All You Need to Know about Visitor Management Systems

Visitor management has been a serious concern for many of the offices due to the significant amount of visitors coming and waiting at the lobby areas. Apart from security concerns which are the significant issues, when we talk about visitors or people who are not the employees of the company. There are several other issues, such as interruption and effect on productivity, which has caused larger organizations to introduce effective visitor management systems. These systems help the companies in tracking their visitors, who are entering their office for various reasons. These visitors might be your customers, clients, contractors, job applicants or any of your friends or relatives. Visitors can be categorized by any person who is not a permanent employee of the company would be considered as a visitor.

Due to the advancement in information and technology, there have been various visitor management systems in recent years. Therefore Visitor management has been improved significantly by providing incredible features of managing the visitors. This system not only provides an easy to track the information of the visitors but also enables hassle-free experience to the visitors by allowing them to contact the person whom they need to meet, without the excessive need of waiting in the lobby area for no reason.

Conventional Visitor management system

• The traditional or old visitor management systems used to collect the information or the sign-in information of the visitors in manual entry registers and they had to wait a long time before they got connected to the person they need to meet.
• There was a mandatory requirement of a front desk officer, whose job was to take the information and contact the required person which could sometime take more time than expected to cause the inconvenience to the visitors.
• The old fashioned visitor management system is quite outdated, and various organizations tend to improve their reputation and image by replacing old VMS by the new ones.

Modern Visitor management system

• The contemporary visitor management system has significantly replaced the old one by making it more hassle-free, quick and accessible for not only visitors but the employees also who are expecting any visitors.
• They give access to monitor the visitors who enter your offices or workplaces by taking their log-in information or providing them ID badges so that the security system can easily recognize them as visitors.
• They allow SMS and email alert system to connect to the person instantly at the log-in of the visitor so that they are able to meet the person without the need for excessive waiting.

Benefits of the modern Visitor Management System

There are several benefits of the Visitor management systems which are being applied in modern offices and large organizations to keep track of their visitors. Some of them are as follows:

Improving security management

In the age of advanced technology and information system, the issues related to data hacking and security invasions have become significant concerns for the companies. Therefore any visitor coming in a company has to deal with several security measures. However, the modern visitor management system not only respects the privacy and integrity of the visitor by preventing the unauthorized people from entering the offices along with recognizing the integrity of the visitors. The visitor management system assists in providing ID badges along with tracking the information of the visitors, including their fingerprints, signatures and photos which are taken by the visitor management system at their arrival.

Providing a cost-effective solution

Compared to security solutions that use scanning technology, guest management systems are more accessible and efficient. One of the great things about this system is its flexibility and user-friendliness; therefore, it sometimes prevents the need for a front desk officer also; This adds to the benefit of being cost-effective as it decreases the need for hiring an extra front desk officer. Thus with a budget-friendly investment, you can have a system that supports your organization to increase efficiency and security along with being cost-effective.

Improvement in safety and comfort

The highest priority of the organization should be the safety and comfort of the working environment, facilities and employees. Achieving this protection is possible when an organization implements an efficient visitor management system; This will ensure that no unauthorized person can enter or wander in the office. Presence of security is an extra benefit; however, ID badges have been significant addition in identifying the visitors from the office employees. The visitor management system provides a great experience of comfort and safety to employees while interacting with their visitors or customers.

Building a significant reputation

A visitor management system can help organizations to build a strong brand reputation. As the old traditional offices where registers or manual checking of visitors are still in-use is quite outdated nowadays. Therefore an efficient system can build cohesion and trust between employees and their guests. Strict security systems will attract visitors entering your office along with influencing positively to your brand reputation. They can realize the significance of security management for the organization, just like business management.

Providing efficient site control

This system will help you get your site working correctly. Through the visitor management system, anyone in the office can be tracked and seen easily. With this system, you can easily keep track of who has entered and left the office building. Moreover, in the case of any emergency, such as a disaster or fire, the evacuation team can prepare for a successful evacuation process. Hence if the guests are trapped anywhere in the office, they can easily be found because of the access of the system to their ID badges which is utilized at any given time of emergency, thus providing an efficient and workable site control.

Other essential benefits

• Along with the above benefits, the visitor management system has the following benefits, because of which this system has become necessary equipment for many companies and organizations.
• They maintain an easier and accessible way of communication between the employees and the visitors.
• They provide an accessible cloud-based visitor log-in.
• They take photos of the visitors by their one-touch mechanism.
• They provide a printable visitor ID badge which customized company’s logo.
• They instantly notify the employees with the SMS or email notifications which prevent the excessive waiting of the visitors in the lobby area.

Conclusion

As we can observe from the above description that there is a significant contribution to the visitor management system in improving the security as well as building a strong reputation of the company. These systems have been significantly effective in providing ease and accessibility to the visitors but have also contributed to increasing productivity as there is decreased interruption for the employees due to the efficiency of the system. In the current era where security and data hacking are essential concerns, these system has provided an efficient solution for the companies who believe in smart and innovative technologies.