Have you put much thought into who visits your office? How many visitors are there during an average week? And who are they visiting most often? These are just some of the questions you might be asking yourself; a state-of-the-art visitor management system can help you get the answer.
If you are not currently collecting visitor data with an automated system, maybe it’s time to start! An automated visitor management system will help you streamline your reception process and give you an accurate, up-to-date account of who visits your office.
Simply answer 8 short questions about managing visitors—if you find that you’re having some trouble answering them, it’s probably time to automate!
1. Can visitors be pre-registered?
If your visitors are automatically pre-registered, your employees will automatically be notified of a guest’s arrival. When your system can pre-register guests and review all previous and upcoming visits, it eliminates unnecessary phone calls to your reception desk, improving management and maximizing visibility.
2. How many visitors does your company get during a typical week? Month? Year?
Think about how much time your reception desk employees spend greeting visitors and documenting their information. If you can quickly call up answers regarding visits, you’ll see how much time your staff spends on this task. Wouldn’t it be more efficient to implement an automated visitor management system, giving you the ability to better streamline the process and free up the reception staff so they can spend time on other things, like more effectively tracking visitor data?
3. Are inbound deliveries to your reception desk tracked?
Do you have an accurate picture of the volume of the mail and packages delivered to your front desk? Are you now tracking all inbound packages in order to easily avoid lost deliveries and angry “where’s my package” calls? Item tracking is an important, but often overlooked, function in reception desk management.
4. Does the system have watches and security alerts?
It would certainly help your security or reception staff if they could flag important visitors, know about special requests, and be aware of any potential security problems. You’ll want a system that can contact your security office automatically regarding “watched” visitors and deny entry to any known security risks.
5. Are visitors getting easy-to-read badges with the proper info?
We don’t mean a smudgy, poorly printed sticker that your visitors slap on their chests; a badge that is easy-to-read clearly identifying a visitor, type of visit, and destination is definitely the way to go.
6. Are you capturing visitor photos?
With a digital sign-in process, all visitors to your company can be easily photographed using digital photo capture. A driver’s license photo can also be imported. It’s nice to have an extra level of security when it comes to verifying visitor ID.
7. Do you know who is in your office at all times?
An automated visitor management system will help you keep track of guests with a detailed record of visitors. This type of digital visitor log gives you the ability to easily access these records in the future; additionally, you’ll have a way of tracking which visitors are still in the building after hours, further enhancing your building’s security.
8. Can you generate detailed reports?
What if there was an emergency and you had to quickly generate reports? Would you be able to do it? Easily and quickly generating reports in the event of an incident is a huge benefit of incorporating a digital sign-in process.
If you’re now looking for a complete tracking solution and have additional questions, we would love to hear from you. Get in touch with us today and tell us what you need.
Want to see Vuetura Software in action? Request a personalized demo today.