Digitizing Hospitality: PHM (× WrkSpot
Whatever it is, the way you tell your story online can make all the difference.
It all begins with an idea. Maybe you want to launch a business. Maybe you want to turn a hobby into something more. Or maybe you have a creative project to share with the world. Whatever it is, the way you tell your story online can make all the difference.
The Challenge
PHM’s teams were managing 84,000+ documents in six months using manual, paper-based processes. Files were stored across offices and closets, making retrieval slow and inconsistent, audits stressful, and compliance risk unnecessarily high. Paper, printing, and offsite storage added real cost—and a growing environmental footprint.
The Solution
PHM selected WrkSpot DMS, a cloud platform built for hospitality operations, to standardize and secure document workflows across properties.
What we implemented
Paperless Workflows: Digital intake, approvals, and signatures
Secure Archive: Role-based access, retention rules, and audit trails
Centralized Cloud Storage: Property → department → document taxonomy
Sustainability by Design: Fewer prints, less storage, smaller footprint
Implementation Approach
Discovery & Design: Interviews with Ops, HR, and Compliance to map current flows and risks
Configuration: Templates, naming conventions, permissions, retention schedules
Migration: Bulk import and tagging of legacy documents; quick wins first
Enablement: Playbooks, short video SOPs, and train-the-trainer sessions
Go-Live & QA: Pilot property → portfolio rollout with adoption dashboards
(Role highlight: I authored the case study/storyboard, analyzed cost & environmental impact, coordinated Customer Success, Legal, and Product, and served as the Voice of the Customer for roadmap alignment.)
Measurable Outcomes
OutcomeResultAnnual Savings$19,621 (paper + storage)Paper Reduction84,000 pages eliminated (≈ 756 kg CO₂ saved)Compliance RiskSignificantly reduced via standardized access + audit trailsDocument Retrieval34% faster average query-to-open timePhysical Storage85% reduction in onsite storage needs
Before → After
Search: “Find the signed form” in minutes → in seconds with tags & filters
Audits: Manual document hunts → exportable audit packs and retention proof
Costs: Printing + storage line items → digital-only workflows
Sustainability: Paper-heavy ops → measurable CO₂ reduction
Why It Matters
For a multi-property operator, the combination of cost reduction, compliance readiness, and sustainability gains is strategic. PHM now runs leaner audits, faster day-to-day operations, and a greener footprint—without adding headcount.
Pull Quote (for the PDF/web page)
“WrkSpot gave our teams one source of truth for documents. Audits are smoother, retrieval is instant, and we’ve cut both cost and paper waste.”
— [Insert PHM Ops/HR Leader]