1.09 General Manager Hand Over & Checklist for New General Manager, 13 pages

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Handover & Checklist for New General Manager

A – Before the arrival of the new General Manager

B – Hand over Meeting between in-coming and outgoing General Manager

C – Interview with the Resident Manager / EAM

D – Interview with the Executive Secretary / PA

E – Interview with the Financial Controller

F – Interview with the Human Resource Manager

G – Interview with the Director of Sales

H – Interview with Front Office Manager

I – Interview with the Executive Housekeeper

J – Interview with the Chief Engineer

K – Interview with the SPA Manager

L – Interview with the IT Manager

M – Interview with the F&B Manager

N – Interview with the Executive Chef

Page 1

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A Before the arrival of the new General Manager

– Arrange schedule for new GM to meet as appropriate, Owning Company Executives,
hotel department heads, hotel staff, community leaders, local travel agents, airline executives and important commercial clients.
If bank signatures require power of attorney, arrangements should be made prior to arrival of new GM.
– Arrange schedule for new GM to tour each hotel department, accompanied by respective department head. Interviews before the tour would normally be held in GM’s office. Department heads should be prepared to give in-depth briefing on standards, goals and plans, manning situation, budget to date, etc.
– Prepare a Management Performance and Development Report for each department head and major supervisor for new GM.
– Update GM’s address book as appropriate:

B – Handover – Meeting between incoming and outgoing General Manager

1. Organization Chart
2. Power-of-Attorney (if required)
3. Legal/Lawyer (give update)
4. Owner relations
5. Community relations
6. Shop- and other Leases ( outline lease agreements, review relationships and problems, arrange for meeting with shop owners
7. Outline contracts for utilities, entertainment, etc.
8. Review relationships with banks and financial status
9. Review budgets and forecasts, identify problem areas
10. Review goals and incentive plans
11. Review all regularly held meetings, e.g. department head meeting, morning briefing, credit meeting etc.
12. Capital expenditures and large purchase orders outstanding
13. Signature authorization cards for bank accounts
14. Review policy on GM’s keys
15. Hotel car policies
16. Business cards, special invitations, compliment cards
17. GM memberships in associations, clubs, etc.
18. Local issues of importance to the General Manager
19. Inventory of corporate SOP’s

C – Interview with the Resident Manager /EAM

1. Resident Manager’s background, experience and goals
2. Clarify responsibilities and job description of Resident Manager

3. Regular tasks and duties of Resident Manager ( daily, weekly, monthly )
4. Get opinion from Resident Manager on:
– Level of service and proficiency in all departments
– Training needs and other staffing issues
– Strengths and weaknesses of the property and its operation
– Proficiency of department heads and key staff

Page 2

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– Community relations
– Ongoing projects
– Safety and security issues
– Any other related issue

D – Interview with the Executive Secretary / PA

1. Executive Secretary’s background, experience and goals
2. Clarify responsibilities and job description of Executive Secretary
3. Regular tasks and duties of Executive Secretary daily, weekly, monthly
4. Any other issue

E – Interview with the Financial Controller

Staffing:

1. Introduce to accounting and controlling staff
2. Explain level of competency of staff, as well as training programs and training needs
3. Outline any staff related problems

Finance:

1. Review financial arrangement (if applicable)
2. Repayment of debts ( if applicable)
3. Cash flow and cash flow forecast
4. Management fee structure

City Ledger:

1. Accounts receivables and City Ledger
2. Average payment period in City Ledger
3. Magnitude of bad debts and write-offs
4. Overdue accounts and collection procedures

Inventories:

1. Inventory problems and control procedures
2. Inventory policies
3. Storeroom policies
4. Steward sales to employees

Cash:

1. Description of cash controls
2. Petty cash, house banks and individual limits
3. Description of banking arrangement and policies
4. Bonded employees and cashier short/over policy

Page 3

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Payroll:

1. Description of payroll procedure and policy
2. Mechanism for payroll control, incl. time sheets, duty rosters, etc.
3. Overtime policy
4. Policy on cash advances and employee loans
5. Brief description of employee benefits
6. Procedure for casual labor
7. Policy on employee city ledger and discounts, contracts and leases

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