6 Key Visitor Management Techniques: Facilities Management Insights

Updated: Jun 15

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 the visitor experience and workplace efficiency. We will cover the key visitor management techniques from meeting booking, finishing the meeting, to writing a visitor policy, with everything in between. Lastly, we will also cover:


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1. Efficient Background Operation


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


Host meeting booking

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Imagine you are setting up your next meetings for your visitors in Microsoft Outlook, you can make this process more efficient with the help of a meeting room booking system.


Before the meetings start, employees can 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.


Taking your guest details

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Saving your time on collecting visitor details is a crucial technique in visitor management. Re-consider the efficiency if you are using visitor sign in books to collect visitor details on their arrival.


The simple technique here is, implement a visitor management solution that automatically collects visitor details when you set up a meeting in Outlook.


After the meeting details have been inputted to Outlook, guest details are taken, and the reception staff is fully aware of who is coming to the building.


However, make sure your visitor management is GDPR compliant while taking guest details. Implementing a visitor management system can make sure your visitor data is stored, handled and anonymised in accordance with GDPR.

Saving visitor's data: Visitor log creation

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


Visitor logs can be saved in the cloud-based visitor management systems, meaning that when a visitor returns to your building, their previous registration will be remembered and is always up to date. Saving time for your visitor ensures a great experience for them.


Read more about Microsoft visitor management

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 arrive 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 visitors are greeted professionally, you can:


Use dedicated receptionists - It could be people-intensive if you have a large number of visitors. If your receptionists need to handle administrative tasks as well, delivering 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 visitor management system is capable of upgrading your reception to an elastic reception service that combines people and technology to deliver the best visitor experience. Adding visitor management software that can assist your front desk and reception staff are fully aware of who is coming to the office, handling 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 visitor management system upgrades your visitor management techniques with branding invites that represent your company.

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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 want 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

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A simple technique here to streamline your visitor check-in is pre-registering your guests. 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 can stay behind the scenes or be relocated to other tasks.

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Covid-19 has brought upon many an anxiety of sharing germs or touching surfaces that others may have touched. Apart from planning social distancing, visitor management systems use facial recognition sensors, QR code check in, temperature screening technology, voice recognition to streamline the check-in process and reduce the contamination risk.

Pass printing & security access

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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 the building's security. It helps you identify different types of visitors including unauthorised visitors.


Vgreet visitor management system’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 cases, the 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 Guest notification

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Use a visitor management system that notifies hosts by email, Slack or text, reducing visitor's waiting time at the reception.


Meanwhile, the reception staff is able to focus on other tasks. If your guest 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 an indoor wayfinding solution.

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Meeting room wayfinding


After a 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.




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. How to write a visitor management policy? 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 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 every day. Different types of visitors entering your building can be:

  • Employee

  • VIP

  • Contractor

  • Supplier

  • Deliveries

Identify different types of visitors with a visitor pass and give a clear visitor management policy that 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.


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:

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  • 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.