Efficiency
5 Tips for Getting the Most out of your Visitor Management System
Improve your office visits with streamlined strategies for setting up badge printing and customizing the check-in experience.
Get a visitor management system to improve your lobby experience by automating check-ins, staying compliant, and streamlining orientation.
For most companies, lobbies are unlikely to change very much from year to year. Whether it’s the layout, check-in process, or even the faces that are greeting visitors, these things can sometimes remain the same for decades. Lobbies act as a first impression, and while everything behind the lobby door continues to change and improve, the lobby should, too. What a great deal of people are unaware of is that visitor management software can dramatically improve the experience that visitors have in your lobby and can even solve a multitude of problems you may not even realize you have. In this article, we’ll take a look at the key reasons why visitor management systems and check-in kiosks are right for your lobby.
Remaster Check-in
Everyone already has some process in place for people who come into their lobby, and they all hate something about that process, either for the employees or visitors. Can you say with 100% certainty that everyone who enters your facility has filled out all the correct paperwork? In the case of an emergency, would you know exactly who is in your building, and would you then be able to instantly notify everyone on how to proceed? The process a company uses to check in visitors is oftentimes a workflow that has been passed down from receptionist to receptionist over the course of decades, with no one really stopping to consider how this process could be improved.
Your visitors may currently be subjected to a lengthy and off-putting check-in experience that could require them to supply completely irrelevant information (and could miss other important data… more on that later). Sign-in sheets or visitor surveys on physical paper are often copies of copies of copies, the original long since having been lost to time.
All these factors together can make for a terrible visitor experience and give your guests a bad first impression of your operations. This can be especially consequential if the visitors in question are potential customers or vendors, meaning a poor check-in process can have a tangible competitive impact. Companies that have upgraded to a visitor management system like Transmission see an immediate and substantial reduction in the friction associated with antiquated check-in workflows
Stay in Compliance
The bureaucracy imposed on companies in the modern era is far more significant than it has ever been, which is especially true for manufacturers or industrial companies working in sensitive areas. Restrictions on where materials are requisitioned, strict standards on hazardous waste disposal, and reporting requirements to state or federal governing bodies mean that companies need to allocate more and more staff towards ensuring that they’re “ticking all the boxes” and keeping all relevant three-letter-agencies happy.
What many manufacturers don’t realize is that they can also fall under the umbrella of compliance standards that require them to record who’s coming and going at their facility 24-7. Or even if they do realize it, their solution is outdated and inefficient logbooks or sign-in sheets. By adding an easy-to-use Check-In Kiosk like Transmission to their lobbies, companies can immediately eliminate the need to manually track visitors on paper. They can shift all visitor records to the cloud. This dramatically increases the redundancy and security of this data and eliminates the need for staff to be in the loop when it comes to recording visits manually.
Automate Orientation
Manufacturing companies are unique in that almost all have some semblance of visitor orientation. This is primarily because heavy machinery on the production floor can quickly and easily cause injuries to visitors unfamiliar with the unique dangers of any given facility. Visitor orientation is supposed to mitigate these risks by informing visitors of things like safety and security policies, but this can be difficult information for a staff member to convey effectively over and over, day in and day out.
Using a visitor management system like Transmission allows you to automate all aspects of visitor orientation and free up staff to focus on other, more important priorities. Automatically serve visitors an orientation video on the Transmission Check-In Kiosk—or on their own device by using mobile check-in—and then serve the visitor an acknowledgment form or quiz after the fact to ensure the guest retained important information. We find that this has the added benefit of documenting the visitor’s consent to your policies and/or memorializing the fact that they sufficiently understood safety requirements before even entering the production floor. This alone can neutralize legal liability in the event of an accident stemming from guests not adhering to your safety guidelines.
In conclusion, visitor management systems like Transmission are able to clean up a messy check-in process substantially, keep your company more aligned with relevant compliance standards, and automate visitor orientation, freeing up time for staff to focus on their other responsibilities. Whether it’s through increased free time, better productivity, or mitigation of legal costs stemming from workplace accidents, the aggregate effect of all of these benefits amounts to thousands in cost savings every year. Implementing new systems can always seem daunting, but Transmission comes fully pre-configured and ready to go right out of the box. Transmission creates the welcoming first impression that you want every visitor to receive. Not using a visitor management system? You’re missing out.
Let Transmission simplify your visitor management process. Contact Transmission to learn more about how we can save money for your company by cutting down expensive manual visitor management processes.
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