We have heard many a time that first impressions are lasting. We may choose to agree or disagree with this statement; however, there is no denying that first impressions are important in various contexts. For an office space, the first impression is made in the very first place a visitor sees – the reception area.
At the reception, the first step is to engage with the visitor to ensure their information is recorded. While visitor management was always an essential process in an organization, a few years ago, it was with using the paper and pen method. However, with the help of a technologically advanced visitor management system, this process becomes fast and efficient.
What is a visitor management system?
A Visitor Management System is software used to complete the process of welcoming, processing and, monitoring visitors at the office and making the entire process paper-free and secure.
What feature does a visitor management system have?
While there are many features that a visitor management system has, there are two crucial main features:
One of the critical things in office management is security, and this is one of the significant benefits of visitor management software. It allows you to quickly and instantly know who is present at your office, who is supposed to come and at what time, who they are visiting, and also know their identity. With all this information your security team can be ready if any case of any emergency.
With the old paper-based process of visitor management, identifying basic information can be a tedious task. For instance, who visited when, how many people visited today or in a month, and finding any other relevant information all becomes a time-consuming task. Also, it can lead to increased inefficiency, as there are possibilities that the log-book is damaged or lost. With a visitor management system, reports can be generated easily within no time.
What benefits does a visitor management system provide to your organization?
Reduce Costs In The Long Term
In the short term, a paper-based visitor management process may seem to be less costly. But when we look at the long term benefits, the cost to keep these records safe and easily accessible with visitor management software is very cost-efficient for your organization.
A visitor in your office can be anyone – a potential new hire, or an important client. If they see that your organization is still using the old paper-based process, they may think that your organization is not adopting new technologies. So moving away from old methods towards a modern visitor management software will enhance the image of your organization.
A visitor management system for office will not only simplify the visitor management process at your organization but will also make it more secure. Along with that, it will leave an excellent and lasting impression on your visitors.