Touchless Visitor Management System during COVID-19

Updated: May 31

Post-pandemic Facilities Managers face four main challenges when it comes to keeping both staff and visitors safe in the workplace. We introduce four phases React, Respond, Recover and Re-engineer to react to the pandemic. In today's blog, we will cover the topics:

What is a touchless visitor management system?

A Touchless Visitor Management System eliminates human contact at your reception by automating the visitor check in process, delivering a safe workplace, cost reductions and a workplace experience upgrade.

How to keep your visitors safe?

  1. Reduce the time at check in with visitor pre-registration. Visitors are pre-registered and they have signed self-certification for visitor track and trace before the arrival.

  2. Enable a touchless sign in. A touchless visitor management system with motion sensors, voice recognition, and temperature scan can simply sign visitors in with a scan of the QR code while checking in.

  3. Automate your visitor management process. A pass is printed by your visitor management system after visitor signing in, the host is notified by SMS and Email, and the visitor is told which room they are in and the meeting starts on time. No human contact is involved.

But how can these approaches benefit Facilities Management? With 35% of British and 40% of Americans viewing businesses that do not adopt touchless technology negatively, we see the need of touchless visitor management at your reception area not only for the office safety, but also a chance to a more intuitive workplace with FOUR PHASES - Let's explain how we can react to pandemic with four phases to implement a Touchless visitor management.

Touchless Visitor management challenges: Deliver a safe workplace
The four phases of pandemic response do not require four different solutions.

The Covid-19 impact - Facilities Managers “React Phase

The React phase is very much about dealing with the emergency; reacting to its threat and understanding the new challenges. The reaction to this phase is now clear and will have a long-lasting impact as businesses adapt to:

  • Homeworking

  • Video communication

  • Travelling to work

  • Lockdown and social isolation

  • Applying caution and checking the personal safety of every external contact have become the norm.

Facilities Managers have been included in Covid Committees to support the response during the react phase with most resisting the opportunity to erect screens, hazard signs and place safe distance footsteps around buildings.

How have they adapted in the react phase?

Meeting Rooms have been closed down in many offices, which can cause disruption for employees. Meeting rooms can be made safe with digital services from companies that specialise in enhancing Microsoft, to book and manage meeting rooms like Condeco Software who enable:

  • Safe distancing with instant room capacity management changes.

  • Vendor Management of Cleaners, sanitising rooms post use.

  • Touchless check-in to meeting rooms.

  • All in readiness for the return to the office.

Visitors have been advised to make “essential only” visits, creating a need for a safe visitor management system that creates a safe distance between visitors and staff, either in a back office or virtual reception team, supported by touchless visitor management systems and technology to manage visitors via a remote office.

This approach helps limit the risk of staff becoming infected with the virus, while still providing a great visitor experience to those attending the building.

Safety becomes paramount

How much safety can be introduced with digital visitor management system and Services rather than tape, screens and signs that will be in the basement in months?

Workplace safety measures is crucial to getting people back to the workplace.

Return to the Office “Respond Phase”

As many companies began a “return to the office” trial, many have now returned to a “pause phase” as per Government guidelines.

Whilst frustrating for some, it has bought companies valuable extra time to put in solutions that are not “react only” solutions, but allow them to seamlessly move from a React stage, through the Response, into the Recovery phase and deliver an answer for the Re-Engineering Phase in one move.

It is important for the Facilities Manager, IT team, HR, Corporate Real Estate and Covid Committee respond to this opportunity, but how? From a facilities viewpoint, there are many challenges that involve the other stakeholders at different stages. In many businesses, these stakeholders all contribute to the sign-off stage, making it crucial to ensure their viewpoints are satisfied.

Many challenges for facilities management teams are:

  • A safety-first solution that can be communicated to employees who have to sign off on their workplace being as a safe place to return to.

  • Challenges are multi-dimensional and start from the beginning of organising “the choice” of where to work from be it home, near home offices, satellite offices or the HQ.

  • The HR team are keen to Communicate a “safety first” message wherever employees work and in order to comply and adhere to government guidelines take a cautious, home will be the default whilst preparations take place.

  • The design of every existing workplace, home or HQ, will consist of a layout that complies with government guidelines; however, it has to also emphasise to every employee that the workplace is safe.

An easy visitor management tool that facilities managers dream of!

How do we adapt to the respond phase?

Once the immediate emergency is under control, crisis teams are able to respond to the situation at hand and come up with a plan to recover from the crisis. In the case of the pandemic, the response was guided by Governmental legislation and regional directives that were in force locally. Organisations will:

  • Introduce work from home policy

  • The development of new online communication tools

  • Workplace risk assessment and action plans

  • Amendments to commercial contracts; new deadlines or commitments

  • Rotas for management and maintenance of empty buildings

  • Review and changes to current budget spend

In the respond process, working together in a crisis team to respond to different aspects of the pandemic can hugely benefit each department and the business.

The help of technology: Vpod and Condeco

Touchless technology that reduce transmission risks will accelerate in the post pandemic world, visitor management systems can automate the visitor sign in process, integrating with desk and meeting room booking system.

A slick journey from an Outlook Meeting invites, populating host and guest details in your visitor management system!

An integrated digital solution,