Updated: Aug 17, 2021
Are you using visitor sign in log books to process visitors into your building? Why let managing visitors be your headaches? This traditional method is problematic in a modern workplace for many reasons and ultimately creates a negative impression and multiple risks in your building. In this blog, we'll show you how to move from visitor signing in books to digital visitor books.
What is a visitor signing in book?
A visitor signing in book is a method of manually collecting visitor data when people enter your building. Visitor signing in books ask for certain details such as name, date & time of visit, car registration number and name of the host.
Visitor logs are used to track the visitors to the building, ensuring the building's safety.
For many organisations, visitor log books are primarily used for visitor signing in before they digitalise visitor books. Academic researches pointed out that using a paper-based visitor sign in log book has the following drawbacks:
Visitor don't always remember to sign the book
Books and pens could be stolen or damaged
Entries could be falsified
Regular check to ensure visitor book's effective functionality is problematic
4 areas you are putting your organisation at risk with visitor signing in book
1. Visitor experience
Two out of every five people claim that their perceptions of a company are affected by their experience at the reception. A visitor signing in book is usually the first thing your visitor will see when they arrive at your building.
If your visitor has never met their host and there is not a reception available, they'll be left to figure out the process themselves. Should they fill in the book? What happens after, how do they let someone know that they have arrived?
Your visitors will be able to see who has recently visited in the book; did a competitor drop by the day before? Did you recently hold multiple job interviews and your visitor is the last to be seen?
The reception usually faces huge visitor traffic fluctuations, visitors waiting in the queues to sign in is putting your business' first impression at risk. A visitor signing in book combined with a busy or no receptionist creates a cold and unwelcome experience for visitors.
2. Efficient Processes
The main problem with visitor signing in books is that once data has been recorded on paper it is difficult to manage it efficiently. You know who is coming to the office, but how efficient is the process? How much extra work are you putting in to handle your visitor's data?
Consider a digitalised visitor book that creates digital visitor logs, enabling repeating visitors to avoid multiple sign-ins. It allows blacklisted individuals to be flagged if they attempt to enter the building, allows easy contact in the event of an emergency and ultimately provides visitors with a seamless check-in experience.
3. Workplace Safety
As Covid-19 can be transferred via surfaces and close contact, visitor signing in books are an inefficient way to process visitors. During a time when people are limiting their contact with people and surfaces, they don't want to risk touching communal pens and other stationery items.
In addition to surface contact, visitor signing in books cause queues during peak times. Crowds of people indoors is an unacceptable way to manage a workplace during the pandemic. The Health and Safety Executive are holding random Covid spot checks; as such, your business must be prepared at all times.
4. GDPR Compliance
Since the introduction of GDPR in 2018, paper-based visitor signing in books pose a huge risk for businesses. The strictest law of its kind in the world, GDPR dictates the way that all data is collected, processed and stored in the European Union.
Visitor signing in books pose problems for GDPR because of the way the data is collected: it is difficult for visitors to consent for their data to be stored with the business. In addition, visitor signing in books are usually left in reception areas; it is easy to steal this data should it be left unattended.
Organisations can be fined €20 million or 4% of a companies global revenue. Have you got the cash to waste?
Digital visitor book
When it comes to visitor management, we should consider the whole visitor journey before arriving at your office.
Digitalise your visitor log book, and start considering creating a "Connected workplace" that not only improves a great first experience but also improves your workplace productivity, safety, and efficiency.
Vgreet digital visitor sign-in system delivers more services beyond visitor signing in books, enhancing the visitor experience with features such as:
Send a branded meeting invite with google map, host details, and QR code for 3 second check in
And any pre-registration details or surveys are sent with the invite before their arrival
It communicates with your building's system - After scheduling meetings in Outlook, visitor sign in system, access control systems, and your front desk staff and facilities management are all aware of the visitor list and any meeting time updates.
Automatic host notification that saves time waiting at the reception.
Internal wayfinding so visitors are never lost.
Add digital receptionist service so the help is always one touch away,
Leave feedback while leaving the building
See live traffic information or book a cap
Visitor signing in books have four risks: visitor experience, efficiency, workplace safety, and GDPR compliance. The consequences of compromising these four elements are much more expensive than saving money on buying a paper visitor book.
The Ultimate Guide - What is visitor management system and how can it benefit my business first impression for your business, visitor signing in books or digital visitor book that only take care of the sign-in process won't meet your expectation.
The modern way to deliver impressive visitor management is using a digital visitor management system. By doing so Facilities Managers will see the following benefits:
Create a safer workplace
Enhance visitor experience