Updated: Jan 12
Wondering how you can keep your front of house set up safe and secure, while still providing a first-class experience? Read on to discover the 5 steps to digital reception.
What is digital reception?
As we introduced in our guidelines, digital reception is a solution which allows visitors to enter your building and arrive at their destination quickly and safely. This eliminates queuing, and if visitors have questions they can ask for help and are connected to a remote receptionist who is able to answer questions in real-time.
In a post-Covid world, digital receptions enhance safety and lessen the risk of contamination.
What are the 5 steps to a digital reception?
1. Start at the invite
Communicate with your visitors from the moment you invite them to your office, it will help them prepare for your visit. Things to include in your invitation include:
Directions to your office
Details of the meeting host, including a photo
Important documents to complete before they arrive, such as health and safety or self-certification
Have you thought about pre-registration? Before your visitors enter your building, have them complete all of the admin relating to their arrival, ensuring their smooth experience when they get to you.
2. Speedy check-in
Pre-registered your visitor? Now you can check them in quickly! Speedy check-in processes are particularly favourable right now, as you can keep traffic in your reception flowing nicely without the worry of queues or crowds building up. Perfect in a post-Covid world. With a speedy 3-second check-in process. with the digital reception kiosk, you should consider:
Security badge printing instantly
Informing the host of their visitor's arrival by SMS and Email
Signposting your visitor to their destination with interactive maps
Your visitors will thank you and be impressed by the ease of your office processes.
There is nothing worse than getting lost in an unfamiliar building. Make sure your visitors have the best experience by providing them with wayfinding details upon arrival. You should make visitors aware of the following:
Their meeting room located on a simple map
Which lift to take and what floor to get off
The nearest toilets
Where to get a coffee
The closest fire exits
Your visitors will thank you for it, trust me.
4. Relocate front of house staff
Safety is more important than ever and your front of house receptionists deserve the same care as other employees in the office. Relocate your staff to a safer area of the building where they can work without the risk of contamination.
Benefits of doing this include:
Staff retention for those previously in a “front of visitor” role
More reception cover for those with multiple buildings and reception areas
Receptionists can undertake new tasks
Much less risk of contamination
You can now use on-demand PA’s accessed from Digital visitor management kiosks
Whether you use the Digital receptionists as overflow for peak traffic
Or outsource your front of house team completely you pay for the PA minutes they are busy for not for those when the reception area is quiet.
Keeping your front of house setup free of workers means visitors and employees are less at risk of catching Covid-19, but you will need a way of ensuring they can get assistance if they need it.
5. Call answering
Have an option available for visitors and employees to contact a digital receptionist on demand. Provide a VIP service to visitors with remote receptionists that can safely tend to them. Call answering services have the following benefits:
Real-time, on-demand support from digital receptionist
Safe, contamination-free service
24/7 support regardless of time zones or building locations
Visitors will be in awe at the level of service that you provide, and you will be in awe of the ease of the process.
Why install a digital reception?
There are two reasons: experience and compliance.
Digital receptions are a safe way to ensure the safety of visitor's employees, the security of the building, while still providing an excellent service. People remember great experiences; from hotel stays and restaurant visits, why would visiting a building be any different?
If you want a compliant and safe building that meets the demands of the Health and Safety Executive, then a digital reception is a strong choice to adopt and enhance your touchless visitor management.
What Use Cases does a Digital Reception work in?
We all have different buildings however they typically fall into these types:
Large front of house teams where the building has one occupier.
A single person front of house where there are multiple building tenants
A single person front of house with a sole building occupier
A building that has no receptionist at all however they receive visitors
Digital Receptions now cater easily for all four types when you combine digital reception kiosks with Digital receptionists or PA’s. We have analysed the challenges of receptionist visitor management in these scenarios and how a digital reception service can enhance the visitor.
How to install a digital reception?
We can help. Did you know that our partnership with Moneypenny means that Vgreet provides an end-to-end visitor management solution in the UK, including front of house support?
Read more about visitor management
Read more about how Moneypenny's digital receptionist has upgraded our visitor management
Don’t believe me? Let us show you.
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