6 Productivity Killers in Hotel Management You Must Stop Today — And Why To-Do Lists Are Not the Answer

Managing a hotel requires a constant balance between keeping operations running smoothly and delivering exceptional guest experiences. After years of managing teams and handling the daily chaos that comes with hotel life, I've discovered several productivity traps that can easily drain time and energy if left unchecked. By addressing these common pitfalls, we can streamline operations and ensure our guests always receive the best experience.

1) Always Being Available

In a hotel, there's always something happening—issues to resolve, questions to answer, and guests to serve. But being available 24/7 doesn’t mean you’re being productive—it means you're heading toward burnout. I’ve learned that setting clear work hours and using tools like “Do Not Disturb” features help maintain focus and energy for the tasks that matter. Additionally, I’ve implemented a “Shutdown Ritual” to mark the end of my workday, signaling to my team that after a certain time, they need to take the reins unless there's a true emergency. Trust me, both you and your team will benefit from these boundaries.

2) Getting Stuck in the Hustle Culture

In hospitality, there's a belief that working non-stop means you're working hard. But the truth is, it often leads to exhaustion without improving results. I make it a point to encourage regular breaks—not just for me, but for my staff as well. When we’re all well-rested, we can focus better, provide more attentive service, and resolve guest concerns more efficiently. Quality over quantity isn’t just for guest interactions, it’s for how we manage ourselves and our time too. Rest fuels performance.

3) Multitasking

It’s tempting to juggle multiple tasks at once, especially in a hotel where every department is interconnected. However, I’ve found that multitasking actually slows us down. By adopting time management techniques like timeboxing, we stay laser-focused on one task at a time. For example, when I’m resolving guest complaints, I block out time to handle those issues with full attention. Similarly, housekeeping can focus better on deep cleaning a room when not interrupted. The Pomodoro Technique, working in short focused bursts, has helped us stay productive and maintain a higher standard of service.

4) Perfectionism

In hospitality, we all strive for perfection, but waiting for everything to be "just right" can slow down operations. I encourage my team to aim for excellence rather than perfection. Setting achievable goals and focusing on moving forward, rather than obsessing over every minor detail, keeps our operations fluid. We’re in a fast-paced environment, and often, quick decisions are needed to keep things running. By focusing on progress over perfection, we create a balance where efficiency and quality meet.

5) Constant Distractions

Hotels are buzzing with activity, making it easy for distractions to hijack the day. I’ve had to learn how to manage the constant interruptions by structuring my time around deep work. I block out specific hours for tasks that require full concentration—whether it's reviewing finances, preparing for an event, or coaching my team. I encourage my staff to do the same—whether it’s turning off notifications during important tasks or using noise-canceling headphones to avoid interruptions. A well-structured day leads to smoother operations, better guest service, and more time to handle unexpected surprises.

6) Overcommitting

In hospitality, we love to say “yes” to everything, from guest requests to new projects, but overcommitting can spread you and your team too thin. I've learned to assess what truly aligns with our hotel's priorities and current capacity. It’s important to remember that saying “no” to the right things enables us to say “yes” to the things that matter—like delivering consistently excellent guest experiences. By focusing on what’s essential, we can deliver higher-quality service across the board.

Now, let’s talk about a game-changing approach to managing time in the hotel industry: Timeboxing.

Why To-Do Lists Kill Your Productivity

At first, to-do lists seem like a natural way to manage the long list of tasks we juggle in hotel management. However, bestselling author Nir Eyal compares managing your day with to-do lists to running your life on outdated software. Why? Because to-do lists allow easy or urgent tasks to take over the important, impactful work that requires your attention.

Instead of relying on a to-do list that just grows longer, I’ve shifted to managing time—not tasks—using timeboxing. Here’s the core idea: block out time on your calendar for everything you need to do. By scheduling these “appointments” with yourself, you proactively decide what you’ll work on and when, rather than reacting to the latest crisis or email.

Why Timeboxing Works in Hotel Management

In a hotel, it's easy to fall into the trap of handling every issue as it comes, which leads to multitasking and being constantly distracted. Timeboxing shifts the focus to deliberate, planned time management. By assigning specific time slots to tasks like guest follow-ups, staff training, or inventory reviews, you ensure the most important work gets done, not just the urgent tasks.

Peter Drucker, a renowned management guru, once said, “Effective executives don’t start with their tasks. They start with their time.” This approach works wonders in a high-pressure environment like ours, where interruptions are frequent. With timeboxing, you not only increase the amount of productive work you accomplish, but you also gain a greater sense of control over your day, reducing stress.

How to Implement Timeboxing

1. Set Your Priorities for the Day: Each morning, take a few minutes to identify your three most important goals for the day. By focusing on just three, you’ll stay sharp and clear-headed about what needs your attention.

2. Timebox Your Calendar: Start by scheduling time for meetings, guest interactions, and staff briefings. Then block out uninterrupted periods for focused work, like financial reviews or strategic planning. Make sure to add breaks into your day as well—15-minute pauses and a proper lunch break can work wonders.

3. Focus on Deep Work: Block out 45-90 minutes each day for “deep work”—tasks that require intense focus. This is when you tackle the projects that move your hotel forward, like upgrading systems, planning future events, or training staff. According to McKinsey, this type of work can double your productivity.

4. Include Time for Defocus: It’s equally important to schedule 90 minutes of defocus time throughout the day. These can be short breaks or personal time to reset mentally. It keeps you and your team operating at full capacity without feeling overwhelmed.

By embracing timeboxing and avoiding these common productivity traps, you’ll streamline operations, empower your team, and provide a better guest experience. Remember, it’s not about doing more—it’s about doing what matters most.

Want to Be Part of Mentor Hotelier? Here Are Ways You Can Help:

• Join the Mentor Hotelier Community: Subscribe to our newsletter and join a vibrant community where you’ll learn innovative strategies and discover the latest digital tools to improve your hotel’s productivity and streamline the workflow of your entire team.

• Every Successful Hotel Has a Story to Tell: I understand the challenges of managing a hotel—I come from a family of hoteliers. So every week, I interview hoteliers and managers, from boutique hotels to large chains, to share their stories and insights with our community. Would you be open to a quick chat to share your experience?

• Group Consultations with Fellow Hoteliers: Join our group consultation sessions, where we gather periodically as a community of hoteliers. These private, small-group consultations allow us to share challenges, insights, and strategies, working together to find tailored solutions for your hotel.

• Collaborative Team Training and Implementation: As part of the Mentor Hotelier community, we work together to create resources that help train your teams and implement the latest tools. Whether it's for improving operations or enhancing guest experiences, our collective efforts ensure everyone benefits from shared knowledge and support.