4 Steps to Improve Visitor Management's Digital Efficiency

Updated: Feb 18

Last week we announced a series of calculators to help you improve your visitor management solution. In today's blog, we'll break down the digital efficiency calculator and how to use it.

What is Digital Efficiency?

Digital efficiency does not only mean getting the latest technology but embrace a solution that can help organisation constantly adapt and evolve with an ever-changing marketplace (Source: Dexterous).

The concept of Digital Efficiency is based on removing manual processes and parts of workflows that require multiple touches. Digital efficiency can be improved by challenging every workflow step, every process and the data source. The data source we mean here is the manually process involved in managing visitor's detail.

We developed the digital efficiency tool to help you assess if you are running your visitor management efficiently. There are four simple steps to access.

1. Add Pre-registration in

Many organisations simply send a Google or Outlook invitation to a visitor; if you're looking to identify and improve on your digital efficiency, you must do more than add someone to a meeting booking and hit send.

The Real Estate and Facilities industries are leading the pack to make the workplace more productive, and send intuitive invites that include:

  • Google Map directions to help your visitor find the office

  • Address details so the taxi or Uber get your visitor to the correct location

  • A photograph of the host in case they have never met before

  • Contact details of the host in case the visitor is running late or early

As well as sending the invite, a QR Code allows the visitor to check in rapidly:

  • In under 3 seconds

  • Without touching or meeting anyone

In addition to this, Facilities Managers can use email addresses from Outlook, leading to a more cohesive user experience.

How does pre-registration improve digital efficiency?

100% visitor coverage without changing any processes

  • All the visitor details in Outlook populate room and desk booking systems like Condeco

  • Advanced digital visitor management systems like Vgreet pull the visitor data from Condeco

  • Enabling you to send the invite without rekeying into the visitor management system

100% visitor capture without re-keying

  • This removes manual tasks from Front of House/reception staff

  • Front of House staff can be repurposed to more efficient tasks

  • Upgrade your staff to concierge style meet and greet, offering true white glove service

Add self health checks and compliance videos to the invite

  • Your compliance is moved up a notch to truly digitally efficient

Check-in becomes a 3 second QR code scan

  • Now all visitors get VIP express check-in

  • Vgreet kiosks are now fitted with motion sensors and voice activation

  • The experience is touchless

2. Improve Check-In Process

Once a visitor has pre-registered for their visit, completed the necessary documentation and received a QR code for check-in, they're ready for their visit and the next stage of visitor management is presented: check-in.

The QR code that your visitor received during pre-registration enables a touchless 3 second arrival and check-in.

This swift check-in process reduces reception traffic and keeps staff and visitors safe from Covid-19 risks.

Express check-in allows visitors to be processed quickly and move through your reception and to their meeting.

And if visitors need any help?

Any queries can be handled by a digital executive PA with one simple voice command, "help".

If you have run into trouble at Vgreet, on demand executive PAs can access the Vgreet and check you in.

On arrival, other manual tasks are removed like host notification.

Instant Host notification occurs while visitor pass is printing.

No meetings are interrupted.

No pointless waits in reception killing time.

No lost productivity

Interactive maps provide your visitor with wayfinding information.

This means your visitor will find their destination easily.

In addition, reception staff can focus on other tasks.

A new feature of Vgreet is a Condeco integration that shows the way to your Office, Desk, Room or resource that you have booked.

Read more about Vgreet & Condeco software integration.

3. Customise Workflows for different visitor personas

Depending on the type of business you operate and how many people enter your building on any given day, you may find it useful to create visitor personas to be able to provide a tailored experience to different people. Does every visitor type need the same processes? Examples include:

  • A regular contractor

  • A first time visitor

  • A hybrid worker arriving in a new building

  • A VIP who's decision making generates £100,000s or £millions for the business

The key here is understanding who is in your building:

  • Having tracked 100% of visitors via Vgreet, track and trace digital records are robust

  • Understanding who sat where in your building and when allows for targeted sanitisation

  • Improved visitor experience, delivering customised digital workflows for each persona

  • Allowing regular visitors through access control as they carry the right persona QR code.

4. Simple Check-out

After a smooth and enjoyable meeting, it's time for your visitor to check out. After having a first-class experience, a Vgreet check out will be no different.

A visitor simply heads over to Vgreet as they leave and say "check out". Depending on organisational preferences, your visitor will be able to leave a rating on how they found their visit, which will contribute to an overall NPS rating.

If they need additional support on their way out, they can find out local news, weather and travel information to see if they need to change their travel route or be aware of any incidents on the way home. They can also book a taxi directly from Vgreet, taking the worry of finding a cab in an unfamiliar city or location.

Building access control exit checks your visitor out safely, registering that they have left.

Finding out your digital efficiency allows you to know how joined up your digital processes are, which makes a huge difference to:

  • Employee and visitor safety

  • To your visitor experience

  • To the efficiency of your building

  • To the compliance levels and risk removal

  • To your employee and visitor productivity

Use our FREE digital efficiency calculator here to check your organisation's digital efficiency.

Want to find out more about improving your visitor management's digital efficiency? Contact us!

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