4 Benefits of a Visitor Management System for Businesses
A visitor management system (VMS) allows organizations to automate and streamline their visitor management process and use technology to record, monitor, and track visitor information. It is essential to offer the best visitor experience and enhance workplace efficiency and safety. There are many solutions to visitor management on the market, but installing the right VMS will give your visitors a great first impression and give your reception staff and facilities manager the right tools to manage visitors with little extra work.
The best VMS combines analytics, communication, security, and technology without significant changes to your workflow. They are customizable, flexible, and integrated into your existing software. Visitor management revolves around one primary goal, providing the best first impression possible. However, combining technology and people is valuable in today’s business landscape.
Reduces manual processes and boosts digital efficiency
Has your reception team ever had an issue with not being aware of updated visitor lists or meeting changes? It is not uncommon for meetings to change times, dates, and number of attendees, but sometimes essential tasks get overlooked, like changing details with the cleaners or caterers. In addition, these changes may lead to your reception employees being unable to identify authorized visitors. Digital efficiency is designed to eliminate manual processes and other workflows that require multiple touches. VMS can easily update meeting information for everyone who needs to know about changes. You don't have to update your VMS manually or re-key visitor details.
Front desk staff support for personalized customer service
VMS is designed to help your reception staff, not replace them. A combination of technology and people deliver the best customer service experience. Your VMS can provide remote receptionists to improve team and staff safety while maintaining excellent customer service. Reception does not need as much staff to handle visitors and delivery so that they can focus on more essential tasks.
Enhanced safety
Your VMS can ensure workplace security by automating your check-in process with touchless features for a COVID secure workplace. It can decongest the reception area by pre-registering employees, contractors, and visitors; offer touchless check-in with QR-code scanning, temperature screening, voice activation, or motion sensors; and allow the reception team to work remotely. It delivers a fast, contactless transition experience that keeps a human touch; and allows concierge-type service with a white-glove experience and safe arrival to the office. Your VMS also enhances your office security. It will manage visitor authentication by monitoring your visitor blacklist, taking visitor photos, and verifying their identity, offering real-time building safety insight.
Improved first impressions
If you want to impress visitors to your facility, a VMS can help. It can send your visitors a branded invitation, telling them where to go, showcase your branding and logo for a professional look, and provide them a QR code to scan upon arrival to the office. This allows for an express check-in experience because the QR code will check in your visitor in seconds, providing a more personalized experience.