I was hoping that the title would attract some attention. I guess we’ll have to wait and see.
After briefly speaking about the Paperless Night Audit in our 2015 Year In Review, I wanted to use this
post to drive more attention to the subject, and articulate why it’s importance is understated in today’s
It’s pretty obvious that there’s substantial savings to be had by not printing the pack each night, but
we’ll do some math using a few average statistics:
$0.07 – Printing Cost/Page (Toner, Paper, Printer Maintenance, etc.)
50 – Pages/Night Audit Pack
1.5 – Number of reports printed (1.0 to account for the full night audit pack, and 0.5 for specific reports
that are printed for groups like accounting, sales, corporate, etc.)
30 – Days/Month
$100 – Monthly cost of secure outside storage
Using BEDMAS from my elementary school days, [($0.07 x 50) x 1.5 x 30] + 100 = $257.50
That’s $257.50 to print and store your night audit packs each month. Pretty expensive right? If you’re
printing your night audit packs each night, then you’ve already built a business case to take it paperless.
That’s just the tip of the iceberg.
For a Management Group, the costs of a night audit pack grows. It’s hard to put a number on it, but I’ll
bring up some examples that could be relevant.
Accessing Reports On Demand: How much productive time is lost waiting for a report to be sent by a
property to the corporate office? Making the call to the hotel, getting the report sent over, interrupting
your work, etc. Cost – time and money. Multiple properties, add more time and money costs to the
Performing Internal Audits: How much time could be saved if a portion of the internal audits (that relied
on using reports in the night audit pack) could be done without visiting the hotel itself…or having
someone sending it over. Think transportation expenses, meals, potential overnight stays, etc. Cost –
Due Diligence: Are your teams at the properties performing the necessary tasks when reviewing the
reports in the pack? If they are, find out if the tasks are being done by printing the report, making the
comments/signatures, and then scanning/emailing them over. Cost – time and money.
Document/Report Security: It’s a big deal. Without controls in place, a night audit pack could potentially
be accessed by anyone if it’s not stored securely. Cost – security…
Sustainability and Green Initiatives for Your Back Office – that’s a blog topic coming soon!
It’s more than just the paper now, isn’t it? Hopefully the post gets you thinking about a few areas such
as centralizing records, document/report level security and cost savings, among others. We would love
to hear your thoughts and concerns, even if they’re related to similar practices outside of the hospitality
Next week, we’ll talk about why a document management system for your hotel’s night audit packs can
build its own business case.
A little bit about us:
myDigitalOffice enables hospitality groups to gain efficiencies and sustainable savings in their back
office, through services paperless night audit tools, dashboard reporting and streamlining AP processes.