Sales Update

Secure the Business

Sometimes, crews or groups are inquiring about our hotels at the last minute and will be checking in today or tomorrow. Your RDSM team is always happy to help, but if you can secure the business right then and there, make it happen! This is especially important if the inquiry comes during peak season. If we wait 4 hours, will the rooms be available?

• Make an offer

• Reserve the rooms

• Share the information with your RDSM

We can always prospect the company fully after your conversation and attach a VP to existing reservations. If you offer the crew a conservative rate for the week, we can discuss our findings and let you decide if we can do better moving forward.

Contracts

Did you know that the Groups Department DOES NOT manage contracts?

Don’t miss out on last minute bookings that require a contract, such as Military or School based groups.

Attached are two simple contracts for you to keep on hand. Fill in as much of the blank contract with hotel specific information NOW. This will save you time later and allow you to ask us any questions you may have about preparation. Generally, your RDSM will assist with future bookings, but we want you prepared should we be out of the office for the day/week.

Be sure to cc your RDSM on the contract communications so we are already in the loop and can follow up accordingly.

Q1 Sales Leads

Welcoming and Training New Hires – Setting the Tone for Success

First impressions matter. How we welcome and train new team members sets the tone for their experience, engagement, and performance. That’s why it’s critical we make every new hire’s first day of training special and structured.

To support successful onboarding and ensure we meet our compliance responsibilities, please follow the guidelines below when bringing on new team members:

Day One Expectations:

Make It Memorable We encourage you to create a warm and welcoming environment for each new hire. Below are some recommended ideasto help make their first day feel special and meaningful:

• Welcome Luncheon

  Consider organizing a team lunch or a small welcome break to help break the ice and foster a sense of belonging.

  
  

• Welcome Goody Bag

  Provide a small gift with useful items (e.g., pen, notepad, snack, water bottle) and a personalized note from the team.

  
  

• Welcome Bingo Game

  Create a fun, team-building “Get to Know You” bingo card with prompts like “Find someone who has worked here more than 5 years” or “Find someone who speaks another language.”

  
  

Get to Know You BINGO Cards.pdf

Download PDF • 396KB

• The new hire can mingle with the team to fill out their card—and you can even invite the whole team to play along for a chance to win small prizes.

  
  

• "Meet the Team" Photo Wall

  Set up a small bulletin board or poster with team member photos, names, roles, and a fun fact. This helps the new hire put names to faces and feel connected faster.

  
  

• First Day Badge or Button

  Give the new hire a “It’s My First Day!” badge or button to wear. It’s a lighthearted way to let the team know to greet and support them.

  
  

• Message Board or Welcome Card

  Have team members sign a welcome card or leave sticky note messages on a shared whiteboard. These small gestures create a big sense of belonging.

  
  

• Department Passport

  Create a mini “passport” where the new hire visits key areas (Housekeeping, Maintenance, Front Desk, Laundry, etc.) and collects a stamp (signature or sticker) while meeting team members and learning how each area supports the hotel.

  
  

• Shadow Buddy Assignment

  Assign a peer “buddy” who is not their supervisor to help answer questions, offer support, and walk them through the first few days.

Think of creative, low-cost (or no-cost) ways to make the first day fun and welcoming. These ideas are optional and should be discussed with and approved by your direct supervisor before being implemented.

Property Tour: Spend time showing the new hire around the hotel, including key areas such as break rooms, storage areas, laundry rooms, and emergency exits.

Job Overview: Discuss their responsibilities, departmental expectations, and the importance of teamwork and professionalism.

Compliance and Safety Training

OSHA & Chemical SafetyWe are responsible for ensuring that every team member starts with a solid foundation in workplace safety.

• Review OSHA expectations, how to read and use an SDS (Safety Data Sheet), and introduce all cleaning chemicals used on property.

• Each new employee must complete the HAZCOM log as part of their onboarding.

Why Day One Training Matters:New hires must complete OSHA-required training on their first day before they begin cleaning guest rooms or working independently. This is not just best practice—it’s a legal requirement.

• Failure to train can expose the hotel to serious liability in the event of a workplace injury or chemical exposure.

• If an incident occurs and the employee hasn’t been properly trained, it may result in OSHA citations, fines, and increased workers’ comp claims.

• Managers and supervisors are accountable for ensuring this training is completed, documented, and conducted on property—never off the clock or at home.

• Even if your hotel has never received an OSHA citation, that doesn’t mean it can’t happen. All it takes is one untrained employee and one preventable accident to change that. Consistent training is the best protection—for your team and your property.

Training Platform (WHG University / Litmos)

• All training must be conducted on-site during scheduled work hours. Employees must be compensated for all time spent in training, and completion must be properly documented.

• Managers are responsible for actively tracking the completion of all required training and supporting the employee throughout the process. This includes regularly checking in to answer questions, clarify expectations, and ensure the material is being understood—not just completed. Maintaining these checks and balances helps identify knowledge gaps early, reinforces accountability, and ensures that training is meaningful, not just a formality.

• All other required New Hire training should be completed within the employee’s first three weeks. OSHA safety training is the only portion that must be completed on Day One, prior to starting any job duties.

  
  

Administrative Setup:

New Hire Paperwork All required new hire paperwork must be completed and submitted on or before the employee’s first day. This includes:

• Form I-9 – Employment Eligibility Verification

• State and Federal Tax Forms (W-4, etc.)

Failure to complete this documentation promptly can lead to compliance violations and impact payroll processing. It is the responsibility of the hiring manager to verify and ensure all forms are submitted accurately.

PayChex Payroll SystemShow the employee how to log in, review paystubs, and access important payroll information.

Please ensure that all managers and supervisors are aligned with this onboarding process. Proper training isn’t just a legal requirement—it helps us reduce liability, create a strong safety culture, and retain quality employees who feel valued from day one.

If you have any questions or need support with setting up training materials or goody bags, don’t hesitate to reach out.

Thank you for making our new team members feel like a part of the family.

Understanding the General Duty Clause – Why Your Training Responsibilities Matter

When it comes to workplace safety, training is not just about checking a box—it’s about protecting our people, our guests, and our business. One of the most important legal standards we are held to is something many overlook: the General Duty Clause of the OSHA Act.

What Is the General Duty Clause?

The General Duty Clause (OSHA Act, Section 5(a)(1)) requires that:

"Each employer shall furnish to each of his employees employment and a place of employment which are free from recognized hazards that are causing or are likely to cause death or serious physical harm."

This clause is broad by design. It allows OSHA to hold employers accountable for hazards even if there is no specific regulation for that risk. That includes things like:

• Excessive heat exposure

• Workplace violence

• Human trafficking risks

• Slip and fall hazards

• Inadequate training on cleaning chemicals or safety procedures

Why This Matters to You as a GM

Some leaders may think, “We’ve never had an incident—so we’re fine.” But that mindset is exactly what leads to citations and costly claims when something does happen. OSHA’s job is to look at whether we recognized a hazard and failed to act—not whether we’ve been lucky enough to avoid it.

If an employee gets hurt and hasn’t been properly trained—or if reasonable precautions weren’t taken—your property could face:

• OSHA citations and fines

• Workers’ comp claims

• Increased insurance premiums

• Damage to brand and trust

• Legal liability for failing to meet your duty of care

What You Can Do

• Ensure all OSHA-required training is completed on time and documented.

• Take every policy seriously—even if you’ve never had an issue.

• Create and maintain a workplace where safety is a daily priority, not an afterthought.

• Understand that “It hasn’t happened to me” is not a defense.

We don’t just train because we’re required to—we train to protect our teams, our guests, and our future.

If you have questions about the General Duty Clause or want help reviewing your current training practices, please reach out. We're here to support you.

Thank you for leading by example.