Ways To Enhance Visitor Experience With Visitor Management System

Have you ever been in a situation where you just couldn’t handle all your visitors efficiently? I am sure you’ve been there if you follow the traditional way of visitor check in with logbook and a receptionist since your receptionist is pretty caught up with entering visitor details. Well, let me remind you that you couldn’t safeguard their personal data as well.

It is certainly a herculean task ensuring the first impression of the visitor be the best. On the other hand, tracking every detail of the guests entering and leaving the premises is proven to be exhausting irrespective of the company size. Nevertheless, the importance of these aspects along with streamlining visitor flow and safeguarding visitor data privacy is not to be compromised on.

All of these can hamper the visitor’s experience and even cause harm to the reputation of the organization. Ensuring an efficient visitor management system is in place is of utmost importance.

Here are a few advantages of having a visitor management system

Visitor Self-Independence:
Self check-ins are a quick and hassle-free way of enhancing the visitor’s experience. Install iPads/tablets/kiosks with visitor management software at the reception area wherein the visitors can quickly enter all the details by themselves.

Otherwise, the receptionist may ask for the details to be entered into a logbook. Also, by eliminating the logbook here, one need not worry about the legibility of the visitors’ handwriting.

Pre-visit communication:
Don’t we all love it the way we are greeted with exceptional importance when family/friends know that we would be visiting in advance. Applying the same to organizations, visitor management software has all the details of visitors who are expected to arrive well in advance.

This gives the opportunity to the receptionist to build a positive experience. Also, this speeds up the check-in process and provides a personalized experience to the visitor.

Streamlined Visitor Flow:
Make the check-in experience all the more fun and enjoyable with VMS. Be it a small or large number of visitors, streamlining visitor flow is a cake walk with iPads/tablets and self check-in kiosks. Help visitors check-out with the same ease as they check-in with VMS.

Eliminate the need to wander about the premises due to lack of correct communication which happens quite often in the conventional visitor management.

To summarize, VMS can help you save huge costs. Also, enable the company/organization to grow by increasing productivity.

Real-time host notifications:

Send instant notifications to the host upon the visitor’s arrival with VMS. Most of us have experienced waiting for quite a while until the host is informed. Time spent by the receptionist in intimating the host over call or in person is completely eliminated. Long queues of restless visitors in the lobby area are avoided, making the check-in process much faster and thus provide enhanced visitor experience.

Visitor satisfaction:

An efficient process undoubtedly improves customer satisfaction irrespective of the field. On scheduling a meeting or even cancelling one, VMS sends out intimation via email/text message to the visitors instantly with instructions on proceeding further.

For instance, where the host would meet them, time details, etc. This sends out a gesture of concern to the visitors and invokes a sense of belonging, thereby, increasing the positivity towards the organization.

Safety and Security:

As mentioned earlier, data logbooks are the most risky means to store visitor data, as they are simply prone to theft/misuse of personal sensitive information. Most visitors would not be comfortable entering personal data in logbooks.

Whereas in VMS, cloud based security is used to store data for which only authorized personnel would have access. VMS also authenticates visitor data before entry, and helps prevent the entry of unauthorized persons, thereby, both visitors and employees can feel secure in the premises.

Automation:

The check-in process is completed automated with the help of VMS. Which means that the receptionist is free from front-desk duties and now can be employed to efficiently take up other works and enhance visitor engagement. Automation has enabled faster check-ins making it all the more efficient.

In conclusion, the first impression would create the best impression. The first picture of any organization that comes to mind is the reception area and of how they were welcomed. Also, of how easy it was to meet the host. Enabling visitors to have the best, hassle-free check-in process is essential is helping build an overall positive experience. Digital VMS is sure to help you achieve that with ease.

Along with enhancing visitor experience, the privacy/security of visitor data and prevention of unauthorized personnel helps in creating a safe environment for both visitors and employees.