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Start with the why. Why are you interested in digitalization in the first place? The greatest benefits come when digital tools help improve workflows that are time-consuming, error-prone, or costly.
Begin by reviewing your current setup. What would you like to change? Where are your team or guests experiencing friction? Are you trying to reduce manual tasks, improve occupancy rates, or simply save time?
Once you’re clear on the problems you want to solve, you’ve already taken the first important step.
Chances are, you’ve already used or at least considered some digital tools. Now is a good time to take stock of what’s in place. What’s working well? What doesn’t quite fit into your day-to-day operations? Which systems does your team enjoy using — and which ones cause frustration?
Create a list of all tools currently in use. Be sure to include your PMS and POS systems, since many guest-facing tools work best when integrated with these core systems.
After documenting what’s in place, evaluate what you need going forward. How satisfied are you with the current setup? Which features are essential? If you’re happy with your PMS and switching would be too complex, focus on solutions that integrate with your existing systems. If you’re open to a change, your options will be broader in the next step.
Don’t forget to consider your budget. How much can you invest in digitalization? Keep in mind that the right tools can actually reduce your ongoing operational costs.
Rolling out new software means introducing change. The best way to avoid pushback or overwhelm is to involve your team early. What would really help them in their daily work? How comfortable are they with digital tools? What concerns might they have?
Open conversations will help address questions before they become roadblocks. Involving your team also means gaining insights into your guests’ expectations. Some guests prefer personal interaction at check-in, while others appreciate a fully contactless experience. Could you offer both? Do you need a front desk, or would a hybrid model be the better fit?
The number of providers on the market can feel overwhelming. But it also shows how much the industry is investing in smarter solutions. Somewhere out there is a tool that’s a perfect fit for your needs — it’s just a matter of asking the right questions:
Some tools focus on specific parts of the guest journey, like guest messaging or digital directories. Others, like luca, bundle many guest-facing processes into a single platform and work seamlessly with your PMS.
If you decided earlier to stick with your existing systems, make sure your new solution is compatible. Integration is key to getting the most out of your tech stack.
In some cases, a new tool may be so well suited that you’d consider switching your PMS as well. A good partner can support that process and help you find a system that’s future-proof.
Finally, think about service. How important is personal support? What happens when you need help or want to adapt the solution to your operations?
At luca, we see ourselves as your long-term digitalization partner. That includes having a dedicated team that’s always there when you need it.
Curious to see how luca can support your digital transformation?
Book a no-obligation demo — we’re excited to hear your goals and help you find the right solution.
