5 Best Practices to Maximize the Benefits of Your Visitor Management System

Your Visitor Management System

By now, most companies are aware of the importance of a positive visitor management experience. With this comes the realization that good visitor management software (VMS) will help achieve the aforementioned goal without burdening the staff.

By 2032, the visitor management software market is expected to have a value of $2.7 billion. It is currently growing at a CAGR of 18.4%. From giving their guests an incredible first impression to keeping the premises safe, businesses are availing of this technology’s perks.

If your organization has just started exploring all that robust VMS has to offer, you’re at the right place. This article will share five tips that can help you maximize the benefits of your system.

Choose the Right Software

The first tip is also the most obvious – choose a visitor management system that works best for your company. There are plenty of options in the market, so you must scour and decide which fits well within your needs.

Start by identifying your specific requirements – number of anticipated visitors, what information must be collected, frequency of visits, etc. Greetly notes that it’s also important to evaluate user-friendliness as well as the available customization options.

Finally, you must check if and what compliance requirements the software must fulfill. For instance – healthcare facilities need to ensure that their VMS complies with HIPAA regulations just like businesses with sensitive data must comply with GDPR requirements. 

Get Everyone on the Same Page

A good VMS is anything but a mere notification service. However, all staff members may not be aware of its different functions and possibilities. The next best practice is to get everyone (not just those at the front desk) on the same page.

Let’s see a few ways in which you can engage with employees to make the VMS exciting –

  • Let your employees experience what a visitor would. Take them through a similar sign-in process to understand things first-hand.
  • Set up a mock meeting and let the management take the helm.
  • Send everyone a ‘package’ and say that they’re awaiting an important delivery. Later, send a delivery notification and let each employee experience the visitor process (from the other end) for themselves.

At the same time, you must emphasize the impact visitor management will have on employees (not just the guests). Keeping a ‘people first culture’ is also useful in retaining talent and attracting solid candidates.

Integrate with Existing Security Systems

At the time of implementing a VMS, many organizations find themselves with a multi-layered security system. This sounds good in theory but may become cumbersome to monitor and maintain in practice.

It is better to integrate the visitor management software with existing security systems. After all, this software becomes much more efficient when used in tandem with other equipment and technologies. These may include printers, biometric readers, hand sanitizing dispensers, and QR code scanners, among others. 

Suppose you have some security system that has been lying idle all this while. Integrate the underused software with your new VMS for a holistic and safe visitor management experience.

Amplify Data and Plan a 360-Degree Visitor Experience

Your VMS is a great tool to gather valuable guest information and amplify data records. As soon as a visitor checks in, ensure the software is customized to collect some crucial information. 

In the form of registration data, this may include their full name, phone number, date and time of arrival, estimated time of departure, staff members assigned to them, etc. After a warm welcome, you also need to take care of your visitors within the premises until they leave. 

Sometimes, there may be a need for a safe emergency evacuation. This means you must have a plan in place for everyone, including full-time employees, shift workers, contract workers, delivery people, service technicians, VIPs, and other guests.

The sign-in process will give you a clear, centralized evacuation list along with real-time info on those onsite. The software will send emergency alerts and help track all visitors till a successful evacuation has taken place.

Conduct Visitor Analyses

Visitor management is not just about delivering a one-time experience. Plus, your guests may have some grievances or feedback for improvements. This is why visitor management is also a process you can perfect over time.

With every guest encounter, keep track of your staff’s service quality. You can even reach out to individual guests to collect their suggestions and feedback. Once received, turn them into actionable recommendations for your technicians and other staff members.

Through regular visitor analyses, you get a clear picture of critical areas like the front desk, in-line customers, interactions, etc. It’s possible to test whether all areas are conducive to meeting visitors as well as security requirements.

For instance – suppose a particular location frequently denies access to visitors. You can use this info to check if it’s a vulnerable point for intruders. If yes, a security personnel can be assigned at its entrance for additional security.

Final Thoughts 

A robust VMS is useful for everyday needs as well as during large corporate events. To keep the software’s benefits at the forefront of your employees’ minds, run video-learning modules before the event.

Keep the communication flowing with the help of Slack, email, chat groups, etc. Finally, conduct in-person training sessions and encourage employees to share suggestions, clarify doubts, and so on. 

Adoption of new workplace technology has never been an easy task. However, the above-mentioned tips will help you shorten the transitional period, maximize VMS’ benefits, and convert the most ardent skeptics into strong advocates. 

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