Picture this: You’re at the site of your new hotel project, and the deadline has you sweating. You look down at your watch. Where’s that delivery truck with your order of hotel furniture?
If you miss the deadline, it's not entirely your fault. Communication from your hospitality furniture manufacturer should prepare you for any delays or setbacks. However, it may be necessary at times for you to slightly modify your expected timelines to account for potential setbacks (no matter the cause).
On time delivery (OTD) is a key performance indicator that influences the success of your hotel project. Time is money, so your entire supply chain must be efficient. Here are 4 scheduling realities your manufacturer should communicate.
4 HOSPITALITY FURNITURE SCHEDULING PLANS YOUR VENDOR NEEDS TO STICK TO
1. Business & Calendar Days
This one’s probably the most obvious. Think about the last thing you personally ordered from Amazon. Did it arrive at your house in 3-5 business days? Did you have “FREE Two-Day Shipping with Amazon Prime”?
Hotel furniture delivery follows the same rules, but it's much more complicated. There are multiple layers of communication and implementation:
- Contractors
- Subcontractors
- Finances
- Installation
- Quality control
- And more
So give yourself a few buffer business days to make sure you're not squeezing too much into too small a timeline.
2. Lead Times
Your hospitality furniture manufacturer - no matter how responsive or flexible - needs enough time to make your product. They will likely provide you with a range of time in which you can expect your order to be ready. Generally, a custom hospitality furniture order will take 8-10 weeks from approval of drawing to delivery. This standard lead-time is comprised of the component material lead times, which account of 3-4 weeks and the actual product manufacturing. You should expect your supplier to stay in contact and provide you with accurate deadline at various points throughout the project.
NOTE: It helps to communicate clearly what you need upfront. Informed scheduling (with plenty of time buffers) will ensure the puzzle pieces are in place to bring your hotel to life.
3. Logistics - Transportation & Installation
You may be receiving materials from across the country. Perhaps they’re from overseas - although we don’t recommend it for a variety of reasons.
Your hospitality furniture manufacturer will help estimate the time they’ll take to arrive for manufacturing. They should also make sure you're aware of potential roadblocks along the way:
- Interstate detours
- Traffic congestion
- Oversize load permits
- Customs inspections
- Customs tariffs
- Weather/acts of God
If delays are inevitable, good thing you have a few buffer days built into your schedule, right?
Installation is the final piece of your hotel furnishing puzzle. How long it takes will depend on the services you choose. Some manufacturers offer both manufacturing AND installation - in which case, install will be built into their projected timelines. If you're using third party installation services, you'll need to coordinate their schedules with the delivery from your manufacturer.
Related: 4 Ways to Simplify Hotel Furniture Installation from Start to Finish
4. Demand Forecasts & Other Wild Cards
Bottlenecking and other supply chain delays can (and should) be expected. Your hospitality furniture manufacturer will take these into account when they give you a projected schedule for completion. However, it's difficult to plan for EVERYTHING that can possibly go wrong for a given project. Your manufacturer will certainly do their best!
Sticking to Your Hospitality Furniture Scheduling Plan
An experienced hotel furniture manufacturer will be flexible and responsive to your needs, despite obstacles or short notice. A domestic one-stop shop - with fewer moving parts - can greatly reduce the risk of delays.
(Editor's note: This is a revised edition of a blog originally posted May 15, 2017.)
