In my previous blog post When the time comes to change your hotel PMS. Part 1 I analysed what are the signs, telling that it's time to look for a new hotel PMS. Once you found out that you really need to move on, you should take in consideration some factors before the big change.
You should pick few PMS providers that seem to fit your needs best. Contact them, ask for a demo or introduction. Check before switching and try to predict how much more different it will be from your current system. Maybe you don’t want your new system to be radically different, you just need few minor changes, then you shouldn’t target into the software which is absolutely not what you are used to. Switching to a new system might cause more stress and frustration and you will be deeply disappointed with your choice.
In any case, you have to invest time into this search and you have to focus on what exactly you are looking for. Don’t expect to change systems from one day to another, plan it carefully and smart.
When the time comes for actual switch, you need to decide if this will be immediate change or you want to do it slowly, while still running your current system in parallel.
Analyse few options, write down your priorities for the system that you are looking for and when you can feel that this new system tick all your requirement boxes, it’s time for the switch.
Most important for you and for your team is to be prepared. Feel secure and ready for the big day. You should keep close communication with your new hotel PMS support team, they will be more than happy to guarantee the smooth transition, so don’t be afraid to ask if necessary.
It can be hard emotionally to let go of your management system. I’m sure you are used to the way of how it works and what each button does… You need to let it go. When you switch to a new PMS, you can’t expect it to act in the same way as your old system did. During my work years in a customer service field, I heard so many times customers say “Our old system could do this… In our previous system, this was in blue colour… Oh but I want this feature to do like the other system did….”… Endless story - you have to let go the old way of working. That's why you decided to change your previous PMS in the first place. New system - new way of working :)