Visitors aren’t just the people visiting your employees for personal reasons – they can be people your company is looking to partner with, clients that are doing business with you, and even those who deliver important stuff to your office. That’s why a visitor management is crucial to make sure you have a good grasp on who goes in and out of the office.
Visitor Management: An Overview
Visitor management is the practice of accommodating guests, from welcoming and processing to monitoring, at an establishment. This is done with a visitor management system, which is a tool used to keep records of visitors coming in and out of the worksite. Visitor management systems can range from basic tools like log books to more advanced systems like a fully-built system software that can be linked with security systems such as biometrics scanners and security cameras.
Speaking of the types of visitor management systems, one of the most common types used in the Philippines is the log book – if a company has any system at all. There are a lot of reasons for opting in a simpler system – from merely complying with the need for a visitor management system to the lack of budget to have a fully-automated system set up throughout the entire worksite.
However, this is putting companies and their visitors at a great risk – and not every company has realized this yet.
Risks of a Manual Visitor Management System
Having a system that rests on pen and paper makes it difficult for your security to keep track of people on short notice. They’ll have to scan through the list carefully to find out a visitor’s details, which wastes a lot of time when the search is necessary due to some sort of emergency. This is even more difficult when the person of interest was logged in the records days prior to the search. Your security will have to scan through multiple log books.
There’s also the problem of possible hazards. Log books can catch on fire, become submerged in water, be damaged by insects, or sustain other kinds of damage due to other incidents. All those records will, therefore, disappear forever, leaving you with gaps that may pose even more problems when you’re trying to find a specific record.
Lastly, a manual visitor management system means more paper used for your company. Believe it or not, but even such a simple issue as using a paper-based visitor log can raise eyebrows for environmentally-conscious people or organizations. You could potentially lose clients or applicants this way (though that remains a worst-case scenario).
Why an Automated Visitor Management System
An automated visitor management system software, like Yondu’s ViMa, counteracts all these risks.
Records are Not Compromised
Records are kept in a cloud-based system that makes sure that, even if your hardware is damaged beyond repair, your records are always safe and ready to be synced to your new computer. Gaps in your records are next to non-existent, and a powerful automated system will have a failsafe in case it can’t sync yet your records to cloud due to lack of Internet or other minor concerns.
It also saves a lot of time with logging visitors and searching for their records. A simple search can yield records easily, which can help your security go from hours to mere seconds in finding a specific visitor. An automated visitor management system gives you the information you need in a snap – from a visitor’s basic personal details to the specifics of where and who will they be visiting. Productivity is increased when your reception desk isn’t swamped with organizing so many records for hours.
Informative for Assessment
It also goes beyond simple recordkeeping – even the trends in your visitor management can be tracked through the system, giving you average peak hours, most-visited employees, etc. that are useful for when you’re adjusting your overall visitor management protocols.
An automated visitor management system gives you the information you need in a snap – from a visitor’s basic personal details to the specifics of where and who will they be visiting.
ViMa, in particular, is also integrated to other communications channels so your visitors and employees are alerted of the most important announcements. Employees are informed in real-time through SMS or chat if their visitors are already in the premises, and they can reject or accept the visit. Meanwhile, your visitors can be kept safe at all times, especially in the case of emergencies, with just a few clicks. This drastically improves your visitors’ experiences, which is a huge advantage for forming connections.
Streamline Your Visitor Management
Fast, reliable, and manageable – this is what your visitor management system should be. Contact us to learn more about how you can integrate ViMa into your organization today!