Climbing to New Heights Delphi Maximization Climbing to New Heights

Maximize Your Delphi! Key Reports Performance Reporting Delphi.net Performance Reporting What Keeps Your Reports Accurate? Logging Activities Easily!

Checking In, Keeping People in the Know Reports

Key Reports - Delphi Top Accounts Lost Business Report Booking Status Report Daily Transaction Daily Events

Key Delphi Reports Top Accounts Lost Business Report Show up to the top 100 revenue producing accounts. Able to report on Guestroom Revenue and F&B. Lost Business Report Keep track of why you are losing or turning away business Make sure you follow status standards and pull the report appropriately Example: Show only Definite to Cancel business

Key Delphi Reports Booking Status Report Daily Transaction Easily see how many bookings went Definite last week or month. How many new Tentatives are on the books. Daily Transaction Found under “Performance Reports” Snapshot of what happened yesterday New bookings, new definites, cancellations, revals, and deleted bookings

Key Delphi Reports Daily Events Run this to ensure the operations staff is aware of the group’s events This can be run by group or by event start time! I.e. All breakfasts together, all meetings, etc.

Running Delphi Reports Click on the Reports Menu Navigate to Section Accounts: Top Accounts Bookings: Lost Business Report Catering: Daily Events Performance: Daily Transaction* Enter Criteria for Dates, Status, Sales Managers, etc. *Accessible to Admin or Director only

Key Reports – Delphi.net Top Accounts Top Contacts Lost Business Report Catering or Sales Manager Production Daily Events

Key Delphi.net Reports Top Accounts Top Contacts Show up to the top 100 revenue producing accounts Able to report on Guestroom Revenue and F&B Top Contacts Show up to your top 100 revenue producing contacts Show business from all accounts the contact is associated with

Key Delphi.net Reports Catering and/or Sales Manager Productivity Easily see how many bookings went Definite last week or month. How many new Tentatives are on the books. Lost Business Report Keep track of why you are losing or turning away business Make sure you follow status standards and pull the report appropriately Example: Show only Definite to Cancel business

Key Delphi.net Reports Daily Events Run this to ensure the operations staff is aware of the group’s events This can be run by group or by event start time! I.e. All breakfasts together, all meetings, etc.

Running Delphi.net Reports Click to Tools Option on the Home Screen Click on Reports Folder Tab Navigate to Section Accounts: Top Accounts, Top Contacts Business: Lost Business Report, Catering & Sales Manager Production Events: Daily Events Enter Criteria for Dates, Status, Sales Managers, etc.

Budgets and Goals – Oh My! Performance Reports

Measure and Report Guestroom Pace & Productivity Measure property pace against budget Measure individual sales manager goals for # of rooms and revenue Measure goals by Market Segment Same Time Last Year information Catering Pace & Productivity Delphi.net Only Measure pace and individual revenue goals

Running Performance Reports Delphi Reports Performance Pace, Performance Delphi.net Tools Pace & Productivity Enter Criteria for Dates, Sales Managers, etc.

Guestroom Pace - Delphi

Guestroom Productivity - Delphi

Guestroom & Catering Pace Delphi.net Only

How can I trust my reports? accuracy

Update your Budget Delphi Plan Values Budget Rooms Monthly Goal divide by # of days in the month Budget Rates Total monthly revenue goal divided by # of days in the month Affect Pace Report, COTB

Updating Values – Budgets Delphi To update Budgets follow these steps Go to File, Set up Double click on Plan Values Click on the appropriate folder tab, click on date box, then right click Enter date range at top Enter per day value Click OK

Sales Manager Goals Delphi Sales Goals Sales Goals by Sales Manager Total Monthly Room Goal Total Monthly Revenue Goal Goals can be entered annually as well!

Updating Values – Goals Delphi To update Goals follow these steps Go to File, Set up Double click on Sales Goals by Source Choose a sales manager in the drop box to enter their goal Double Click in the date box Enter date range Enter total room and total revenue goal for the time period (average rate will calculate)

Food & Beverage Forecasting Delphi Event Type Average Checks Average per person check per event type Update when you complete a menu update

Updating Values – Event Types Delphi To update Event Type Average Checks follow these steps Go to File, Set up Double click on Event Types Double click on the event type (i.e. Dinner, Lunch, etc.) Enter per person average check for that meal, food & beverage If desired, per person average checks can be added to forecast Resource and Rental revenue

Update your Budget Delphi.net Edit Property Budgets Guestrooms per Day Monthly Goal divide by # of days in the month Guestroom Revenue Per Day Total monthly revenue goal divided by # of days in the month Event Revenue Per Day

Property Budgets Delphi.net

Updating Values – Budgets Delphi.net To update Budgets follow these steps Go to Setup from the Home Screen Click on Edit Property Budgets Enter date range Enter guestroom budget per day Enter total guestroom revenue by day Enter total event revenue by day Click the Save icon in the upper left corner

Sales Manager Goals Delphi.net Edit User Goals Total Monthly Guestroom Goal Total Monthly Guestroom Revenue Goal Total Monthly Event Revenue Goal Goals can be entered annually as well!

Manager Goals Delphi.net

Updating Values – Goals Delphi.net To update Goals follow these steps Go to Setup from the Home Screen Click on Edit User Goals Select Manager Enter date range Enter guestroom goal for the time frame Enter total guestroom revenue goal Enter total event revenue goal Click the Save icon in the upper left corner

Food & Beverage Forecasting Delphi.net Update your Event Types Ensure event types have a menu or items associated

Updating Values – F&B Forecast Delphi.net To attach Menu & Items to event types, follow these steps Go to Setup from the Home Screen Click on Rooms & Events Folder Tab Click on the event type (i.e. Breakfast) Remove menu/items if needed Click Add Menu And Items Select menus & items as needed Click the OK in the upper left corner

Provide the Tools Ensure that additional set up fields are updated on a regular basis or on an as needed basis! Lost Business Reasons Lead Sources Competitors Menus & Items Ensure your users are following established standards of data entry!

Who Ya Gonna Call? Activities

Don’t Overdo it! Autotrace Management Ensure you don’t have too many! Review your list Ensure it is just “key” milestones Follow up on a Proposal or Contract Call for the Guarantees Follow Up on the Cut Off Date Send a Thank You Letter Sometimes we try to anticipate and track everything that might happen with a group. To ensure autotracing is successful and not overwhelming and eventually frustrating and unusable, keep it simple. Four to five key milestones is just about right!

Checking Your Autotraces Delphi Click on File, Set up Click on Booking Autotraces Double click on each trace to edit Red check to delete, New to Create a new one Delphi.net Click on Set up from the Home screen Click on the Autotrace Folder Tab Edit or create as needed New or edited traces will apply to new bookings only!

Activity Entry - Delphi Attach an Activity to a Booking or Account each time Easiest way is to search on the contact name! Then click the Booking button! Ensure you set the correct trace date Use the Retrace Button! Mark them Done! If you search on a contact name, it will automatically pull the account they are associate with! Then when you click the booking button, it only pulls the appropriate bookings

Activity Entry – Delphi.net Use the Quick Create method Choose Task or Appointment and enter a subject Click “Create” and fill in the details Associate a Contact Mark your Tasks Completed!

Activity Entry Benefits Sales team members have access to information In case you forget something, it’s in Delphi! Mack Truck Theory. If it’s not in Delphi, it didn’t happen. Make sure your DOS’s know how proactive you are! Log those prospecting calls! One of my DOS’s used to say, “If you step outside and get hit by a Mack truck, you will be missed, but we will still need to know what’s going on with your groups”.