Top Approaches To Improve Visitor Management

The future workplace needs to show a visible and positive change for employees to trust that the building is safe.

Fremont, CA: Here are a few visitor management steps that Facilities Managers should follow to re-engineer visitor management and ease employees back into the office when they're ready and able.

1. Efficient background operation

The starting point for exceptional visitor management arises before your visitor has even entered the building.

Efficient background operation is necessary for a first-class visitor management experience; the most convincing way to do this is to invest in a visitor management system that integrates with meeting room reserving software or Microsoft Outlook, where you key your visitor data.

Visitor management systems can help your staff remove the manual processes of re-keying visitor data and checking visitors in. Instead, visitors will come to your building and have a seamless experience, all autonomously organized, leaving your reception staff to provide customized and personal service as they arrive.

2. A warm welcome

• Send a personalized invite to your visitor

• Provide necessary information before the meeting

• Ask your visitors to approve essential documents before they arrive

• Assure your visitors are comfy with their forthcoming visit

A simple way to attain this is with the help of visitor management systems. They send out branded invitations once a meeting is scheduled. The engraved invitation enables a touchless check-in, information about your meeting, and directions to your office.

3. Express Touchless check-in

• Introduce self-check-in functionality

• Take visitor temperatures and self-certification

• Have an automatic security badge printing process

Enabling pre-registration and self-certification is a key visitor management technique that allows visitors to be checked in with a contactless, 3-second process, keeping minimal footfall in your reception.

Visitor management systems automate the check-in process through facial recognition sensors to greet your visitors as they arrive and prompt them to sign in. In addition, QR code scanning removes the need to touch the surface and thermal imaging technology to take your visitor temperatures, leaving your front-of-house staff to stay behind the scenes and focus on other tasks while still providing personalized service to your visitors.

4. Contact the host

Your visitor management process can incorporate automatically notifying hosts when a visitor arrives. Which will:

• Give the visitor's responsibility to the host and ensure they're readied for their arrival.

• Provide visitors with an easy experience from check-in to meeting

• Communicate breaks; if your visitor is running late, they need a way to notify the host using the contact details supplied during pre-registration

• Also, notify Facilities Managers of no-shows, further enhancing security in your building.

A smart solution for these issues is the client arrival function of visitor management systems. Once a visitor checks in, their host is notified with Slack, email, or text.

This method means the reception teams can focus on other tasks, not the admission process. In addition, it places the responsibility of the visitor in the hands of the host, who has been notified of their arrival, leaving Facilities to manage other tasks.

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