Tue, Jan 3, 2023
Read in 8 minutes
Are you still relying on a traditional visitor sign-in sheet to track visitors at your facility? You might be missing out on the numerous advantages of a digital visitor management system. In the past, businesses depended on paper sign-in sheets and receptionists to manually capture visitor information.
Today, electronic sign-in systems offer a more streamlined and efficient solution. With just a few taps on a tablet, visitors can quickly check-in and be on their way. So, when it comes to visitor tracking, should you stick with the old-school approach or embrace the power of technology with a visitor management system?
Let’s compare the pros and cons of both options and explore the many visitor management system advantages.
. Introduction to digital visitor management systems and the benefits they offer.
. Comparison of digital and paper-based systems.
Digital visitor management systems are digital systems that allow businesses to track and manage visitor activity. And typically involves visitors checking in and out by entering their information into a digital form or using an electronic signature.
There are several benefits to using a Touchless visitor management system over a traditional paper-based system. These benefits include cost savings, improved security, increased efficiency and productivity, and the ability to easily track and utilize visitor data. Digital visitor management systems can also make a positive impression on customers and demonstrate a company’s innovation, potentially giving it an advantage over competitors and helping with employee recruitment. Overall, a digital visitor management system can be a more effective and efficient solution for businesses of all sizes.
A paper visitor logbook may seem inexpensive at first glance, but it can be a significant cost for a company. This is because someone must be present to oversee the sign-in process and ensure that it runs smoothly. This means that the company must pay a salary to a receptionist or other check-in personnel. However, there are times when the receptionist may be away or unavailable, such as before or after work hours or during lunch. In these cases, visitors may wander the building trying to find the person they are there to see, which can be disruptive and potentially compromise security.
Additionally, a Touchless visitor management system can provide added security and convenience for both the company and its visitors. With features like badge printing and automatic notifications, the system can help streamline the check-in process and keep track of who is in the building at all times. It can also allow for easy tracking and reporting of visitor activity. Overall, switching to a digital visitor management system can save time, money, and hassle for businesses of all sizes.
Paper sign-in sheets can be prone to several issues that can lead to problems for a company. For example:
Lost or stolen logs: This makes it difficult to track visitor history.
Illegible handwriting: Inaccurate recording of visitor information.
Privacy concerns: Anyone can view the sign-in sheet, potentially compromising visitor privacy.
Competitor intelligence: Competitors might use the sheet to gather information about who’s visiting your company.
An electronic visitor management system can help address these issues by providing a secure, digital method for visitors to check in and out. This can make it easier to track and report on visitor activity, and can also protect the privacy of visitors.
There are several benefits to using a digital visitor management system:
No handwriting to decipher
Visitors can type their names and other information directly into the system, which makes it easier to accurately record and track visitor activity.
Privacy:
Digital visitor management systems do not leave a paper trail that other visitors can see, which helps protect the privacy of those who sign in.
Security:
Because there is no physical logbook or paper sign-in sheet, there is no risk of these items being lost or stolen. This can help improve the overall security of the company.
Here is a comparison of the productivity of a paper visitor sign-in sheet and a digital visitor management system:
. Can be time-consuming for visitors to fill out by hand.
. The receptionist or other check-in personnel must be present to oversee the sign-in process
. Handwriting can be difficult to decipher, leading to potential errors in recording visitor information
. Risk of lost or stolen logbooks.
. Quick and easy for visitors to check in and out digitally
. No need for a receptionist or other check-in personnel to be present at all times
. Accurate and legible record-keeping
. Improved security and tracking of visitor activity
Overall, a digital visitor management system can be more productive and efficient than a paper visitor sign-in sheet. It allows for quick and easy check-ins, eliminates the need for a receptionist to be present at all times, and provides accurate and secure tracking of visitor activity.
Here is a comparison of how a paper visitor sign-in sheet and a digital visitor management system might work for different sizes of companies:
. Salary and benefits: A receptionist or administrative staff member will require a salary and benefits, which can be a significant ongoing cost for a business.
. Hidden costs: In addition to salary and benefits, there are also hidden costs associated with a receptionist or administrative staff member, such as office space, a computer, and other equipment.
. Efficient and cost-effective: An electronic visitor management system can be a more efficient and cost-effective way to track and manage visitor activity, without the need for a dedicated receptionist or administrative staff member.
. No need for a dedicated staff member: With a digital visitor management system, there is no need for a receptionist or administrative staff member to be present at all times, which can save on labor costs.
Businesses of any size can use a highly affordable digital check-in system, and not require a space dedicated solely to your business. If you share space with other businesses or use a popular coworking setup, a system like Vizior is a great option.
. Affordable: Digital visitor management systems can be highly affordable for businesses of any size, and often come with various pricing options .
. No dedicated space required: With a digital visitor management system, there is no need for a dedicated reception area or space for a receptionist. This can be especially useful for businesses that share space with other companies or utilize a coworking setup.
. Convenient: Digital visitor management systems can be accessed from any device with an internet connection, making it easy for businesses to track and manage visitor activity from anywhere.
. Secure: Digital visitor management systems provide a secure way to track and manage visitor activity, with features like badge printing and automatic notifications.
. Customizable: Many digital visitor management systems offer a range of customization options, allowing businesses to tailor the system to their specific needs and preferences.
Here are some key points to consider when using a paper visitor sign-in sheet for post-visit follow-up:
. Illegible handwriting: It can be difficult to accurately record visitor information when it is written by hand, which can make follow-up difficult.
. Missed or incomplete information: Visitors may forget to sign in or leave off important contact information, which can make it difficult to accurately track and follow up with them.
. Manual data entry: Someone will need to manually enter the information from the sign-in sheet into a separate CRM system, which can be time-consuming and prone to errors.
. Hit-or-miss process: Overall, the process of following up with visitors using a paper sign-in sheet can be hit-or-miss, due to the challenges of accurately recording and tracking visitor information.
Here are some key points to consider when using a digital visitor management system for post-visit follow-up:
. Clear and accurate information: Digital visitor management systems do not suffer from the issues of illegible handwriting or incomplete information, as visitors type their information directly into the system.
. Electronic signature feature: Some digital visitor management systems, such as Vizitor, offer a robust electronic signature feature that associates signatures with a visitor’s personal information.
. Cloud-based storage: The visitor log and associated documents are stored in the cloud, making it easy to access and track visitor activity.
. Integration with CRM: Many digital visitor management systems offer integration with CRM systems, allowing for easy transfer of visitor data and automation of the follow-up process.
. Efficient follow-up: Overall, a digital visitor management system can make the process of following up with visitors more efficient and accurate.
In summary, it is clear that a digital visitor management system such as Vizitor offers several benefits over a traditional paper visitor sign-in sheet. These benefits include cost savings, improved security, increased efficiency and productivity, and the ability to easily track and utilize visitor data. Digital visitor management systems can also make a positive impression on customers and demonstrate a company’s innovation, potentially giving it an advantage over competitors and helping with employee recruitment. Overall, a digital visitor management system can be a more effective and efficient solution for businesses of all sizes.