10 Vital Benefits of Using a Visitor Management System

As a business owner, your company’s visitor management system is probably the last thing on your mind. Unless there is a problem with an important visitor, you likely don’t think of this important system or how it functions in the day-to-day of your business. 

However, your company’s visitor management system is one of the most important systems in your business. The effectiveness of this system determines your building security and your employee’s safety. Your visitor management system can even cause you to lose clients, which results in losing money in your business. 

If you are a business owner and your company is still using a paper and pen front desk sign-in process, here are several reasons why you need an updated and effective visitor management system. 

1. Professional First Impression

A Visitor Management System presents an ideal first impression for your business.

Visiting a business with an out-of-date sign in process and an ineffective visitor system can cause potential clients to become concerned about how the rest of your company functions. Presenting a modern and effective first impression will not only impress your visitors but also speaks to the level of professionalism in your company.

2. Employee Safety and Building Security

A visitor management system is ideal for improving building security and employee safety. With an effective system, you can have a list of employees at the click of a button, which makes it easier to track your visitors at all times. You can also restrict access to certain areas and allow access to others for your visitors. 

All of this results in better building security and a safer environment for your employees. 

3. Decreased Waiting Time

By using a visitor management system, you can decrease the amount of time your visitors have to wait to see your staff. 

Without an effective system, your visitors will arrive and wait while phone calls are made and messages are passed to get them to the right destination. This process generally takes a lot of time, resulting in a poor first impression and a potentially annoyed visitor. By implementing an effective visitor management system, you can avoid this process altogether and decrease visitor waiting time.  

4. Emergency Response Plan

While no one ever wants to experience an emergency in the workplace, it is important to plan for all types of situations to make sure you have a quick and safe response. 

With a visitor management system, you can create a comprehensive and effective emergency response plan that includes a roll-call for all employees and guests in the building. You will have real-time information, complete with photos of everyone in the building and information about lunches or other reasons to temporarily leave the building. This information will be an important element of your emergency response plan. 

5. Data Compliance

Visitor management systems are great for making sure you comply with the General Data Protection Regulation (GDPR). 

The GDPR outlines rules and regulations for how you collect, store, and use customer and visitor data. If your company is using an outdated paper and pencil sign-in system, you are likely out of compliance with the GDPR. The benefit of a paperless visitor management system is the GDPR rules and regulations are built into the system, making it nearly impossible to be out of compliance. 

6. Save Money 

There are several ways you can save money with a visitor management system. 

Your employees will be more productive, saving money on wasted time. Your costs for missing important appointments or deliveries will decrease and you will reduce the costs of purchasing and storing visitor logbooks. Depending on the system you use and the size of your company, you can even reduce labor costs with a visitor management system.  

7. Brand Image

One of the best benefits of using a visitor management system is how it will integrate with your branding. You can use your brand colors, logo, and other identity elements to provide a seamless brand experience for your guests. This is important, as a modern and well-managed company gives your brand a boost and will help potential customers think highly of your business. 

8. Visibility

The visitor entry system you use provides visibility for you, your staff, and your guests. 

All visitors will have a badge that includes important information and can be seen at a glance. Informational like the visitor’s name, photo, and authorized destination can be printed directly on the badge. You can also have the issue date and time as well as the date and time the badge expires. 

This is an easy way to make sure your visitors are not overstaying their welcome. 

9. Smart Notifications

You can program your visitor management system to alert you of certain situations, such as a banned employee trying to gain entrance. The alerts will be sent to the staff you choose, and they can be sent by text, email, or both. This allows you and senior staff to discreetly and quickly handle any problems without causing a company-wide panic.  

10. Cloud-Based Access

A great benefit of a visitor management system is the cloud-based access you will have. You can log in from anywhere and view any information you need about company employees or visitors. Cloud-based access is also managed by the service provider so you are not responsible for the management and maintenance of the system. 

Boost Your Business With a Visitor Management System

A good visitor management system is a part of your company’s brand, external and internal customer service, and the overall first impression many visitors will have of your company. 

By using an effective visitor management system, you can increase your building’s security, which will also ensure the safety of your employees. Your visitors will experience shorter wait times and your front desk employees will have a more efficient and flexible system for automatic screening and emergency response. You can ensure you are in compliance and enjoy all of the benefits at an affordable rate. 

Using a visitor management system is a great way to boost and grow your business.

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