“Thanks to simplified and efficient communication, it’s almost impossible to lose important information – nothing stands in the way of smooth workflows anymore.”
Johanna Ladehoff
Marketing & Sales
Ringhotel Birke
At Ringhotel Birke, a family-run 4-star superior business and wellness hotel in Schleswig-Holstein, guest satisfaction is a top priority. Yet internal workflows and team communication were increasingly affected by inefficiencies. As the hotel grew, so did the complexity of its day-to-day operations, highlighting the need for a modern solution to streamline information flow and task coordination. The answer came in the form of hotelkit – with tangible results.
Challenge
Lost information due to analog handovers
The hotel team – affectionately called “co-hosts” – faced constant communication gaps caused by fragmented channels. Guest requests via multiple platforms, departmental Excel sheets, handwritten notes, and a physical repair book led to delays, misunderstandings, and time-consuming workarounds. Although management clearly recognized the need for change, around 40% of the staff were initially skeptical about switching to a digital system. Convincing this segment posed a unique challenge during the transformation process.
Solution
One central platform for all internal information
During a 30-day test phase, key workflows were mapped and piloted using hotelkit. Handover and task tools were particularly well received, easing the team into the new system. Gradually, additional features such as repair management, checklists, and the calendar were integrated and embedded into daily routines. hotelkit made it possible to centralize communication, provide transparent access to relevant information, and structure recurring tasks clearly. Acceptance grew steadily, and initial skepticism soon turned into enthusiastic use across departments.
“Guest requests from all channels, Excel-based handovers, paper notes, and a repair log were consuming too much of our time – time we’d rather spend with our guests. We were looking for a software solution and found the perfect match in hotelkit.”
Florian Buchebner
Managing Director
Ringhotel Birke
Result
Sustainable transformation in day-to-day operations
Since the introduction of hotelkit, the hotel has experienced a noticeable shift in its internal dynamics. Communication is now more structured and efficient. Digital handovers ensure smooth shift changes, while recurring tasks are tracked and documented transparently. The number of activities completed via hotelkit continues to grow, underlining the platform’s deep integration into daily operations.
In terms of knowledge sharing, a growing cross-departmental content pool has been established. Repairs are now fully documented and managed digitally, and the team calendar ensures seamless coordination of meetings, training sessions, and events. The overall work environment has become significantly more transparent, resulting in greater ownership, collaboration, and team satisfaction.
