How To Manage a Small Motel
How to Run a Small Motel: A Beginner’s Guide
If you’re dreaming of running or managing your own motel or stepping into a manager role at a small property, How to Run a Small Motel – Beginner’s Guide is your go-to manual. Whether you’ve taken over a 15-room roadside inn or joined a family-run business with 50 rooms, this guide walks you through every key department with checklists, templates, and real-world examples.
This article is your snapshot into the essentials of small motel management — from front desk operations to housekeeping, maintenance, and guest experience. If you’re searching for a clear, actionable guide on how to manage a small motel effectively, you’re in the right place.
Why Small Motel Management Is Different
Running a small motel is hands-on. Unlike large hotels where departments operate independently, small motels often require one person to wear many hats: front office, housekeeping supervisor, maintenance scheduler, and guest experience lead.
That’s why this guide was created — to give beginner motel managers the structure, checklists, and best practices they need to run operations efficiently and profitably without being overwhelmed.
The Complete Guide to Motel Management is your no-nonsense playbook for success in the accommodation world. Whether you're stepping into your first manager role or running a family-owned property, this guide is packed with real-world advice, downloadable templates, and practical tips that actually work. From front desk to finance, housekeeping to marketing — this book shows you how to boost revenue, wow guests, and build a motel you're proud of. Straightforward. Inspiring. Actionable.
Front Office: Where the Guest Experience Begins
The front desk is the heartbeat of the motel. It's where bookings are confirmed, check-ins are processed, and guest expectations are set.
Key tasks include:
Processing check-ins and check-outs
Managing reservation lists
Updating PMS (Property Management System) status codes (e.g., VC, VD, Inspect)
Responding to OTA bookings from platforms like Booking.com and Expedia
Collecting pre-authorisations or payments securely
✅ Tip: Always greet guests by name, verify booking details, and offer upgrades or late check-outs if it aligns with your strategy.
Housekeeping: Clean Rooms Drive Repeat Business
Housekeeping is the most influential department for guest reviews. Managers don’t need to clean rooms daily but must understand what a quality clean looks like and how to lead a team through it.
Included in the guide:
Housekeeper Daily Checklist
Deep Cleaning Schedule
Supervisor Room Inspection Template
Housekeeping Roster Planning
You’ll learn how to schedule cleans based on arrival times, handle early check-ins, and avoid overstaffing on low-demand days. The guide also covers how to manage linen, order stock efficiently, and onboard new housekeeping staff.
✅ Tip: Spend a night in your own motel room occasionally. You’ll notice details that staff and checklists can miss.
Maintenance: Prevention Over Panic
Small motels don’t always have an on-site maintenance person. As a manager, you’ll need to coordinate trades, schedule preventative checks, and know when it’s time to call a licensed professional.
You’ll learn how to:
Create a maintenance tracker
Manage compliance (tag and test, WHS checks)
Organize contractors and service logs
Troubleshoot common faults (e.g., hot water outages, A/C leaks)
Use a fault log to avoid repeat issues
✅ Tip: Build a troubleshooting logbook — a quick-reference guide of past faults and how they were resolved. It saves time and empowers others to step in when you’re away.
Customer Service: The Differentiator in a Competitive Market
In a small motel, every guest counts. This guide outlines how to create a culture of service with low-cost gestures that go a long way.
Service tips include:
Greeting guests warmly — in person and on the phone
Using names to build rapport
Offering thoughtful extras (e.g., local dining tips, luggage storage, umbrellas)
Handling complaints with empathy and fast follow-up
Personalising stays for birthdays, anniversaries, or return guests
✅ Tip: Leave a handwritten note and small treat after resolving an issue — it can turn a negative into a 5-star review.
Debtors, Groups & Payment Tracking
Managing credit accounts, especially with corporates or group bookings, is a key part of motel profitability.
The guide walks you through:
Tracking aged debtors in your PMS
Following up overdue accounts
Sending and reconciling invoices
Securing group bookings with proper credit terms
Avoiding common billing errors
✅ Tip: Only offer credit after discussing with the property owner. In high-demand markets, it may not be worth the risk.
Guest Data & After-Hours Safety
Securing guest information and managing after-hours arrivals is essential for legal compliance and safety.
Best practices include:
Using secure lockboxes with rotating codes
Avoiding unsafe habits (e.g., leaving keys in doors or under mats)
Training staff in data handling and digital security
Creating SOPs for after-hours contact, signage, and key returns
✅ Tip: Review the guest’s booking for red flags (e.g., one-night booking, vague details) before setting up after-hours access.
End-of-Day Close & Cash Handling
System rollover is how you close out the motel’s trading day. The guide includes a step-by-step breakdown of how to:
Check out departures and update folios
Process Virtual Credit Card (VCC) payments
Print and reconcile PMS and EFTPOS totals
Store final reports securely
Balance petty cash with a clear register
✅ Tip: Always run a trial rollover first — it avoids costly errors that impact revenue and audit trails.
Templates, Checklists & Downloads
This guide isn’t just text — it’s a complete system. You’ll find downloadable tools for:
Housekeeping Roster Planning
Daily Front Desk Checklist
Maintenance & Fault Logs
Group Booking Credit Terms
Chemical Safety & SDS Templates
Guest Complaint Resolution Tracker
Everything is designed to help you run your motel with clarity, structure, and less stress.
Final Thoughts: Small Motel Management Is Personal
Managing a small motel means you’ll touch nearly every part of the guest experience. With the right systems and mindset, you’ll build a property that runs smoothly, delivers great service, and makes guests want to return.
How to Run a Small Motel – Beginner’s Guide offers everything you need to get started and succeed. It’s not about theory — it’s a playbook built on real-world operations.