6 Key Visitor Management Techniques: Facilities Management Insights

Updated: Feb 5

What are the top 6 visitor management techniques?

  1. Efficient background operation

  2. A warm welcome

  3. Check your visitors in fast, easy, and safely

  4. Contact the host

  5. Find the meeting room

  6. A clear visitor management policy

In today's blog, we want to focus on facilities managers insights and how to improve visitor's journey and workplace efficiency. We will cover the key visitor management techniques for end to end visitor management journey, from meeting booking to finishing the meeting, with everything in between. Lastly, we will also cover:


1. Efficient Background Operation


To implement the best visitor management, ensuring an efficient background operation is a crucial technique to start with. With a help of a simple visitor management system, automated visitor flows can let your front desk focus more on other complicated manual tasks.


Host meeting booking

Imagine you are booking a meeting room for your next meeting, you need a visitor management software that re-engineers visitor management without changing a thing. Taking your existing meeting booking methods in Outlook, Vgreet’s integration with Condeco means there is no change of setting up your meetings.


Employees simply access Outlook in the usual way and send a meeting invitation. Add a room and video conferencing to suit your meeting needs, all expertly managed by Condeco. It's a simple visitor management technique without too much learning.


The Facilities Manager can decide how to offer meeting rooms. Self-serve allows employees to choose their own room. Facilities Managers have full administration over this process and can implement a method to suit their department and organisation.


During this process, vendors can be added to the booking. Front of house staff can manage any additional needs, such as hot drinks, parking spaces or catering.


Take Guest details

After the meeting details have been inputted to Outlook, guest details are taken. Collect the visitor details so Front of House is fully aware who is coming to the building.


Standard guest details taken are usually name and email address. With Vgreet digital visitor management system you can choose which details to take, such as telephone numbers, company name and dietary requirements.


However, make sure your visitor management is GDPR compliance while taking guest details. Vgreet's integration with Proxyclick makes sure your visitor data is stored, handled and anonymised in accordance with GDPR.

Saving visitor's data: Visitor log creation

Saving your visitor's data is a technique to save returned visitor's time and manual processes.


Visitor log creation means that when a visitor returns to your building, their previous registration will be remembered. Saving time for your visitor ensures a great experience for them.


Once your guest details have been submitted, Condeco saves these details as a visitor log. Changes made to the meeting are automatically reflected in your visitors booking and they’ll be updated should any changes occur. Condeco sync keeps track of changes and updates Condeco calendars and Outlook, so you’ll always be in the know.


Read how Condeco and Outlook register your visitors

2. A Warm Welcome


The second important visitor management technique you need is to make your visitors feel welcome, and are being greeted professionally. An unprofessional front desk service will leave a negative impact on your business.


Recognise your guests


Once your visitors arrives at your building, how do you know who they are and what are their reasons for visiting? Recognising your visitors is an important technique here for a great visitor experience and ensuring your building's safety.


Does your reception team recognise your guests right away? To ensure your visitor is greeted professionally, you can:


Use dedicated receptionists - It could be people intensive if you have a large amount of visitors. If your receptionists need to handle administrative tasks as well, delivering a first class customer service might not be easy at busy times. Any single point of failure is putting your business reputation at risk.


Combine people and technology - However, using people is expensive. Vgreet Elastic reception service stands for combining people and technlogy's support to deliver the best visitor experience. With Vgreet visitor management system, your front desk staff are fully aware who is coming to the office. Vgreet quick pass visitor management handles up to 20,000 visitors a month capacity. Your visitors will always be recognised and greeted professionally.


Impress them with a slick meeting invite


Impress your visitors by sending them a branded invitation that enables a touchless check-in. An invite with details of your meeting plus directions to your office.


Vgreet’s integration with Proxyclick upgrade your visitor management techniques with branding invites which represent your company.

Over 30 languages can be chosen for your invites, making your visitors feel comfortable and welcomed in your building.


Documents can be shared prior to arrival, including health and safety information, wi-fi passwords, contact details and on-location codes of conduct. Leaving your visitor completely comfortable with their upcoming meeting, knowing exactly what is expected of them before they arrive.


3. Check your visitors in fast, easy, and safely


Now, visitors wants to check in fast and easy through a simple process without waiting in a long queue, or waiting for your reception to check their identity. But what are the techniques you can use to do that?

Pre-registration

A simple technique here is pre-registering your guests using integration with Proxyclick. Any extra information you need from the visitors can be gathered before they arrive at your office, saving time and manual processes for checking in.


Planning your visitor management strategies with pre-registration to:

  • Ask your visitors how they intend to travel to your building, offer car parking spaces

  • Review and sign documents before they enter your lobby.

  • self-certification details, leaving your business in confidence that Covid-19 rules and regulations are being followed.


The touchless check-in


It has become crucial that staff and visitor safety needs to be taken into consideration. With appropriate steps you take to keep the football minimal, your reception staff/front of house can stay behind the scenes or be relocated to other tasks.


Covid-19 has brought upon many an anxiety of sharing germs or touching surfaces that others may have touched. Help your visitors feel at ease when they enter your building with Vgreet Touchless kiosk.

This is how you can check your visitors in safely:

Front of house staff can stay behind the scenes to focus on other tasks, while still providing personalised service to your visitors.

Read Vgreet's touchless visitor management

QR code quick pass signing in


QR code isn't a new technology, we can see them in magazines, on business cards, product labelling and displays. However, adopting a quick pass visitor management system with QR code, be it app/ipad/kiosk, can make visitor's sign in steps fast and simple.


Electronic devices usually includes a QR code to sign visitors in, such as mobile app, iPad, or kiosk. Although we think not all of the electronic visitor sign in systems are efficient, using QR code is a crucial technique to keep your receptions decongested and free of queues.


With Vgreet's quick pass visitor management system, because important information are collected in pre-registration prior to arrival, leaving only a temperature check, a photograph and badge printing to be processed when they arrive.


Once your visitor arrives, they’ll scan the code which they received in their email at a Vgreet kiosk and be checked into your building quickly.


Your visitor will appreciate the swift check-in. Meeting hosts will start their meetings on time, employees will be safe. Implement a touchless check in technique to ensure your reception areas stay free of people during social distancing regulations.


Read more about visitor management QR code with Vgreet

Pass printing & security access

We have different types of visitors coming to your building, being able to identify the visitors can prevent unexpected visitors putting your staff and guests' safety at risk.


Pass printing is an additional visitor management technique to ensure building's security. It helps you identify different types of visitors including unauthorised visitors. Take your visitors' photo using Vgreet, with built-in thermal imaging and photography capability.


Vgreet’s access control integration with market-leading access control Proxyclick can also let you monitor real time visitor numbers on your site. Control which areas of the building your visitors have access to, including restricted level access and door entry.


Where or which room your visitors can access needs to be clearly written on your visitor management policy. Integrate your chosen security barriers with Vgreet, streamlining processes even further.


4. Contact The Host


So now your visitor has checked in, let your host be notified in time is a simple technique but being forgotten commonly. In most of the cases, reception team will ring the host, then will tell your guest which room they are going to, or the host will come to collect the visitors.


Does it sound familiar to you? Once the visitors have checked-in, hosts need to be notified instantly. Hosts have the responsibility to be prepared for their arrival, greeting the visitors in the meeting room on time.


An important technique to make your visitor's experience even better is when the host is automatically notified. No manual processes and extra waiting time involved.


Automated Host notification

Vgreet notifies hosts by email, slack or text. A simple visitor management system ensures visitors experience a smooth journey from check-in to the meeting.


Meanwhile, front of house staff are able to focus on other tasks. If your visitor is running late, the host should be notified right away.


Facilities Managers are notified of no-shows, further enhancing security in your building.


5. Find the Meeting Room


Lastly, as part of your visitor management strategies, don't forget to make sure your visitors won't be wandering around your building, looking for their meeting room. Either you choose to put very clear signs in your buildings, or use a visiter management tool for way finding.

Meeting room wayfinding


After visitor has checked in, Vgreet's kiosk shows an interactive map with the direction to their meeting room. Visitors know which floor to choose in the elevator and which direction to turn once they arrive at the correct level without asking your reception team.


Meetings start on time


Vgreet provides maximum customer service with maximum autonomy. Automate your processes, keeping them efficient and on time. Meetings start on time and visitors will have a fantastic first impression of your company.



6. Write a clear visitor management policy


Last but not least, writing a clear visitor policy is a vital visitor management technique for you to secure your visitors, staff, workplace, and confidential information. Any company-specific visitor management policy needs to be accessible with regards to visitor management GDPR compliance. A great visitor management policy is usually for the following purposes:


Visitor access restrictions


Common areas can be open to visitors, but we need a clear visitor management policy to state your visitors' access to certain areas of your building. In this case, you need to make sure your visitors won't distract your employers or enter any restricted area. Vgreet visitor management system is fully integrated with Proxyclick's access control system, so only certain levels or rooms can be accessed. You can read more about Vgreet's visitor access control systems here.


Visitor record


Vgreet visitor management system keeps a digital visitor log to help track of visitors. Facilities managers should be aware of where and when the visitors are in your building in case of an emergency.


Visitor Identification


According to workplace's visitor management policy template, we have many different types of visitors coming to the office everyday. Different types of visitor entering your building can be:

  • Employee

  • VIP

  • Contractor

  • Supplier

  • Deliveries

Identify different types of visitors with visitor pass and give a clear visitor management policy which states different permission to different levels of visitor entry:

  • Employees you might enable their QR code to work with the Access Barriers

  • Contractors you might restrict to certain floors

  • Suppliers access to floors like Catering to one floor

  • Cleaners to all floors but only out of hours


Visitor management policies for wi-fi, non-disclosure, or any other information


Visitor management policy template includes visitor use of wi-fi, restriction on photography/recording, or anything you need them to know. Before arriving at your building, your visitors have pre-registered themselves and signed your visitor management policy. Saving a lot of time at the reception.




With the Next Level Visitor Management Techniques, your workplace will be...

  • Productivity improved

  • Safety prioritised

  • Cost lowered

  • Exceptional experience


How can Facilities Management add value with these visitor management techniques?


Facilities Managers can add immense value to their businesses by rethinking and re-engineering their workplaces. Now more than ever, Facilities Managers need to be innovative in their visitor management techniques to ensure employees and visitors can access buildings safely. Cost and productivity are major factors when adding value to the FM department.


It’s important to note that there are many stakeholders that should be considered in workplace strategy. Covid-19 has given each department a vested interest in workplace strategy, click to read how Vgreet can help:

· Facilities Management

· Human Resources

· Legal

· IT

· Corporate Real Estate


Each stakeholder has to play its own part in the Covid-19 crisis in order to keep a business running effectively. Never before have mass businesses seen this type of pressure upon them. As such, it is integral that teamwork is incorporated into the Facilities Manager’s workplace strategy.



Facility management with the 4 R’s


2020 has brought upon the world the biggest crisis management challenge to date. Departments are working together to tackle ongoing legislative changes and health and safety rules. At the same time, they are working flat out to keep businesses afloat amidst economic uncertainty.


The 4 R's are workplace strategies and techniques that enable Facilities Managers to take control of ongoing uncertainty, keep budget spend down, and add value as a department.

REACT


The first R, React, involves Facilities Managers working with other key departments to deal with the immediate emergency. React to threats to business operations and begin to understand the situation.


Many FMs experienced the React stage in March 2020, when the UK went into lockdown for the first time. Examples of how FMs and key departments may have reacted to this crisis include:

  • Instructing employees to work from home, and supporting them to do this

  • Implementing a safety plan for employees who needed to stay at work (keyworkers)

  • Responding to changes in employment law (furlough, holidays, self-certification)

  • Ensuring business-critical operations still go-ahead

  • Responding to IT support requests

  • Ensuring data security is upheld while devices are offsite

  • Keeping empty buildings secure and safe

  • Deal with disrupted commercial contractual obligations

  • Introduce new communication methods for employees, including video

It’s integral for Facilities managers to be a part of a wider team, working together with other departments during crises. All departments specialise in particular areas, so working together decreases the time to respond, recover and re-engineer the crisis.


In the event of an unexpected crisis, it is normal for response teams to begin the situation in react mode. During this time, teams will work in a tense environment as they react to the ever-changing situation. As teams become more confident with the immediate emergency, they begin to move into the second R: Respond.



RESPOND


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.


Examples of how crisis teams may respond to the pandemic are:

  • The introduction of working 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. Each response involves a mixture of skills and knowledge, for example:


Workplace risk assessment and action plans


This challenge has been allocated mainly to HR departments. Acas, the employee and employer rights professional body, details safe working to be a responsibility of HR departments. This is largely due to the fact that employee safety is the responsibility of HR teams.


However, workplace health and safety are not usually at the forefront of a HR strategy. As such, it has led to Facilities and HR departments working closely together to achieve shared goals - keeping employees safe and an organisation afloat.



RECOVER


The recovery stage of crisis management is what businesses must implement advance visitor managemen techniques to recover from the pandemic, in a way which benefits the business but also employees. The phrase “new normal” is the term used by many; what is the new normal for businesses?


At this stage, crisis teams have had many months of adapting business methods to accommodate legislative and local Covid-19 rules. During the recovery, stage businesses should implement methods to help the business to recover and survive the new normal.

Examples of how a crisis team may look to recover from the pandemic are:

  • Updated and new HR policy

  • Update visitor management policy

  • Introduction of workforce bubbles

  • Workplace safety methods

  • Introduce cloud-based storage

  • Updated security policies

  • Safe workplaces

  • Updated sanitisation and cleaning methods

Many businesses may choose to stop after the third R. Throughout the pandemic, they may move between three Rs as the situation changes and develops. However, you need to evaluate your visitor management techniques, measure if an easy visitor management system can help you easily adapt to future changes.


The fourth R, Re-engineer, is an opportunity for change, innovation, and value add. Re-engineering workplace strategy will add value to Facilities Management as a department, and engage key stakeholders to develop the future workplace.


RE-ENGINEER


Re-engineering the workplace is an opportunity for innovation and change in workplace strategy. Having worked closely with multiple departments in 2020 has brought a great opportunity for Facilities Managers to engage these stakeholders. Create a workplace strategy that meets the needs of each, enables easy processes and, most importantly, keeps building occupants safe.


The future of the workplace must address multiple challenges from many stakeholders, including:

  • Combine working from home with safe office working

  • Be security friendly, keeping company assets safe from theft or misuse

  • Provide a safe experience in commercial properties

  • Be a solution that can be applied to multiple properties

  • Must adhere to Governmental health and safety rules

  • Incorporate a contactless digital offering

  • Provide psychological safety to building occupants

  • Make the best of space restrictions

  • Be cost-effective

  • Be efficient

  • Be Covid-secure

Thinking ahead


Businesses are under pressure to deliver workplace solutions that are efficient, cost-effective and safe. Re-engineering your workplace strategy with visitor management techniques in mind will ensure each of these goals are achieved.


Whilst a daunting task, Facilities Managers have a unique opportunity to adopt new visitor management techniques for workplaces! The digital offering of a simple visitor management system meets the needs of multiple stakeholders, departments and employees.


There is also an opportunity to implement a solution that Facilities Manager’s don’t have to consider four R’s or react to changes in the future. They can simply use the current strategy to adapt.


Summary


Applying visitor management techniques are significant for facilities managers, an easy visitor management system solves complicated problems at uncertain times.


Keep these 6 visitor management techniques in mind to deliver the best visitor experience:

  1. Efficient background operation

  2. A warm welcome

  3. Touchless check-in

  4. Contact the host

  5. Find the meeting room

  6. A great visitor management policy

Facilities Managers must work with stakeholders closely to ensure an effective workplace strategy that adds value to the business.


Teamwork is integral to effective visitor management strategies. Working together with other departments and sharing skills and knowledge will ensure that businesses implement a visitor management solution that meets the needs of stakeholders, the organisation, and employees.


Facilities Managers should take note of the 4 R’s in crisis management in the workplace:

1. React

2. Respond

3. Recover

4. Re-engineer


A simple visitor management solution


Re-engineering the workplace gives an opportunity for innovation and change. With the help of an easy visitor management system, you do not need advanced techniques to deliver the best visitor experience. Automated process makes your visitor management simple and fast.


Vgreet is a simple visitor management solution that provides a fantastic end to end experience for your visitors. In addition, Vgreet provides autonomy to your workplace, keeping your business running smoothly and safely. Read more information about Vodafone's visitor management techniques.


For Facilities Managers here is what you get as a result of integrating Microsoft Outlook to Condeco and adding Vgreet:

  • Saving money on deep cleaning desks, only cleaning the ones that have been inhabited by a different person. Pricing starts at £1 a desk a week and includes cleaning vendor management and a host of visible workplace upgrades.

  • Remove all the manual keying of visitor information and the communication burden.

  • Remove the risk of front of house staff not fulfilling the task, replacing it with a digital process.

  • Instant upgrade to your visitor management process with wayfinding in the building.

  • Your front of house team can be repurposed away from a high visitor contact situation with the consequent contamination risk.

  • Your visitors have not touched any surfaces to check-in, with Vgreet motion sensors and voice activation.

  • Self-certification, pre-registration check-in has discharged all your duty of care obligations. Visitor management policies are all signed, ensuring Legal and HR are happy.

  • The workplace experience upgrade is transformational with every visitor feeling like a VIP

  • The efficiency economies are usually 30-40% reduction in manual processes and associated costs. This pays for your Vgreet. See Vodafone’s savings.

  • The cost reduction of occupancy-based cleaning, and digital processes has paid for the seamless visitor management system.

  • And the cost of change? Well, you’ll buy fewer screens, tape and signs, have zero retraining at the front of the process. The adoption is instant, in effect releasing the data you already have to flow out to your visitors, and de-risk their experience whilst saving money.


Our lead times


For Vgreet, Vpod have an 8-week order timeline and Condeco 6 weeks. For those looking at the news this week, hopefully vaccines arriving after Christmas. You need to order, book installations by:


Nov 15th for January return to the office

Dec 15th for February return to the office

January 15th for March return to the office


Access our complete guide of visitor management

Read more about the benefits of visitor management

Read more about the best practices of visitor management



Interested in learning more visitor management techniques?

Wonder how an easy visitor management system work?


Book a Vgreet “Connected Workplace” discovery call with us today.



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