The world we live in is constantly changing right before our eyes. The technological advancement is fast paced, touching practically every aspect of our personal and business lives. In this article, we are looking at the impact of these advancements on what, on business premises, was previously known as the front desk or reception.
How has technology impacted this aspect of business operations? Well, we now have what is known as a visitor management system, which does the job of welcoming your visitors. Consider this a virtual receptionist without the drama and attitude that are sometimes associated with receptionists.
How is this new technology impacting the industry? Let’s try to find out together.
The ideal visitor management system offers a reception experience that is comprehensive. Unlike traditional systems that largely rely on manual processes, this new approach combines automation with an interface that is not just user-friendly, but also intuitive, making it suitable for all types of offices and organizations.
Whether you are welcoming visitors in a corporate environment or in a multi-tenant apartment building, this system can fit in perfectly, taking care of all that you will expect from a front desk manager. It can welcome and direct visitors, manage employees and even handle deliveries. It’s that robust.
There are a number of other functions that this setup can handle for an organization. It can handle appointments, resource booking, desk sharing and more. Every modern office will benefit from its many features.
Checking in can be effortlessly done using a QR code. Visitors can also enjoy high-quality video calls with a virtual receptionist to have their enquiries answered. Now let’s dig a bit deeper into what it offers.
Now that we’ve explained what this system is and what it does, let’s try to unpack some of the benefits that it offers.
One of the traditional jobs of the front desk is to keep a record of the people that come and go and the times that these occurred. As you can expect, this task is handled more efficiently with a visitor management system. Aside from keeping a perfect record of both the people and the time they came in, their vital information is also securely stored.
Whereas traditional receptionists often have sign-in books that expose the private details of other visitors, this does not allow one to see another’s details. In fact, it does not even store these details on site as it relies of cloud-based solutions for the secure storage of these sensitive information. To learn more about why information security is important, visit: https://www.geeksforgeeks.org/.
Access control is another aspect of security that can easily be managed with this solution. The right setup will seamlessly connect to your access control management, giving you control of who can and cannot access the facility. Using turnstiles or security doors, access can be restricted to only visitors with the right authorization via QR code equipped badges.
Once a visitor is signed into the system and granted access, the person the visitor has come to see immediately receives a notification via SMS and/or email. This reduces wait time for visitors and eliminates the human factor that often results in delays.
In more secure environments, visitors can be pre-registered and pre-approved before they even get on site. Required documents can even be digitally signed, making the pre-registration process more secure and complete. This solution can be deployed across a wide variety of sectors.
Brand identity is an important aspect of running a business today. The visitor management system makes it easy to maintain a brand theme across board. More than just reflecting the company’s colours and logos, the actual messaging and message presentation are all customizable.
Text fonts, interface elements, work flow language and messaging can all be adapted to meet the requirements of any company. Of course, company media files and messages can be uploaded to deliver prepared messages unique to the organization.
Each organization can decide how much information it wants to have displayed to the visitor. You may just decide to include the weather forecast, your current stock price, or any other information that you may want to share. The idea is that you can determine just how you want your organization’s visitor management system to handle things.
A system like this can be intimidating and even scary for some to consider, especially with regards to the cost. While there would be some setup cost, the long term rewards outweigh the pain of this initial cost.
Imagine not having to maintain a staff of receptionists who you also have to ensure that they operate at their best at all times. The savings from this alone will cover your initial expense in no time. When you add other benefits, the savings will rise even more.
Any system that can eliminate human error has already improved the efficiency factor by a mile. There are certain standards that human receptionists are expected to maintain. You can find some of these here. You have no such issues with the visitor management system.
In addition to the above, it is future-proof. You can always update the software to stay up to date with the prevalent technology of the day. This ensures that it stays efficient while also saving you cost.
You can see a demonstration video below:
Businesses that succeed, do so because they have mastered a few things. One is increasing efficiency and the second is reducing cost. By achieving increased efficiency at a reduced cost, profit margins are increased.
The adoption of a visitor management system is one way to achieve increased efficiency at a reduced cost. It will also enhance your reputation as a company that is at the cutting edge of technological advancements.
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