7 Major Benefits of a Visitor Management System
If you’re reading this, you’re likely looking for ways to enhance your business’s visitor experience. Perhaps you’ve heard about a visitor management system (VMS) from colleagues, or you might have had a positive experience at a workplace that uses this technology for sign-ins, like a sleek iPad.Regardless of how you found us, it’s clear you’re interested in whether your business should invest in a visitor management solution. The good news is you’re in the right place! In this post, we’ll explore the benefits of a visitor management system and help you determine if it’s a good fit for your business. Let’s dive in!
What are the Benefits of a Visitor Management System?
Managing a workplace can be complex and time-consuming. If you rely on manual processes, overseeing visitors—one of your team’s many responsibilities—can take up a significant amount of time. Fortunately, with the right tools and processes in place, your team can save time and work more efficiently, all while ensuring a great experience for your visitors. Below, we’ll outline seven major benefits of a visitor management system.
1. It Creates a Great First Impression for Guests:
A VMS can impress guests even before they arrive. You can send them a custom invitation containing essential details about their visit, such as directions, parking instructions, and any unique aspects of your workplace they should know beforehand. Additionally, you can send them your non-disclosure agreement (NDA) ahead of time, allowing them plenty of time to read and sign it.
2. It Ensures Your Business Looks Polished and Professional:
Instead of using outdated pen and paper, a VMS allows you to present a sleek, digital sign-in process that reflects your brand. This not only makes the sign-in faster and easier for visitors but also enables your team to focus on more critical tasks instead of tracking visitors manually.
3. It Automatically Notifies Employees When Their Guests Arrive:
By notifying hosts automatically when their guests arrive, a VMS frees up your front desk team to ensure guests feel welcomed and prepared. They can provide helpful information about the workplace or even offer refreshments while guests wait. These small gestures can significantly enhance the impression guests have of your business.
4. It Adds an Extra Layer of Security to the Workplace:
A VMS enhances your workplace security by allowing you to pre-screen visitors, ensuring that everyone on-site is cleared to be there. It also helps monitor visitor durations by displaying their sign-in time on custom visitor badges. Furthermore, rather than sharing a single Wi-Fi password, a VMS enables your team to provide unique credentials for each guest, enhancing security.
5. It Helps You Meet Workplace Compliance Requirements:
A VMS enables you to digitally maintain detailed visitor records, which you can easily view and export for further analysis. Additionally, it safeguards visitor information by allowing you to control which administrators can access and manage visitor data.
6. It Enables You to Scale to New Locations Quickly:
By centralizing your visitor management, you can oversee multiple locations, deploy new sites, and standardize your processes. This ensures a consistent, high-quality visitor experience across all your workplaces.
7. It Helps Maintain Accurate Workplace Occupancy Data:
Finally, a VMS ensures everyone on-site is accounted for in your occupancy data. This accuracy assists your team in better planning for amenities, such as welcome packs and catering services. It also allows you to report precise foot traffic data to your executive team, providing a clearer picture of visitor activity.
How to Tell if Your Business Needs a Visitor Management System
A visitor management system can benefit any organization, regardless of size or industry. Even small workplaces with basic visitor needs can gain advantages from implementing a VMS. However, if your organization is larger or has more complex safety, security, and compliance requirements, investing in a visitor management solution is essential.
Still unsure if you need a VMS? Here are some signs that your organization could benefit from one:
•Your front desk team is still using pen and paper to sign in guests.
•The visitor registration process varies at each location.
•Your visitor volume has increased and feels overwhelming to manage.
•Your organization aims to improve the visitor experience.
•Your organization has complex safety, security, and compliance needs.
•Your organization wants to collect more accurate workplace data.
By recognizing these signs, you can determine whether a visitor management system is the right solution for your organization.
