Efficiency
Tips for Welcoming Office Visitors
Learn tips for welcoming office visitors. Ensure all visitors receive a warm welcome.
Learn how visitor management systems can enhance the role of receptionists and office administrators by streamlining visitor check-in.
One of the top misconceptions we frequently hear about visitor management systems is that they take away someone's job. Our intent is not for a human to be replaced by a kiosk, and in most cases, we find that the role the kiosk fills was either no one's job, to begin with, or was a side-task assigned to someone with many other pressing responsibilities.
Receptionists or office administrators are often tasked with scheduling and planning internal meetings, processing bills, coordinating travel arrangements, and the upkeep of the office. Managing every visitor that comes in can be a lot of work. Since many visitors arrive at unpredictable times, the receptionist can often be interrupted from their work throughout the day. In this case, we have found that many companies utilize the kiosk to work in collaboration with their office administration to make their life easier and to keep the visitor check-in process consistent. In other cases where there isn’t a dedicated receptionist, we have found that a visitor management system can help fill that gap.
Let’s take a closer look at the two ways the Transmission Check-In Kiosk can be used.
Self Service
In some lobbies, we have noticed that the role of the receptionist falls on whoever was sitting closest to the lobby or merely walking by the lobby. Allowing a visitor to complete the check-in process independently can be extremely relieving to the person who has been doing this job that they were never assigned. This can also be very beneficial for smaller companies that don’t have enough visitors to justify the staffing or haven’t been able to fill the position yet. Because the kiosk currently speaks eight languages, with more on the way, language barriers are also a problem of the past. Your employees are still able to make your visitors feel welcome without requiring them to make sure that all of the correct paperwork is filled out, provide orientation, and track down the host that the visitor is there to see.
Are you still looking for a receptionist but haven’t been able to find one yet? Transmission acts as the perfect placeholder until your company is able to hire new administrative staff. The kiosk is easy to use and understand and automates the visitor process you already have in place.
A Tool for Your Receptionist
There are many ways that Transmission can be used to work in congruence with a receptionist and lift much of the busy work that comes with visitor management. Asking a receptionist to provide the same lengthy safety orientation, day in and day out, can become highly monotonous and challenging to convey effectively. Safety orientations are typically packed with important information that needs to be retained by the visitor. Transmission eliminates the risk of human error in the safety and compliance requirements, lost documents, and uncollected information.
Keeping track of personal visitor information and legal documents that visitors sign can be a large task. Many companies that are still using paper logbooks and filing cabinets have created some system for keeping all of this information organized and readily available. This can require a lot of unnecessary work, and it may be hard to teach new employees where everything goes and how to find it. Having all of this information stored in the cloud means that it is easily searchable and exportable.
Automating the orientation process ensures no room for human error and that one step in the process will never be missed. The kiosk also allows you to quiz your visitors after they watch a video to prove that they retained the information and understand the expectations of their visit. Every little detail about their visit is recorded and logged, including the time they arrived and left, who they were there to see, what documents they signed, what quizzes they took, and more. The kiosk allows you to collect as much information as you need and ensures that it will be securely stored.
Another essential feature of the kiosk that your receptionist will love is the automatic notification that is sent to the host when a visitor checks in to see them. Avoid the need for your receptionist to spend their day running around the building trying to track down staff or sending an email that won’t be read in a timely manner because the employee is not at their desk. This feature improves guests' wait time and provides a professional experience while also allowing the host the freedom to communicate directly with their visitor.
Save your company thousands of dollars lost each year in lost employee time. Allow your receptionist to focus on what matters, and let us handle the rest!
Discover your potential savings by meeting our experts to discuss how Transmission can benefit your company.
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