4 signs your office need a visitor management system

Did you know? According to a recent study, 83% of companies believe that enhancing their visitor management process can significantly improve overall security and efficiency.

The COVID-19 pandemic highlighted the need for social distancing and reducing virus spread. Many offices started using touchless visitor management systems to reduce contact and follow health guidelines. Even though the immediate threat of COVID-19 has decreased, touchless and digital visitor management systems are still popular. They keep your workplace safe and give a modern, tech-savvy impression to visitors.

With rising security threats, having a strong visitor management system is very important. These systems can quickly check visitors against watchlists, alert staff to unauthorized entries, and ensure only approved people access certain areas. This helps protect your employees and your company’s valuable information.

If your office still relies on manual visitor logs or outdated check-in procedures, it might be time for an upgrade. Modern visitor management systems use digital check-ins, which make the process faster and provide detailed visitor data. This can help you see visitor patterns, find the busiest times, and improve office security.

Here are four signs that your office needs a modern visitor management system to streamline operations, enhance security, and improve the visitor experience.

What Is A Visitor Management System?

A Visitor Management System (VMS) is a tool used by offices and businesses to track and manage visitors. Instead of using a paper logbook, a VMS uses digital check-ins, which can be done on a computer, tablet, or smartphone. This system keeps a record of who comes into the building, when they arrive, and when they leave.

According to a report by MarketsandMarkets, the global visitor management system market size is expected to grow from $1.1 billion in 2020 to $2.3 billion by 2025, at a Compound Annual Growth Rate (CAGR) of 15.1% during the forecast period. This growth is largely driven by the need for enhanced security and the rise in demand for touchless systems due to COVID-19.

When the COVID-19 pandemic hit, it became very important to keep people apart and reduce contact to prevent the virus from spreading. This led to the rise of touchless visitor management systems. These systems allow visitors to check in without touching anything, often using QR codes or their own smartphones. This helped keep everyone safe by minimizing physical contact.

A study found that companies using a digital visitor management system reported a 75% reduction in check-in times and a 20% increase in front desk productivity. The system’s efficiency allowed employees to focus on more critical tasks, enhancing overall productivity.

Even with these new safety measures, businesses found that using a touchless VMS did not harm productivity. In fact, it often made things better. The check-in process became faster, visitors felt more comfortable, and the business could easily track who was in the building. This way, the company could maintain a safe environment without slowing down work.

4 Signs Your Office Need A Visitor Management System

Implementing a visitor management system can significantly improve the efficiency and security of your office. If you recognize any of these signs in your workplace, it might be time to consider upgrading to a VMS to enhance your visitor management processes.

1. Congested and Messy Reception Area

• A cluttered and crowded reception area is often a sign of inefficient visitor management. Long queues, stacks of sign-in sheets, and a disorganized waiting area can create a negative first impression.

• A visitor management system streamlines the check-in process, allowing visitors to pre-register or use self-service kiosks upon arrival. This reduces wait times and helps maintain a tidy reception area.

• Digital check-ins also eliminate the need for physical sign-in sheets, reducing clutter and ensuring a more professional environment. Additionally, automated notifications can alert hosts when their visitors arrive, further expediting the process and preventing bottlenecks at the reception.

2. Large Volume of Unauthorized Visitors

• If your office is frequently encountering unauthorized visitors, it indicates a serious security lapse. Without proper checks, anyone can gain access to your premises, posing a potential threat.

• A VMS ensures that only authorized individuals enter the building by verifying identities through ID scans, QR codes, or facial recognition.

• It can automatically cross-reference visitor information with pre-approved lists or blacklists, preventing unauthorized entry.

• Visitor badges with time-sensitive access can also be issued, ensuring visitors only have access to specific areas for a limited period. This enhances overall security and reduces the risk of unauthorized personnel wandering into restricted areas.

3. Lack of Visitor Tracking

• Not knowing who is in your office at any given time can lead to significant security and operational challenges. Without a system to track visitor movements, it becomes difficult to monitor their activities and ensure compliance with safety protocols.

• A visitor management system offers real-time tracking, allowing you to monitor visitor locations and ensure they follow designated paths. Digital logs provide a detailed record of visitor entry and exit times, as well as their movements within the building.

• This is particularly important during emergencies, as it enables quick identification of all visitors present in the facility, ensuring their safety and aiding in efficient evacuation procedures.

4. Inaccurate and Missing Visitor Data

• Reliance on manual sign-in sheets can result in incomplete, inaccurate, or missing visitor information. This not only hampers security but also makes it challenging to retrieve visitor data when needed.

• A digital visitor management system accurately records all visitor information, making it easy to store, access, and analyze data for security audits, compliance purposes, or visitor insights.

• The system can capture essential details such as visitor names, contact information, purpose of visit, and the host they are meeting. Automated data entry minimizes human errors, ensuring reliable records.

• Additionally, data can be easily searched and filtered, providing valuable insights into visitor patterns and helping to optimize office operations.

Where Can You Find The Best Visitor Management System?

• Vizitor stands out as the best visitor management system (VMS) due to its comprehensive features, user-friendly interface, and commitment to enhancing security and visitor experience. Vizitor simplifies the visitor check-in process, allowing for seamless and hassle-free entry.

• Visitors can pre-register online, saving time and reducing queues at the reception. The system also offers self-service kiosks with intuitive interfaces, enabling quick and efficient check-ins without staff intervention.

• Moreover, security is a top priority with Vizitor. The system employs advanced verification methods such as ID scans, QR codes, and facial recognition to ensure that only authorized individuals gain access to the premises. Real-time checks against pre-approved lists and blacklists further enhance security by preventing unauthorized entry.

• Vizitor stands out as the best visitor management system due to its robust security features, seamless check-in process, customizable access controls, real-time tracking capabilities, user-friendly interface, compliance adherence, and focus on enhancing the visitor experience. Implementing Vizitor ensures a safe, efficient, and professional environment for both visitors and employees, making it the ideal choice for modern workplaces.