As managers of workplaces, you know how crucial it is to make the best first impression possible to everyone who walks through your door. The pen and the paper have become two tools that have long gone. For a visitor experience that impresses visitors today, you have to choose the perfect solution that will meet the needs of your business and goals. In this article, we’ll discuss ways to delight your customers by choosing the most effective visitor management system for your company, including certain of the essential aspects you need to be looking out for.
Which visitor management software can help you?
Simply put, an effective visitor management tool can help your company keep track of visitors to your workplace. It’s an essential element of your workplace’s visitor policy. However, the benefits of an effective visitor management solution can do much more than that. A visitor management system will aid you in:
- Automate visitor registration and cut down on time for your team
- Increase the security of your workplace
- You must ensure that everyone who enters your office is healthy
- Meet the complex requirements of compliance
- Impress your guests with a fantastic impression for each guest who enters your foyer
Considerations for choosing a visitor management solution
Selecting the best visitor management software for your specific needs is vital. Here are some essential factors to think about when deciding on the best solution for your needs.
Does it contribute to workplace security?
Workplace security must be among your primary considerations when selecting the right solution for managing visitors. Whatever the size of your business, you’ll always be at risk of compromising your security. For media companies like Buzzfeed, this is especially crucial. Julia Goldberg, SVP of Global Real Estate, Office Services, and Security at BuzzFeed, discusses how intruders can cause a serious and frequent security risk for the business:
It is crucial to secure your employees and your company by selecting the highest security from the start of the user’s experience. Not only will this secure your information, but also your employees’ as well.
Is it easy to use and set up?
Welcoming guests to your workplace should be easy. If the sign-in process for visitors is lengthy, complicated, or utilises clunky old-fashioned technology, your guests won’t be able to get started with a pleasant experience. The ideal solution for managing visitors should offer a straightforward process for signing in. It should gather all the necessary information, such as personal information, as well as information about their trip. It should be simple to set up and use for your employees in the house.
Can you combine it with the technologies used at work?
On average, companies use around 254 apps to run their businesses. This is a significant amount of technology to handle, particularly when the applications don’t communicate with one another. A visitor management software that is an open platform lets users connect with other tools they depend upon to help keep the office functioning. The more integrations you have, the more connected your workplace will be. It doesn’t matter if it’s connecting with platforms for communication like Slack and Teams, or connecting to hiring and HR platforms like GoodTime and Greenhouse. It’s crucial to make sure your visitor management software is connected to the appropriate technology you utilize regularly. If this happens, it boosts efficiency and productivity in your workplace.
Where is the data of my visitors stored?
It is recommended to always choose a cloud-based solution to manage your visitors. This helps you avoid storage problems (or the absence of them) and any manual effort on your behalf. In the end, you’ll have many sensitive personal data that is stored in your solution for managing visitors. It is crucial to ensure the data is safe and secure. In addition, it must be one that is able to meet your business’s complex requirements for compliance.
What is the cost?
Also, you must always think about the price (and be aware of any hidden charges). Choose an application for managing visitors that has upfront costing. Certain companies charge per user, while others charge by employees’ headcount, and a few are based on office space. It is important to conduct the calculations to determine which is most appropriate for your company. It’s then a matter of selecting the appropriate plan. You must look over the options offered in each plan, and then choose the best one based on the degree of sophistication you’re looking for. Let’s explore the main ones to look for in your search for visitor management tools.
Considerations for a visitor management system
If you’re in the market for a completely automated visitor management system that does not require contact or an elegant iPad registration at your front desk, here’s a list of important features to take into consideration when selecting the right solution for managing visitors.
Use a customizable design to log in.
Are you hosting a possible candidate who you’d like to join your team? A regular contractor who is working on a project? A vendor in town to replenish your snack items? There’s no need to gather the same details from every single one of them. Making your sign-in process more flexible according to the type of visitor will allow you to gather the necessary information from every guest. With the option of a custom sign-in process, you’ll be able to not only design specific fields and forms but also customize invitation emails and welcome messages to each kind of visitor.
Visiting visitor screening
Making sure your guests feel welcomed is only one part of the work. The other part is making sure they feel secure in your workplace. Visitors screening lets you define specific requirements for visitors to be allowed onto your premises. It is also possible to utilize your visitor management software to prevent unwanted guests from entering your premises. Check out features such as blocking lists, ID scanning, or visitor badge printing to assist you in protecting your staff as well as your home.
Digital signatures on documents
In your registration procedure, you should ask your guests to sign certain documents, such as NDAs and waivers, in order to safeguard your company. Consider an application for managing visitors that allows you to automatically gather and safely store these documents. Secure and safe digital signatures are simple to keep documents from being lost or leaked. lost. It’s a win-win.
Notices
You’ll want to look for an automated solution for managing guests, which will automatically inform employees whenever guests are expected to arrive. Plus points when they can integrate with the tools for communication that your team is already using, such as Slack, Microsoft Teams, or email. The technology of today should be able to connect you with where you are.
Reporting and analytics
As the number of visitors working in your office increases and so does your responsibility to monitor the number of visitors. Learn about your visitors’ numbers as well as who hosts visitors, what time and where, as well as their work hours. Additionally, you can export information that you require in a timely and efficient manner. This is crucial to ensure compliance in the workplace. Of course, these options aren’t everything you require from the visitor management software. For more suggestions for what to look for, take a look at what Envoy Visitors has to provide.
Last thoughts prior to investing
The choice of a visitor management system that is right for you is a major decision. You require a system that is secure, reliable, and user-friendly. It’s crucial to take into consideration all the elements and features mentioned above, as well as the reasons you’re in search of an answer initially. Are you looking to just take your visitors’ experience to a higher level? Are you looking to improve your process from beginning to end? Lastly, look up reviews from customers of the software you’re considering. Reviews are a good method to make sure that the system is as advertised, provides worth to those who are using it, and determine if the company provides excellent support for customers. (Not to boast that Visitors is listed as the number two leader in solutions for managing visitors) The rapid growth of visitor management tools implies that visitors expect elegant, seamless, and simple user interfaces. In order to keep up, workplace managers should invest in a technology that can benefit both their visitors. Not confident that you’re covered? Start with a test of the Envoy Visitor is an excellent method to determine what’s best for your company.
