Technology & Innovation

5 Signs Your Visitor Management System Isn’t Getting the Job Done

Any organization that wishes to thrive in today’s fast-paced world needs to run like a well-oiled machine. As a business owner, it’s important to have an insight into whether the visitor management solution you have in place is doing its job. Here are five signs that your procedure for managing guests needs improvement.

1. Lost Visitor Badges
Misplaced visitor badges might not seem like a very big issue. However, this indicates that there are gaps in your visitor management system. The most common reason for visitor badges getting misplaced is that there isn’t a proper sign-out procedure. Guests simply exit from the nearest door when they’re done, without returning their badges and these eventually find their way into a dustbin. It’s important to have a sign-out process that is as effective as your guest registration procedure. Apart from saving your company some money, this will improve the security of your premises.

2. Visitors Wandering the Halls Looking Confused
You’ll find this happening in many commercial buildings. In the absence of a procedure for guiding visitors on arrival, they end up roaming around and peering through doors, trying to find where they’re supposed to go. If this is the case at your site, it means you need a better visitor management solution. Guests should be sent a notification with details of the meeting room and a clearly visible signage should be installed around the premises so that the visitor has no problems in reaching the room from the entrance.

3. Guests Have to Wait for Too Long After They Check-in
Making a good first impression on your guest is very important, especially if they’re a big prospective client or business associate. Your reception area should look professional and there should be a seamless sign-in procedure. However, the most important thing is that your guest shouldn’t have to wait for the receptionist to call the relevant person and check whether the meeting is ready to begin. Instead, a visitor check-in app can instantly send a notification to the host on his/her cellphone about the arrival of the guest.

4. You’re Losing Track of Your Guests in Certain Situations
While implementing their visitor management process, many organizations focus solely on the sign-in. This is a mistake. You also need an efficient system for keeping track of your guests. Would you want your guest to gain access to other members of your team or be simply walking into different departments? Keep your guests well-informed before and during their visit. This can be easily achieved by a powerful guest registration software. You will know exactly when the guest arrives and leaves. Also, guests will be sent emails or text notifications regarding any changes in the plan.

5. You’re Having Problems with Your Contracted Employees
Visiting contract workers, such as repair and HVAC company staff and food vendors, are a key component of any organization’s day-to-day operations. Unlike your other guests, management of these visitors poses challenges. Firstly, your contract workforce needs to have a valid reason for visiting. Secondly, they need to be aware of the site protocol and who they should get in touch with to approve or review their work or ask any questions they may have. Thirdly, for honest billing, the administration should be aware of their exact working hours within the premises. Your visitor management system should have a separate guest process for such visitors. The registration process should include sending them emails or text notifications with all the information they’ll need.

In case your facility is experiencing the problems mentioned above or any other visitor management hassles, give your organization the Veris edge today for smooth and seamless visitor operations.