February 10, 2025

Maximising efficiency with PMS - strategies that make a difference

Efficient operations and smart management of resources are crucial for businesses in the hospitality industry. With a modern PMS system, businesses can reduce costs, optimise workflows and improve the guest experience. In this guide, we explore how businesses can benefit from PMS solutions to maximise their efficiency, reduce manual work and future-proof their operations.

The hidden costs of inefficient business systems

Believe it or not, in 2025, over 40 % of businesses are still using spreadsheets and paper to manage parts of their business. The consequence? On average, each employee loses 20 working hours a month to manual data entry, scheduling conflicts and unnecessary process bottlenecks.

But the biggest challenge is not just time wasted. It's the business opportunities that are lost when systems and procedures don't keep pace with business growth.

Property Management Systems (PMS) have undergone a huge evolution since they were first introduced in the 1970s. Today, they handle everything from resource planning to customer relations. But the truth is that many businesses are still not utilising them to their full potential.

With extensive experience of PMS solutions in the hospitality industry, we know that the difference between companies that are growing and those that are struggling often comes down to seven key practices in PMS implementation. Companies using these practices see, on average, a **cost reduction of up to 30 % and a productivity increase of 25 %.

It's easy to think that the existing system works well. Many companies do just that. But what they don't see is how their competitors are automating, analysing data in real time, and scaling their operations smoothly - while they themselves are stuck in inefficient systems and manual workflows.

This guide takes you through seven proven PMS practices that industry-leading companies are using to streamline their operations. These are not theoretical ideas - but practical, tested strategies that deliver tangible results, especially in the hospitality and camping industries.

The most successful company is not always the one with the biggest budget. They are the ones who know how to implement their PMS the right way.

What is a PMS and why is it so important?

Streamlines workflows and reduces manual tasks.
Crucial for hotels, restaurants and campsites.
Flexible and scalable to suit your business needs.

How PMS works

PMS (property management systems, or reservation systems) are versatile tools used in various sectors to manage operational tasks efficiently. They integrate several software components that help manage different aspects of operations such as reception, customer relations, booking and financial transactions. These systems are not limited to a single industry. Hotels, campsites, healthcare, real estate and rental companies all use PMS systems to automate tasks, resulting in streamlined processes and increased productivity. In hotels, for example, PMSes help manage room reservations and household logistics, while healthcare institutions use them to coordinate appointments and billing.

The versatility of a PMS solution is evident in its wide use to improve daily operations, eliminating human error and delays. As businesses evolve, PMS systems must adapt to remain relevant and effective to increase efficiency within these industries. They need to include updated modules that keep up to date with the specific and general needs of companies, making them a crucial asset for continuous improvement and competitive advantage.

Common features of PMS systems

The PMS has several standard features that cater to different industry needs. A typical PMS usually includes modules for bookings, reception operations, billing, housekeeping, customer relationship management and reporting. These features ensure that tasks can be managed from a single interface, simplifying workflows. The systems become particularly valuable in high-volume environments with complex interactions. In the hospitality industry, for example, scheduling, billing and even customer communication functions are often integrated, making the systems invaluable.

Customisability and scalability are crucial aspects of a PMS. Customisability allows a business to fine-tune the system to specific needs, which can vary greatly across industries. For example, a hotel may prioritise features around guest engagement and dynamic pricing, while a campsite may have a greater need for support for site maps, for example. Scalability ensures that the PMS can expand as the business grows, handling more features and data without compromising performance. This adaptability means that PMS systems remain a reliable backbone for organisations looking to streamline their operations.

To further explore how the PMS benefits different sectors, the the groundbreaking benefits for hotels valuable insights.

At Modular Visit, we deliver a unified platform to perform all the necessary tasks in the hospitality industry. Your PMS, WBE, POS, CRM, channel manager etc. Read more about our platform or contact us for a demo.

A platform.

WBE PMS Self-service Dialogue Analyses POS

Online booking in your PMS.

All online bookings are managed in the same platform as the PMS. A single true source for your data.

All in one place.

A powerful platform that combines your PMS, WBE, POS, CRM and channel manager. All systems and data in one place.

Let the guests help themselves.

Checking in and out, making payments, updating information, adding extra services. Everything is easily managed by the guest.

Communication that engages.

Improve your guest communication. Information, reminders, suggestions for extra services and marketing. All easily automated in our powerful communication suite.

Get insights from your data.

Reporting tools with great flexibility to create the reports and statistics you need.

All types of payments.

Payments on site, online payments. Card, Swish, bank transfer, Apple Pay, etc. All included.

A platform.

For all systems.

Online booking in your PMS.

All online bookings are managed in the same platform as the PMS. A single true source for your data.

All in one place.

A powerful platform that combines your PMS, WBE, POS, CRM and channel manager. All systems and data in one place.

Let the guests help themselves.

Checking in and out, making payments, updating information, adding extra services. Everything is easily managed by the guest.

Communication that engages.

Improve your guest communication. Information, reminders, suggestions for extra services and marketing. All easily automated in our powerful communication suite.

Get insights from your data.

Reporting tools with great flexibility to create the reports and statistics you need.

All types of payments.

Payments on site, online payments. Card, Swish, bank transfer, Apple Pay, etc. All included.

Application of the PMS

Hotel and catering industry

The role of PMS in hotel operations

In the hospitality industry, PMS is synonymous with operational efficiency. The software manages the day-to-day operations of hotels, streamlining tasks from check-in to check-out. It centralises operations, making it easy for staff to coordinate tasks, bookings and guest services.

Hotels use PMS to ensure that everything runs smoothly. It automates tasks such as bookings and room assignments in conjunction with housekeeping. This automation allows hotel staff to focus more on guest satisfaction than on administrative tasks. With real-time updates, hotels can quickly adapt to changes such as last-minute bookings or cancellations.

PMS also integrates with third-party solutions, further improving operational capabilities. Cloud-based systems offer these benefits with the added bonus of data security and availability. 6 data-driven reasons to adopt cloud-based PMS solutions. Given the pace at which the tourism industry moves, having a stable PMS in place is invaluable.

Key benefits for hotels

The real value of a PMS lies in its ability to optimise hotel operations, making it indispensable for hotel managers. Firstly, it improves efficiency by automating repetitive tasks. This frees up staff to focus on providing excellent customer service, which in turn increases guest satisfaction. For further reading, see Automation in reservation systems.

In addition, PMS enables better revenue optimisation. By providing detailed analytics, hotels can identify trends and adjust their pricing strategies accordingly. This ensures higher occupancy rates and maximised profitability. The hotel industry is special in that respect - a room not sold for one night is a source of revenue lost forever. Revenue optimisation is about selling the right room, to the right guest, at the right time to get the highest possible value.

A powerful PMS system also provides comprehensive reporting. Staff can quickly access data on occupancy rates, revenue and customer preferences. Finally, by connecting different departments, PMS promotes better communication and teamwork among hotel staff. This integration ensures that customer service is consistent, responsive and efficient. Given the many benefits, such as efficiency and profitability, the hotel PMS system in all its activities.

Advanced features that increase efficiency

Discover the key PMS features that improve business efficiency.
Learn how these features can streamline different industries.
Explore the impact of advanced automation and cloud-based solutions.

Cloud-based solutions

Cloud-based PMS systems are changing the way businesses manage their operations by providing a centralised platform to manage data online. This makes it easy to update workflows, protect information and manage tasks efficiently. One of the biggest benefits is accessibility - the system can be accessed from any location and device, increasing flexibility and facilitating communication and coordination within the team. This also reduces time lost on administrative processes.

Data security is another crucial factor. Cloud-based systems protect sensitive information from potential threats, which is particularly important in industries where confidential data is handled. With advanced security measures, the risk of data breaches is significantly reduced. In addition, cloud-based solutions provide scalability, making it easy to add new features, users or properties without high development costs. The system grows with the business and adapts to change, making it an ideal tool for expanding organisations.

Automation features

Automation within PMS systems has a huge impact on operational efficiency. By automating tasks such as workforce planning and payments, companies reduce the risk of errors and free up time for more strategic tasks. Automation also ensures that tasks are performed consistently and with higher accuracy, improving both workflows and customer experiences.

Data-driven automation enables businesses to turn collected data into actionable insights. By continuously updating systems with real-time data, businesses can optimise their processes, make more informed decisions and stay ahead of the competition. Automation is not just about saving time - it's about maximising efficiency and driving business forward.

Frequently asked questions: What is PMS?

PMS, or property management system, is a software tool used mainly in the hotel, camping and real estate industry. It manages rental, maintenance and administrative functions, ensuring that operations run smoothly and efficiently. Technically, a PMS encompasses all the operational tasks required to manage a hotel efficiently, including booking management, accounting and communication with tenants. It serves as a centralised platform to monitor and manage daily tasks across multiple sectors.

Many people seeking information on PMS want to understand how best to integrate the system into daily operations. A properly implemented PMS can significantly improve workflows and minimise errors. Today's PMS solutions go far beyond basic functionality and offer modern tools such as cloud-based management and advanced automation to further streamline operations.

Below is a summary of the key benefits of cloud-based systems and automated functions within PMS.

Benefits of cloud-based PMS

Accessibility and flexibility

Cloud-based PMS systems are accessible from any device with an internet connection. This allows staff to manage operations remotely, which is particularly valuable for businesses with multiple sites or a need for mobile access.

Cost-effectiveness

Businesses using cloud-based systems avoid the high costs of on-premises infrastructure, such as servers and licences. Instead, they are often offered as subscription services, reducing initial investment and long-term maintenance costs.

Real-time data and insights

Cloud systems provide access to up-to-date data in real time, making it easier for managers to monitor operations, guest satisfaction and key performance indicators. This enables faster and more informed decisions.

Automatic updates & Scalability

Cloud-based PMS systems are automatically updated, ensuring that users always have access to the latest features, security enhancements and optimisations without the need for manual installations. They are also highly scalable, allowing businesses to grow without expensive upgrades to their infrastructure.

Improved security

Respected cloud providers invest in robust security protocols, including encryption and data protection, which often surpass the security of on-premises systems. This helps to protect sensitive guest information and comply with regulations such as GDPR.

Benefits of automated functions in PMS

Fewer human errors

Automation reduces the risk of errors in tasks such as billing, check-in and bookings. This leads to more accurate processes, fewer guest complaints and more efficient operations.

Increased efficiency & time savings

By automating repetitive tasks such as invoicing, booking confirmations and report generation, staff can focus on more value-adding tasks, such as customer service. This increases productivity and reduces workload during peak seasons.

Improving the guest experience

Automation enables smoother interactions with guests, such as automatic booking confirmations, digital check-in and personalised communication. This creates a more seamless guest experience and strengthens customer loyalty.

Dynamic pricing & revenue optimisation

PMS systems can automatically adjust prices based on demand, seasonality and market trends. This ensures that businesses maximise their revenue without requiring manual adjustment.

Integrated reporting & analysis

Automated PMS systems can generate detailed reports on occupancy, revenue and customer feedback with minimal effort. These reports can then be used to optimise business strategies and decision-making.

Round-the-clock operation

Automation ensures that key processes such as bookings and customer communication continue around the clock, even outside regular office hours. This enables a more responsive service and makes it easier to manage international guests in different time zones.

Comparisons: Before and after PMS implementation

Metric	Before PMS implementation	Post-PMS implementation	Improvement
Manual data entry	Human data entry has an accuracy of 96-99 %, leading to 100-400 errors per 10 000 records.	Automated data entry reaches 99.959-99.99 % accuracy, reducing errors to 1-4 per 10,000 records.	Error reduction by up to 100 times. Source.
Operational costs	High operational costs due to inefficient manual processes and the need for extensive IT infrastructure.	Moving to cloud-based PMS eliminates the need for expensive hardware and reduces maintenance costs, leading to lower operational expenses.	Up to 30% reduction in operational costs. Source
Error rate of bookings.	Manual handling of reservations can lead to frequent double bookings and errors due to the lack of a centralised system to manage reservations.	A centralised system with real-time updates reduces booking conflicts and improves the accuracy of reservations.	Reduction of booking errors by up to 25%. Source.
Check-in and check-out time	Traditional manual check-in and check-out processes can be time-consuming, leading to long queues and reduced guest satisfaction.	Automated check-in and check-out processes via a PMS allow for faster processing, reducing waiting times and improving the guest experience.	Significant reduction in check-in and check-out times, leading to increased efficiency and guest satisfaction. Source.
Employee productivity	Employees spend significant time on manual tasks such as checking in and out, handling guest enquiries and invoicing, which limits their ability to focus on more value-adding activities.	Automating repetitive tasks through a PMS frees up time for staff, allowing them to focus more on customer service and other strategic tasks.	Increased productivity by up to 24.2 % after implementing an effective PMS. Source.
Guest satisfaction	Manual processes can lead to slow check-ins and check-outs, limited communication and a lack of personalised services, which negatively affects the guest experience.	An efficient PMS enables faster check-in and check-out, improved communication and personalised services, increasing guest satisfaction.	Increased guest satisfaction through improved service and efficiency. Source.
Revenue optimisation	Manual pricing and limited insight into market demand often lead to sub-optimal revenue generation.	Implementing a PMS with revenue management tools allows for dynamic pricing based on real-time data, optimising revenue.	Hotels using advanced RMS experience an average revenue growth of 6.8 % compared to those without. Source.
Data reporting and analysis	Manual data collection and report generation are time-consuming and prone to errors, leading to outdated or inaccurate information.	A robust Property Management System offers comprehensive reporting and analysis capabilities, enabling real-time insights into operations and supporting data-driven decisions.	Significant reduction of time and errors in data management, improving decision-making and operational efficiency. Source.
Guest communication	Limited tools for personalised and automated communication with guests, which can lead to inefficient information sharing and lower guest satisfaction.	Integrated systems enable automated and personalised guest communication via email, SMS and other channels, improving the flow of information and strengthening the relationship with guests.	Significant improvements in guest engagement and satisfaction through more effective and personalised communication. Source.
Staff training and induction	Manual training requires significant time from managers and employees, leading to longer learning curves and higher costs.	User-friendly PMS with intuitive interfaces and digital training resources reduce training time and facilitate faster induction of new staff.	Implementing cloud-based PMS has led to a reduction in onboarding time by up to 30 %, improving efficiency and reducing costs. Source.

Key Insights

Time saving: Time spent on tasks such as check-in, check-out and report generation is drastically reduced, giving staff more time to focus on guest service.
Cost saving: Operating costs are significantly reduced thanks to reduced staffing needs and the elimination of manual processes.
Improved Accuracy & Revenue: Automated systems reduce human error and optimise revenue through dynamic price adjustment based on real-time data.
Increased guest satisfaction: Faster and more accurate service leads to higher guest satisfaction, positive reviews and more repeat bookings.

Best practices for choosing a PMS system

Identify your needs and budget to find the right PMS
Compare schemes with clear criteria
Involve key stakeholders in the decision

Steps to identify needs and choose the right PMS

Choosing the right Property Management System (PMS) starts with understanding your business needs. Start by mapping out specific requirements, such as necessary features, integration capabilities and budget constraints. Adam Harris, CEO of Cloudbeds, emphasises the importance of technology that is both comprehensive and easy to use - a reminder to prioritise ease of use.

Once your needs are clear, draw up a list of relevant PMS providers that specialise in your industry. Evaluate which ones best fit your current processes and future goals. For example, consider how a PMS could streamline hotel operations or financial tasks depending on your sector.

It is also important to involve the team in the process. By including different departments, you ensure that the system meets the broad needs of the organisation. Their insights can shed light on crucial features required in day-to-day work and contribute to a more informed choice.

Criteria for evaluating potential PMS solutions

To ensure a thorough review, each PMS should be evaluated against a set of standardised criteria. This includes analysing the functions of the system, its integration capability with existing systems and level of security.

Flexibility and scalability are also important factors. A PMS that can grow with your business will be a better long-term investment. Assessing the system's adaptability to future needs can help avoid costly upgrades or replacements down the line.

Financial aspects also play a crucial role. Take into account licence costs, implementation fees and ongoing maintenance costs. By calculating the total cost of ownership, you can avoid unexpected expenses and ensure that the system fits your budget.

Comparative analysis

Comparing different PMS systems requires a methodical approach. Use comparison tables with detailed feature lists and performance ratings to identify which system best matches your needs.

Key metrics to scrutinise are availability, response times and the quality of customer support. These factors can have a major impact on day-to-day operations, especially in the hospitality industry where smooth service is crucial. Delve deeper into the topic by reading comparative analysis of leading PMS systems.

If possible, organise demo sessions or trial periods. Testing the system in practice will give you a better understanding of its usability and how it works in your workflows.

The decision-making process

The decision should be made in consultation with stakeholders from different departments. Involving team leaders and key users in the discussions ensures that the choice is embedded in the organisation and supported by those who will actually use the system on a daily basis.

Evaluate vendors based on their reliability and level of support. Certa emphasises the importance of considering factors such as the vendor's reputation, financial stability and experience in the industry. A PMS vendor's customer service and technical support are crucial for a smooth implementation and long-term use.

Finally, choose a system that not only fulfils your current needs, but also supports your business growth and technological development. By ensuring that your PMS is a long-term investment, it can become a key part of your efficiency and success.