4.2 Getting Info to Guests

Setting up templates and information forms for your guests can be a time consuming task. By undertaking enhanced web design and marketing strategies and Customer Relationship Management you will be handling a larger volume of inquiries and sales than at present.

Set up office procedures to ensure that your guests get the information required to plan their stay with you. The better your response readiness, the better your ability to handle inquiries from beginning to follow-up after guests conclude their stay in an efficient manner.

Automate your information processing as much as possible using templates, auto responders and attachments. Keep your attachments in a readily available file so that they can be sent when required.  Consider customizing form letters to meet the needs each target market you serve.

How Do you Manage Information distribution to registered guests?

Are you prepared to distribute information to your guests in a timely fashion?

Are you able to customize your responses to match the needs described by your potential guest?

Do you keep templates, forms and files in easily accessible format to send information to your guests?

What attachments might be required for an inquiring potential guest? Is there customization for different target markets?

What attachments are required upon a confirmed booking? How long does it take to prepare and send them?

Do you use software to generate an email receipt from your accounting package?

What do you send your guest after their stay?

What template letters and/or letterhead do you have at the ready to meet the needs of target markets?

What process for sending information to guests works very well for you at present?

What processes would you like to improve?

If you were handling twice the inquiries you are now, are you prepared to keep up with the need for timely exchange of information with registered guests and potential guests?

What processes do you have in place to ensure that your guests receive the information they require every time?

Do you provide hyperlinks to information on the web or send information as attachments?
 

This workshop is offered under the Strategic Tourism Development and Marketing Partnership for Northern Ontario, jointly funded by Industry Canada / FedNor, the Northern Ontario Heritage Fund Corporation and the Ontario Tourism Marketing Corporation.  Administrative support has been provided by Rainbow Country Travel Association.