How How-To Guides Cut Communication Overhead with Guests by 80%

January 15, 2025 · 8 min read · by HostGuide Team

Tired of answering "How do I use the coffee machine?" for the 50th time? How-To Guides slash repetitive questions by 80%, saving you 3-5 hours per week.

"How do I use the coffee machine?"
"What's the WiFi password again?"
"How do I turn on the TV?"
"Where's the thermostat?"

Sound familiar? If you're an Airbnb host, you've probably answered these questions dozens—maybe hundreds—of times. And each time costs you precious minutes you could be spending on growing your business, relaxing, or literally anything else.

Here's the truth: The average Airbnb host spends 3-5 hours per week answering repetitive "how do I...?" questions from guests. That's 150-250 hours per year—over 6 full days—replying to the same questions over and over again.

But it doesn't have to be this way.

The Hidden Cost of Repetitive Guest Questions

Let's do some math. If you're managing just one property and answering 5-10 messages per booking about basic appliances and amenities:

  • 50 bookings/year × 7 messages/booking = 350 messages
  • 350 messages × 3 minutes/message = 1,050 minutes
  • 1,050 minutes = 17.5 hours per year

And that's conservative. If you manage multiple properties? Multiply accordingly.

But the real cost goes beyond time:

The Solution: How-To Guides in Your Digital Guidebook

Imagine this instead: A guest arrives at your property, scans a QR code, and instantly has access to step-by-step guides for every appliance and amenity. No messaging you. No waiting for responses. Just instant answers with photos or videos showing exactly what to do.

The result? An 80% reduction in "How do I...?" messages. We're not making this up—it's what hosts using HostGuide's How-To Guides feature are experiencing.

80%
Reduction in "How do I...?" messages
3-5
Hours saved per week
0.3
Star rating improvement on average

Before vs. After: The Real Impact

❌ Before How-To Guides

  • ✉️ 5-10 messages per guest about basic appliances
  • ⏰ 3-5 hours/week answering repetitive questions
  • 😓 Constant interruptions, even late at night
  • ⭐ Lower ratings due to delayed responses
  • 📱 Guests struggling with appliances alone

✅ After How-To Guides

  • 📲 Guests find answers instantly via QR code
  • ⏱️ 80% reduction in "how do I...?" messages
  • 😌 Uninterrupted evenings and weekends
  • ⭐ Higher ratings for being "super helpful"
  • 🎥 Step-by-step guides with photos/videos

Real Host Success Story

"Before adding How-To Guides, I was getting 6-8 messages per guest about the coffee machine, smart TV, and thermostat. It was exhausting. Now? Maybe 1 message every few bookings. My guests love the step-by-step guides with photos, and I've gotten multiple 5-star reviews specifically mentioning how helpful the guidebook is. I'm saving at least 4 hours per week."

— Sarah M., Wellington Airbnb Host (3 properties)

What to Include in Your How-To Guides

Based on thousands of guest questions, here are the 6 most common things guests need help with:

1. Coffee Machine / Espresso Maker

The #1 most-asked question. Include step-by-step instructions with photos of button locations and capsule placement.

2. Smart TV & Streaming Services

Show how to turn on the TV, switch inputs, and access Netflix/streaming apps. Include remote control photos.

3. Heating & Air Conditioning

Thermostat instructions save endless back-and-forth. Include temperature recommendations for comfort and efficiency.

4. Washer & Dryer

Cycle settings, detergent location, and drying times. Guests appreciate knowing where supplies are kept.

5. WiFi Router Reset

Sometimes WiFi needs a reset. Show where the router is and how to restart it if needed.

6. Sound System / Bluetooth Speaker

Pairing instructions and volume control location prevent frustrated guests from messaging you.

The 3-Part Formula for Effective How-To Guides

Not all guides are created equal. Here's what makes a How-To Guide actually useful to guests:

  1. 1. Clear, numbered steps — No paragraphs. Just "Step 1, Step 2, Step 3."
  2. 2. Visual aids — Photos or short videos showing what buttons to press or where things are located.
  3. 3. Context & tips — Brief notes like "The machine takes 25 seconds to heat up" prevent confusion.

With HostGuide, you can create guides with embedded images and videos in minutes—no design skills needed.

Why QR Code Access Matters

Here's the thing: Guests won't download an app. They won't dig through emails. But they will scan a QR code if it's right in front of them when they need it.

Place QR codes strategically:

Ready to save 3-5 hours per week?

Create your first How-To Guide with HostGuide in under 10 minutes.

Get Started Free

Frequently Asked Questions

How long does it take to create a How-To Guide?

With HostGuide, about 5-10 minutes per guide. Just add numbered steps, upload a photo or video if you want, and you're done.

Do guests actually use them?

Yes! Analytics show that How-To Guides are among the most-viewed sections of digital guidebooks. Guests scan the QR code when they need help—right when they're standing in front of the appliance.

Can I add videos to my guides?

Absolutely. HostGuide supports embedded videos via YouTube, Vimeo, or Loom links. A 30-second video showing how to use the coffee machine can eliminate dozens of messages.

What if I update an appliance?

Update the guide once in HostGuide, and all your guests instantly see the new instructions. No reprinting QR codes or updating PDFs.

Stop answering the same questions. Start saving time.

← Back to Blog