Visitor management procedure has a profound impact on the success of any enterprise irrespective of the size. There is the pervasive misconception that small scale businesses and companies do not require visitor management procedure. Similarly, many people often trivialize the distinctive important and relevance of visitor management procedure to effective and efficient facility management and business administration and organizational success in large companies.
Undoubtedly, all of these popularized impressions on the importance of visitor management procedures are further form the truth. The topmost priority of any organization is to promote corporate image in ways that generates goodwill from its various publics.
Adopting and implementing a visitor management procedure can help an organization achieve this mandate while eliminating hiccups that interfere with effective administration and daily operations. Incorporating visitor management procedure has the unique benefit of making visits to the organization worthwhile and productive for both visitors and the company, hence it must be prioritized for enhanced business operations.
There are many difficulties associated with the failure to implement a good visitor management procedure in a company. Most of the difficulties could be disadvantageous to business objectives and must therefore be avoided. The scope of visitor management procedures is quite thorough with the goal of helping visitors have a pleasurable and fulfilling visit while propelling the organizations towards its goals. Visitor management is particularly relevant in creating a friendly corporate image for the company. More so, it creates a friendly work environment that expedites visiting periods while facilitating the accomplishment of various visit missions. A good visit management procedure also helps the organization gather relevant information about visitors anytime that would be useful for administrative purposes, and this can be achieved when you have good saas based visitor management software like TouchPoint
Here are some incredible benefits of implementing a visitor management procedure:
· Lowers the frequency of visitors getting lost: It is not uncommon to find cases of visitors and customers getting lost in a company’s building in an attempt to find a department or specific section of the company. While this might seem like a matter to trivialize, visitors getting lost in company building can be a time consuming and enervating experience in worst cases and this would inevitably affect the rate of visits to the company. Implementing a visitor management procedure in your organization would obviate this problem, making it relatively easier for visitors to identify sections of company they want to visit, thereby making visits more purposeful. A well-articulated visitor management procedure would cater to visitors parking needs while helping them communicate with the department they choose to visit. Additionally, effective visitor management would make provisions for visitors to relax in a lobby chamber in cases where desired persons are not available.
· Eliminates overcrowded work place: an effective visitor management procedure would certainly make adequate documentation and scheduling of visits and appointments. This is particularly relevant in helping the company avoid overcrowding of office place with visitors loitering about. When proper records are kept and scheduling is implemented visitors would know be notified on the ideal visiting time which would eliminate the challenge of having to wait for prolonged periods in office area to meet with desired personnel. This is very instrumental in eliminating stress, protecting work operations from unrestrained interruptions, and helping office personnel cope with rate of Influx.
· Helps maintain professionalism: An effective visitor management procedure helps ensure that professionalism is maintained by the company. Professionalism is an important aspect of business and should not be jeopardized for any reason. In light of this, it becomes imperative to implement an effective sign-in and sign-out records that captures the entry and exit time of various visits. While this may seem inconsequential, it is very relevant when maintaining a decorous workplace environment while reducing the likelihood of unwanted eventualities such as bumping into competitors at work place, inadvertent disclosure of office operations to a visitor that was presumed to have left office premises and many other uncomfortable situations. Visitors’ management procedure helps eradicate such unfavorable situations that could undermine company’s professionalism and outlook.
· Increases time efficiency: visitor management procedure is relevant in increasing the rate of time efficiency while increasing the rate at which visit objectives is achieved. One of the biggest challenges that is associated with total disregard for visiting management procedure is the fact the visitors would often come to company without achieving the purpose they set out for or would wind up wasting ridiculous amount of time before being attended to. Visitor management procedure through scheduling removes this challenge completely, making it easy for visitors to make trips to company at a designated date and time when they would be attended to.
Failure to implement this kind of arrangement would leave visitors loitering around in premises
unattended consequently leading to time wastage that causes frustration and reluctance to visit