Whether it’s a corporate office, warehouse or a store front, if you have a business that gets a lot of visitors on a daily basis, then it can be difficult to track the records of so many people manually. Therefore, implementing an efficient visitor management system should be one of your top priorities. It can help you in recording visitor data, thereby ensuring the safety of visitors and employees and enhancing productivity.
Take a look at the best ways to implement your visitor management system.
Your visitor management system is the first interaction that your visitors are going to have with your organization. Thus, the user experience should be friendly. Select a system with a better user interface which is easy-to-use and easily customizable. The general rule is that visitors shouldn’t take more than 20 seconds to check-in.
2. Brand Association
The moment visitors enter your organization, they should get an idea of your company. Your visitor management system should have a unique brand name so that your visitors can relate their experience with your company while signing in.
3. Photo Badge
From a security viewpoint, it is vital to print a photo badge for visitors. This will ensure that the person who’s wearing the badge is the one who checked in. In addition, you will have a visual record of all people who came into your company.
4. Automatic Alerts and Messages
Every time any new visitor arrives, the visitor management system should alert all the employees. In case an employee is sick or forgets to cancel his/her appointment, the other employee should be automatically notified of the changes by messaging.
Your visitor log should show an accurate record of the people who are in your organization. When there is an emergency, evacuation would be necessary and in that situation, an accurate visitor’s log will help you in ensuring that everyone has been tracked. Thus, it should be made mandatory that the visitors check-out while leaving the premises.
6. Data Analysis
You should analyze your visitor data on a regular basis. It lets you determine the areas for improvement. For example, are the appointments scheduled timely or are they running past their time limits? Is the UPS making multiple pickups which can be collaborated into one? By analyzing all these factors about your business operations through your visitor data, you will be able to fix any loopholes in your organization.
7. Digital access to legal documents
To protect confidential information from falling into the wrong hands, it has become necessary for organizations to make their visitors sign NDAs or other legal agreements.
The first interaction of a visitor happens at your workplace reception. This is the first time your front desk staff greets your guests and help them in check-in. This is also the perfect time to make your visitors sign any legal documents. A quick sign on an NDA won’t take too much of their time.
Moreover, the sooner you have access to the signed NDA, the better it is. With the help of Visitly, you can manage multiple legal documents. You can also use the template with the corresponding visitor type and the app will display it to the visitor for signature. This implies that if your visitors need to sign a different document according to their reason of visit, then there are multiple options to pre-select documents as per your visitor type from the dashboard.
There are a lot of great aspects of using Visitly to get an NDA signed such as convenience, time-savvy and working with individuals in different jurisdictions. Since hard copies of documents are never found when needed, it’s a wise decision for any organization to keep an electronically signed copy of the same on the cloud.
Another advantage of a digitally signed NDA is that if you want to make visitor sign an NDA, then no visitor will be able to go through the sign-in process without providing their signature. Thus, you can make sure that whoever walks into your premises at any time has already signed a confidentiality agreement with your organization.
An efficient visitor management system enhances security and cuts down unnecessary administrative tasks. The productivity at the workplace enhances thanks to a hassle-free system.
For managing the flow of your visitors, you need a holistic solution catering to your organization’s needs. Visitly is a one-stop solution for your organization.
With Visitly, you can create the best first impression on your guest and visitors with an easy and modern sign in experience. You don’t have to worry about data security. With Visitly, all data is securely stored and regularly backed up. So take a bold step towards an efficient and enhanced workplace with Visitly.