Powerful First Impression: To Make Office Visitors Remember You

Powerful First Impression: To Make Office Visitors Remember You

By R Saini

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Powerful First Impression: To Make Office Visitors Remember You

Fri, Aug 2, 2019

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When it comes to making a lasting impression on office visitors, the first few moments are crucial. Within seconds, people form opinions about you that can be hard to change. So, how can you make sure that your visitors remember you in a positive light? Making your guests more comfortable is always your priority. So making someone feel unwelcome can easily happen with one bad gesture . ‌‌

You’ve probably experienced this feeling yourself when you’ve walked into your co-worker’s cubicle to greet and he reluctantly looks up from a task at hand and tiredly replies, “Yeah, what’s up?”‌‌

That make you response, “Uh, nothing, I’ll come back later.”‌‌

What makes you feel that way? The lack of enthusiasm, cold response from the other end that you don’t intend to come in this way. Similarly, visitors can make their perceptions of you and your company based on your actions, words and work space. Just like guests in your home, office guests should be treated cordially and with respect.‌‌

As soon as office visitors walk in, you can set your organization apart from others. Making office visitors comfortable sends a clear message that your organization values empathy and knows how to treat people well. When you meet someone for the first time, the impression they form often sets the tone for your relationship with them, making first impressions highly significant.

That’s why many companies are making efforts to improve customer satisfaction by making their office spaces more flexible. By getting smart about planning and infrastructure, companies can significantly boost the value of their space and make it a more pleasant place to work.‌‌

So, it’s essential that you know how to create a great and powerful first impression.

In this blog post, we’ll outline some ways to impart a lasting impression on your visitors so that they will remember you always.

The Reception area is the foremost thing the visitors personally experience in connection to your company. If visitor gate passes get a bad impression when they walk through the door, they’ll probably expect and look for incompetence in other areas, too. ‌‌

Here are some easy ways to make your office visitors more comfortable–

Personal branding

‌‌Today, great marketing is all about the customer experience. Sensory marketing is the techniques that are used to reach your customer’s senses. Displaying ads, logos, and websites all rely on the eyes of the visitors. ‌‌

From your office signage to the Visitor Management System check-in process, ensure that your branding elements, such as your company logo, colors, and fonts, are consistently used throughout. This reinforces your brand identity and leaves a memorable impression on visitors.

Signature Fragrance

Pleasant scents can have a positive impact on how others perceive you.‌‌The sense of smell is effective when it comes to connecting an experience to our memory and emotions.

Some companies are taking advantage of the power of scent in marketing. Creating a signature fragrance for your office can be a unique and memorable way to leave a lasting impression on visitors.

A well-chosen fragrance can become a part of your brand identity and evoke positive associations whenever visitors encounter it.

You can use a diffuser, scented candles, or fragrance mist to infuse your office space with your signature scent and create a memorable olfactory experience for visitors.

Office aesthetics

The visual appeal of your office space plays a significant role in creating a lasting impression. The aesthetics of your office or workspace can also make an impression on visitors.

Consider the arrangement of furniture, the colors of the walls, and the overall ambiance. A well-designed and organized office can create a positive impression and convey professionalism.

Flexible Furniture

The furniture in your office reception area can also contribute to the impression you create on visitors.Furniture that was not always designed for comfort but a sense of comfort might be particularly important if you want to establish a sense of luxury or put visitors at ease.

Flexible office furniture is often equipped with wheels so that it can be moved to new spaces easily.

There should be movable walls, partitions, large whiteboards, and even meeting pods are now available with wheels so that employees can reconfigure rooms easily to meet their needs.‌‌‌‌‌‌

Also consider incorporating flexible and comfortable seating options, such as modular sofas, bean bags, or ergonomic chairs, that allow visitors to relax and feel at ease while they wait.

Comfortable and flexible furniture shows that you value their comfort and experience, leaving a positive impression.


Music is the best therapy to heal stress!

Even if the music isn’t appropriate for your office, you can still pay attention to the acoustics in the reception area. You may be able to minimize echoes by adding furniture, window dressings or floor coverings. A soundproof lobby can also have privacy benefits.

Utilize Minimal Space

If your office still relies heavily on manual process, consider digitizing paper-reliant processes to clutter free office space that will save money and boost efficiency in the process.‌‌

It’s important to keep your space minimal, as too much clutter can negatively impact your brand. Remember, less is more. Keep it simple yet significant, creating a sense of calm and welcome for your guests.

Avoid overcomplicating with an abundance of plants or an excessive amount of books. Just a few well-chosen plants and three or four quality books on the coffee table will be enough.

Use appropriate lighting

Lighting plays a significant role in setting the mood and ambiance of a space, directly impacting how visitors feel when they enter.

Using appropriate lighting, such as warm and soft lighting, natural light, and task lighting, can make a big difference. Warm and soft lighting creates a cozy and inviting atmosphere, while natural light brings in warmth and brightness from outside.

It sets the tone for a positive experience, making your visitors feel at ease and enhancing their overall satisfaction with your space.

Avoid unnecessary paperwork

Imagine arriving at reception and being greeted by piles of paper mounds on the front desk. That’s not the kind of first impression you want to create!

So, avoid unnecessary and lengthy registration paperwork that can significantly reduce your efforts to improve their future visits.Instead of asking visitors to fill out lengthy forms, try to keep the registration process simple and concise.

Offer online pre-registration for visitors, where they can input their information and complete necessary paperwork in advance.

Utilize QR codes or signs that visitors can scan with their smartphones to access information or complete forms online.

Offer refreshments

Guests appreciate being offered refreshments while they wait, whether it’s a cold drink or a hot cup of coffee. Providing a selection of beverages and snacks can help to quench thirst and hunger.

Offering refreshments shows hospitality and care for visitors’ well-being during their wait, and it can make their experience more comfortable and enjoyable.

Provide entertainment options

Do visitors often wait for extended periods? Provide a variety of entertainment options to keep visitors engaged and entertained during their wait including a selection of books, magazines, newspapers, board games, or even digital entertainment like tablets or gaming consoles.

You can also offer access to streaming services or provide a designated TV area with comfortable seating for visitors to relax and watch shows or movies. Offering entertainment options can help pass the time and make the wait more enjoyable for visitors.

Offer convenient amenities

Providing convenient amenities can help to make the guest experience more comfortable and hassle-free. This can include free Wi-Fi, charging stations, or even on-site printing services. The goal is to make guests feel like they have everything they need at their fingertips, and to make the waiting experience more productive and efficient.

Better Connectivity‌‌

Electrical supply is an essential component in modern offices. If there’s no easy way for employees to power their devices in a certain space, they won’t be able to work there for any extended period of time.‌‌

You can also consider extending access to WiFi connectivity all the time . The right connections and equipment could transform common areas into great options for accommodating larger groups.‌‌

Connect visitors to their hosts more quickly withVizitor‌‌‌!

Vizitor is Visitor Management software that allows easy and secure check-ins at your workplace. For example, when visitors log in with this visitor management software, hosts are notified automatically through SMS or email. It allows hosts to approve/disapprove the request with a custom message to the visitor.

Vizitor allows visitors to check in quickly and easily using a self-service kiosk and complete health declarations, reducing the need for physical paperwork and minimizing contact. This can help visitors feel safer and more comfortable during their visit, especially in the current era of heightened health concerns.

Bottom Line …

The way a location is and the attitude of the people in it greatly impact a visitor’s first impression. Creating a professional and engaging environment ensures that visitors have an interesting and positive experience right from the moment they arrive.

If you want to improve your visitor management process, consider using Visitor Management software The best programs go beyond just digitizing the visitor log, and automate the entire check-in process, even allowing visitors to communicate with their hosts through a check-in tablet. You can see the features in action with a free, personalized demo by clicking here.