UNIFORM ROOM

Introduction :-

Uniforms are outfits of a specified material, colour, and design, usually provided by the hotel, for certain staff such that all employees in an equivalent or similar position wear identical outfits. Providing uniforms for hotel staff is one way of ensuring proper grooming, thus reflecting the standard of hotel.

Uses or advantages of providing staff uniforms  :-

1.       Hotel ensure a well- groomed appearance for staff.

2.       They help to create an atmosphere. For example, a uniform may match the décor or the theme of the property.

3.       They help identify the hotel staff and their position to the guest.

4.       They help differentiate between staff and guests.

5.       If made in the right design for work, they provide comfort for the staff.

6.       They instill a feeling of belongingness and loyalty to the hotel among the staff.

7.       They enhance the spirit of teamwork.

8.       They allow employees to save money on working clothes and costs of laundering.

9.       It is easier for staff to take up messy jobs when they know that their own clothes are not involved.

10.   Some uniforms may have a protective role.

11.   Some uniforms may confer prestige on the wearer.

Timings of uniform room :-

The uniform room should be accessible to all employees in all shifts so  it will mostly be open from 6.30- 7 a.m.  to 7 p.m. The morning shift can access it before they begin at 7 or 7.30a.m. ; the second  shift can exchange their uniforms any time during their shift before 7 p.m. ; and the night shift can reach it in the morning since the uniform room will be closed when they reach the hotel for work around 9 p.m.

Location of uniform room -:

Like the linen room, the uniform room needs to be near the service entrance for easy and quick access to staff coming in on duty. So it will normally be located in the basement, near the time entrance, and with easy access to the laundry ( whether OPL or outsourced ), in the vicinity of the housekeeping department.

Hierarchy of uniform room :-

                                                     Linenkeeper

                                                     Uniform room attendants

                                                      Helpers

Layout and equipments :-

Equipments required are –

1.       Hanging space/rails – for hanging some uniforms such as suits, sarees, etc. that cannot be placed folded.

2.       Exchange counter

3.       Hampers or boxes for storing dirty uniforms before and after segregation.

4.       Shelves under or next to the exchange counter for storing uniform accessories and co-ordinates – scarves, dusters, chef caps, chef coat buttons, belts, socks, etc.

5.       Trolleys or mobile stands are required for transporting folded and hanging items and should be so designed.

6.       Work tables for checking and repairing uniforms.

7.       If the sewing room is incorporated here since the sewing activities are many concerning designing and sewing of uniforms, a trial room may be provided here.

8.       Ironing boards and hand irons for small finishing tasks.

9.       Smaller equipment includes suit covers, coat brushes, etc.

10.   A separate storage space for uniform fabrics in store.

Storage principles –

1.       Uniforms must be segregated according to the department.

2.       Uniforms should be arranged according to the size or alphabetically or by number sequence if used.

Activities of uniform room :-

1.       DAILY ACTIVITIES :

·         Exchange of uniforms with employees and laundry.

·         Maintenance  - repairs, mending activities.

·         Storing of uniforms for daily use.

2.       PERIODIC ACTIVITIES :

·         Designing and sewing or stitching of uniforms.

·         Issuing of new uniforms to employees.

·         Marking and monogramming  -  marking for identifying individual uniforms and monogramming for identifying property or department.

·         Purchasing of uniform fabrics or ready-to-wear uniforms.

·         Storing of uniforms for infrequent use following general principles of storage.

·         Condemning of uniforms.

·         Stocktaking.

Establishing par levels for uniforms :-

When drawing up a budget for uniforms, consideration should be given to –

·         Staff turnover

·         Life expectancy of the garments

·         Seasonal requirements

·         Anticipated changes in décor

·         Laundry requirements.

As a general rule, staff should be supplied with at least 2-3 sets of outfits. Kitchen staff require at least 4 sets of whites, and more if they enter the restaurant.

No. of Sets

When deciding the number of sets of uniforms needed by staff, the following factors are to be considered :

·         Type of fabric :-   some fabrics ,  like cottons, absorb dirt easily and require a longer period for washing and drying while terrycot and polyester etc. absorb less dirt and can be washed and dried faster. Also, this reduces the number of launderings required by each set. For example – a room attendant’s uniform of terrycot will last 2 days instead of requiring washing daily whereas, for a kitchen worker wearing cotton will need to change it everyday.

·         Frequency of laundering and on-premises laundry :-  if washing is done everyday of the week, the number of sets required that can be washed and returned for use are less than , if the laundry washes only once in a week.

·         Laundry process for specific fabric :-    silk requires dry-cleaning and cotton requires washing.

·         Job location and nature of job :-  a lobby manager working in the air conditioned interiors will require a warmer suit and fewer sets as his uniform is less exposed to soiling. Similarly, a maintenance staff will need a tough fabric and it is prone to soiling more frequently, thus requiring more sets.

·         Job position :-  front-of-the-house staff will require more sets to cover any untoward incident of uniform soilage as they are in direct contact with the guest. Not so for maintenance or linen room staff.

Calculating par stock quantity for uniforms ;

Based on the above points and the fact that in most hotels uniforms are collected and delivered by the laundry on a daily basis,

Four changes are kept for uniforms changed daily, (Kitchen and utility staff) on the following pattern –

·         1 change on person

·         1 change given in as dirty

·         1 change in laundry

·         1 change in uniform room as spare.

For uniforms of staff in less dirty areas or job positions – room attendants, housekeepers, front office staff, etc., three changes are kept and they are issued every alternate day, thus :

·         1 change on person

·         1 change given as dirty

·         1 change clean in uniform room returned from laundry.

Uniforms of wool and silk, often issued to managers and heads of department have two changes as par stock and issued once a week or as required :

·         1 change on person

·         1 change given to laundry ( dirty ) or clean in uniform room ( returned from laundry )

Note:- anyone directly dealing with food should be in spotless uniform at all times and will need a daily change of uniform.

Uniforms are a large investment and the cost does not end with purchase. Maintenance and replacement costs should be considered.

Storage of uniforms :-

Fresh uniforms received from the laundry by the linen room are stored according to the department and designation of the staff. Each uniform should bear the department’s name, the employee’s designation, and a serial no. on the collar of the shirt or other garment. The storage area should be properly aired. The humidity of the room should be less than 20 %. In many hotels, staff members are not allowed to take their uniforms outside the hotel. Instead, the employees are provided with lockers to keep their uniforms at the end of the shift.

Issuing and exchange of uniforms :-

A)     Issuing uniforms to new employees –

In case of new employees, uniforms are issued against a specific authorization letter received from personnel department. The employee is required to sign for his or her particular uniform. A UNIFORM ISSUE SLIP is provided to the employee by the personnel department to let him/her prove that he/she is a new employee in the organization. The uniform is then issued from the linen room, where the name of the department and the items issued are entered in the uniform register and the signature of the employee is taken.

Uniform register

UNIFORM ISSUE SLIP

B)      Issuing uniforms to regular employees –

Uniforms are usually given to employees on a one-for-one basis, that is, one fresh uniform for a soiled one.

On leaving the hotel, an employee has to get a signature for ‘uniform clearance’ from the linen room supervisor, failing which the last pay cheque is withheld.

Uniform exchange procedure –

·         A uniform register in which the movement of uniforms is recorded is maintained by the uniform room supervisor.

·         Check the uniform being returned for any damage.

·         Issue a fresh uniform strictly on a one-for-one basis (fresh for soiled).

·         In some hotels, specific days may be stipulated for different departments for convenience of uniform room.

·         In case a soiled set is received and no clean uniform is issued simultaneously, a uniform exchange slip may be made out with the details of items turned in. now, when the employee wishes to get a fresh set, he gives in the slip and receives the items stated in the slip.

·         Employees should be responsible for keeping their uniforms in good condition. If the soiled uniform cannot be mended, matter should be reported to the supervisor.

·         Soiled uniforms are sorted as per item, department, fabric, degree of soiling, etc. they are inspected, counted and dispatched to the laundry against a Daily Delivery of Uniforms Form giving details of items sent, received, the quantity and any balance still pending with the laundry.

·         All uniforms should be discarded when found to be unusable and a proper record maintained to account for their absence during stocktaking.

·         Uniforms should be inventoried at least quarterly.

Designing of uniforms:-

The following points should be kept in mind while designing uniforms –

1)      Comfort :                               ( size and stitching)

Since the wearer has to wear the uniform for long hours, they should be most comfortable. It should be loose enough to allow the staff to perform all tasks efficiently without causing impediments. Tight clothes restrict movement while causing continuous irritation and physical discomfort and result in reduced output and poor job performance. Staffs whose jobs involve carrying heavy suitcases, balancing food trays, or any reaching, lifting and stretching need space or stretch room under the arms, across the back and around the waist and chest.

2)      Practicality :              ( usefulness of design features, pockets, etc.)

Besides comfort, certain other points need to be kept in mind. Pockets, collars, belts or sash design should be carefully thought out. Restaurant staff needs pockets to be roomy enough for holding order-taking pads, etc. Straight pockets on the side, in jackets or trousers, are convenient since items do not crumple or break or spill out upon leaning or bending forward over a table or counter. Slanted pockets on the side seam are unsuitable for putting in paper, etc. easily.

Collars and cuffs should be smooth and unpuckered, not too tight or stiff. Accessories should be avoided as far as possible since they make laundering difficult. They also have a tendency to get lost or misplaced creating an incomplete look appearing very shabby. Zips are more convenient than buttons and hooks. Trouser and shirt combinations work best for most strenuous jobs for both genders.

3)      Durability and ease of maintenance :           ( type of fabric used)

The type of fabric used will differ with the location of the employee. The requirements of a chef working in a hot kitchen will be different from those of a front office assistant in the air-conditioned lobby.

Various fabrics are available according to their launderability, comfort and ease of maintenance.

·         COTTON – 100% cotton items are advisable for hot, uncomfortable areas especially kitchens, since they ‘breathe’ and are cooler. Pure cotton is difficult to maintain so unions or blends of cotton and synthetics can be used.

·         WOOL – is a requirement in cooler temperatures (air conditioning) and is indicative of status. Blended or pure wool can be used for suiting. This needs dry-cleaning and is therefore expensive to maintain. These are frequently used only for management positions.

·         SILK – is another fabric commonly used for the female supervisory and management staff. It is commonly used for restaurant hostesses, front office staff and housekeeping supervisors.

·         RAYON – is another popular fabric especially when blended with other fibres.

·         NYLON – has good washability but develops static, tending to stick to the body in hot areas as it allows no circulation of air.

·         TERRYCOT – most popular choice for uniforms as they have the advantages of both natural and synthetic fibres.

·         DRILL – drill cotton is the popular choice for chef coats and aprons as it is cool, durable and easy to maintain.

·         GABERDINE – popular suiting material, as they keep up appearances.

4)      Suitability :                                    (with regard to individual appearance)

The uniforms must be designed to suit the average individual rather than a specific body type. This means that the uniform should look equally attractive on a thin person, medium body type or a large – proportioned individual.

5)      Appearance / Aesthetics :                       ( colours, design, styles )

The uniform must harmonize with the décor by blending or contrasting. The colour and style should coordinate with the ambience of the location or work area. For example, in the lobby, the uniforms of all the lobby staff should be co-ordinated with the décor and with each other.

6)      Climate conditions of the place

7)      Image and identity of the property

8)      Budget and value for money

9)      Ease of availability of fabric

10)   Staff turnover.

Uniforms should be re-designed periodically. This is so because wearing the same uniform for a long time becomes boring and monotonous for the employees and also present an unchanging monotonous environment for the regular guests as well. Also, when a hotel redesigns or adds an outlet with a changed or new theme, the uniforms need to be upgraded or designed accordingly. To keep track of designs used during various periods for various departments and different levels of staff, a Uniform Specification Card is used. This mentions the period during which a particular uniform design for a particular level of employee of a department was in force and also defines the items (shirt, trouser, etc. ), the fabrics, colour contrast or combinations, the accessories ( buttons, cufflinks, nameplates, cummerbunds, sashes, aprons), neck wear ( cravat, ties, scarves ), footwear ( shoes, sandals, bellies), head gear (caps, turbans ), as applicable.  

GLOSSARY:

1.       Drill – hardwearing, smooth cotton fabric, which is used for shirts, trousers and uniforms.

2.       Gabardine – a strong fabric used for suits, dresses, sportswear and uniforms.

ASSIGNMENT :

Q.1)  What are the advantages of providing staff uniforms?

Q.2)  What factors would you keep in mind while designing staff uniforms?

Q.3)  How are par levels for staff uniforms established?

Q.4) Discuss the process of issuing and exchanging of uniforms.

Q.5) Design uniforms for the following hotel staff of a (A) business hotel (B) resort property

1) Front office receptionist – male and female

2) Front office manager

3) Executive Housekeeper

4) Room Attendant

5) Bell Boy

6) Commissionaire

7) Waiter and Waitress

8) F and B Manager

9) General Manager

Give specifications of – fabric, colour, pockets, collar, buttons, other accessories, head gear, neck wear, footwear, cost of individual item and total cost for each of the above mentioned positions.