What is visitor management system & why is it important for your company?
Importance of visitor management system
We can get real-time updates from friends, family, workplace, government, and others through social media on our mobile devices and computers. Rather, most of us feel disconnected if the mobile phone is off or we left it somewhere. In such times where digital boost is pushing the business and market in the modern future, customers/visitors of the business are also not limited to the local boundaries. Your business might be serving people across the world 24*7.
Many smart businesses use alert management systems that allow the organization to send in-time messages or notifications to the employees/staff about the latest updates in the company. But, this is about the employees; what about the visitors who wish to visit your location? Is there any system available in the market that can help communicate/manage these visitors?
What is Visitor Management System?
We often face at least one of two challenges in today’s workplace in terms of visitors’ notifications. The first challenge is witnessed due to the use of traditional working methods like keeping a paper logbook. It is certainly not possible to instantly notify all the visitors, suppliers, employees, and contractors if any incident occurs or a business update comes which needs to be shared immediately. If we look at it from a security point of view, then nothing could be worse than not having a communication system to share updates in real-time. In this case, upgrading to the Visitors Management System would be a good decision. This system enables security officials to track every visitor present on the premises and notify all the visitors if something has to be taken care of immediately.
The Second scenario happens when a paper-based sign-in system is in action. The system was doing perfectly well for all the organizations before the introduction to the digital age. However, in today’s time where everything is integrated into the internet and runs digitally in one or another way, pepper logbooks would fail to meet the expectations. The Visitor Management System comes with a digital sign-in system where companies can deploy the same check-in standard form the visitors as they have for the employees. The system can send notifications, custom messages, etc.
Why is visitor management system important?
No Paperwork
Organizations no longer depend on a paper-based work system. It is the phenomenon of the past and things have gone digital now. Visitor management software helps in performing all the documentation processes electronically/online/digitally. There is no need to spend time in handling papers, storing them, and keeping them safe from the risk of theft or forgery or displacement. Additionally, all the data mentioned or entered by the visitors on paper logbooks are usually hard to read due to different handwriting patterns but with digital solutions, we are saved from these efforts.
This speeds up the process and every data is stored in a centralized system where it is more accessible. Plus, helps in positive company image and visitor’s experience.
Operational cost is reduced.
The Visitor Management System is totally automatic and hence no human efforts and time is spent in the reception area. It takes you a step closer to the end -to- optimization of your business, and workplace which means a reduction in the HR cost. Every data about the visitors, their remarks, time, name, date, purpose, etc are stored on the cloud.
Security
As a responsible business organization, one of the primary responsibilities that you need to shoulder is to take care of the security of the workplace. The safety and health of the employees have been ensured through an amicable work environment.
Visitor Management software restricts the entry of intruders or unwanted/unknown/unexpected visitors to the premises. The software collects and stores detailed information about every employee and the visitors and can send immediate notifications to every concerned member/staff in case of an emergency.
Know your Visitor
As a competent business organization, you need to make sure that whoever visits your office has a vested interest in the growth of your organization. The Visitor Management System collects even the smallest of the data such as the purpose of the visit, concerned person to meet, time, etc. It also requests every visitor to show a government-approved ID and scans it for a reference and security purpose. This way, you know who is visiting your office with which purpose. This data is stored and shared with all the concerned departments for better transparency and efficiency.
Raising Communication Standards
VMS is not a new invention, many companies are using it and enjoying its benefits. This system has become a necessity for every organization, big or small; business or non-business. All the organizations that wish to provide or operate in the high-security environment, take care of all the people present on the premises, and maintain transparency in the operations, can go for this system. This system is of help to the investigation team in case anything goes wrong in or around the premises.
Multiple IT companies are offering this solution with their own unique features added to it. No matter which vendor you chose, the solution must be sustainable, cost-effective, efficient, and easy to use for the security personnel and others.
Compliance
Apart from features offered by the VMS, VMS must be compliant when it comes to the health and safety of the staff. Amidst the present COVID-19 outbreak the importance of informing visitors and the staff and the required procedures to follow in the premises is even more crucial. VMS can do it through its user-friendly interface.
Brand image
Company image is created with positive performance, work productivity, employee satisfaction, customer relation, and compliance if the organization when it comes to legal, health, financial, and safety measures. Whenever visitors enter the premises of the company, they must be treated with comfort, ease and reception should not be tiresome or time-consuming. This helps in creating a positive company image. During the present times, where contactless work procedures are welcome across the world, VMS will be helpful.
Reporting
In the paper-based sign-in process only the receptionist is aware of who has entered the premises, signed the logbook, and how he/ she looks, along with other small details like the purpose of he, time of visit, and the concerned person with whom the meeting is planned. All this data is available for the review only if the visitor fills the details. What about those who enter the premise with a motto of trace passing? Here, VMS works better than humans. Right from keeping an eye on the entrance, to requesting ID proofs and sending related notifications to the organization, everything is done easily, in real-time. Reporting adds to efficiency.
Boosts productivity
Here is a chance to plan how to treat visitors. Planning ahead adds to the productivity as there is no eleventh-hour task to do and the staff can focus on the respective core job. Plus, preplanned management of the visitors creates a positive impression on them. Time is money, and the less time your staff spend in doing secondary jobs, the more time they have to do the crucial productive jobs. Businesses who run coworking spaces, or flex workplaces might not have a designated reception area, VMS can work efficiently here.
Analyze data
Another benefit of using VMS is in concern with contact management or customer relationship management. VMS collects every data of the visitors, who they are, what the purpose of the visit, where to reach them, their personal information, etc all this information is important to follow up with them.
Visitor Management System will land your business in the digital era where fewer efforts are taken to fetch most ROI with digital solutions. VMS is a must-have if your company wishes to leverage every footfall and convert it for more profit and business.
