cn/reports/China-Hotel-Industry078.htm"
- "http://www.hotelnewsresource.com/article46794.html"
- "http://www.hotelnewsresource.com/article47922_____Annual_Trends_Survey_Results.html"
- "http://www.hotelnewsresource.com/article46984.html"
- "http://www.hotelnewsresource.com/article45335Hotel_Construction_Booms_in_World_Expo______s_Metropole_Shanghai.html".

For information on the food industry in China, you can refer to these websites:
- "http://www.nationsencyclopedia.com/economies/Asia-and-the-Pacific/China.html"
- "http://english.mofcom.gov.cn/aroundchina/Shanghai.shtml"
- "http://www.glgroup.com/News/Foodservice-Industry-Outlook-2010 -- Restaurants-Distributors-and-Manufacturers-45263.html"
-"http://www.restaurantnewsresource.com/article46626.html"
-"http://www.kikkoman.com/news/2010news/01.shtml"
-"http://www.nytimes.com/2010/04/03/business/global/03food.html".

To find information about the rival restaurant Yamazato, please visit these websites:
-"http://www.yamazato.nl/en/Restaurant/Photo-s-Films.html"
-"https://"."//".okura.nl/en/"."okura-gastronomy/yamazato"."restaurant.".html
-"https://"."//".okura.".".com/tokyo/restaurants/yamazato".".".html
-"https://"."//".""travelchinaguide."".com/cityguides/shanghai/dining/japanese"".htm".
-"http://shanghai.privy.net/index.cfm?".To enhance company and/or department operations, it is recommended to utilize part-time employees during periods of high volume and refrain from scheduling overtime. These suggestions are aimed at addressing peak volume periods, specifically breakfast and dinner shifts, when additional staff is necessary, particularly in guest service. By utilizing part-time employees during busy periods, the company can effectively manage the workload and avoid excessive costs associated with overtime. It should be noted that although overtime labor hours increase total payroll expenses, they do not impact productivity when using labor hours as a measure. In restaurant settings, overtime may be required in cases where scheduled employees are absent or there are unforeseen increases in gross volume levels or additional tasks to be completed. However, it is crucial not to rely solely on mandatory overtime for

scheduled employees as this indicates inadequate training of a flexible staff. To prevent overtime situations, it is advised to keep track of shift changes and require approval before an employee covers another person's shift to avoid having someone less qualified causing potential overtime for another team member. Additionally, maximizing staff productivity involves sending some staff members home if there is no work available (although this occurrence is infrequent), while ensuring enough employees remain on hand to handle the workload efficiently.
To decrease labor costs associated with training new staff, it is important to assign lower-paid employees everyday tasks while higher-paid employees focus on more skilled tasks. This provides an opportunity for lower-paid employees to gain training in new skill sets, which can lead to advancement. In order to reduce employee turnover in a restaurant business, cross-training employees is crucial. This allows for greater flexibility in replacing qualified employees who may be absent.

It is also essential to maintain and enforce standards among all staff members. Managers have the responsibility of providing guidance when employees deviate from these standards; however, offering constructive criticism can be challenging and requires a careful approach. To address this challenge, several strategies can be implemented: consistently enforcing the standard for all employees, conducting private counseling sessions to discuss issues, allowing employees to explain their perspective, focusing on addressing behavior rather than criticizing individuals, documenting conversations for future reference, and setting specific goals for behavior change to ensure clear expectations are understood by both parties.

Before terminating an employee, management should thoroughly document any issues and clearly communicate that termination is a possibility if behavior does not improve.It is crucial to document any disciplinary actions

taken in a progressive coaching approach that did not result in improved performance. As a recommendation for enhancing the IAP plan, the company should consider improving communication channels through regular team meetings or utilizing digital platforms for real-time updates and feedback exchange. Additionally, two practical and beneficial suggestions for the company are implementing an employee recognition program to reward exceptional performance and encourage loyalty, as well as providing continuous professional development opportunities to empower employees and enhance their skills across various roles. Alongside these valuable recommendations for Ngee Ann, there are also insightful comments and perspectives on mindset change, future career choices, and motivations gained during attachment. Moreover, reflections on new learning experiences and comparisons of experiences among different sections are included.