35% of all harvested trees become paper. The pulp and paper industry is the third-largest contributor to air pollution and is wreaking havoc on our environment. As a result, companies have been embracing a shift to paperless over the last few years. Anything that can be digitalized, should be digitalized as we attempt to safeguard our ecosystems and environment.
Yet the visitor sign-in sheet or guestbook is still a fixture at many firm’s front desks. This archaic visitor management system is inefficient, requiring manual data entry and offering minimal protection from unwanted visitors.
Modern visitor management systems are streamlining firms’ processes, improving building security, and tracking employees’ movements throughout the building. These are the eight benefits of adopting a visitor management system for your company.
Improved Building Security
The security of your building and the employees within it should be among the top priorities of any business. A software-based visitor management system can ensure unwanted visitors are instantly detected and can be dealt with swiftly and efficiently.
A Professional First Impression
Signing a visitor’s book doesn’t instil visions of efficiency, organization and modernity. It is an antiquated system which can reflect negatively on your company. On the other hand, an efficient and secure visitor management system shows that your firm cares about the safety of its employees and visitors and is a modern, forward-thinking company.
A streamlined and efficient visitor check-in process reduces the workload on reception staff. They no longer need to spend time completing registration forms manually or entering data by hand. The visitor can complete all the necessary information and the software connects the visitor to the host, reducing the time spent on visitor registration and maximizing productivity.
The most up to date visitor management systems will scan visitors’ drivers’ licenses or business cards and harvest the necessary information automatically. This reduces the margin for human error in the data collection process and improves data accuracy.
By streamlining the visitor registration processes, firms can bring the cost per visitor down. For big firms that have multiple visitors every day, this can save a substantial sum over the course of a year.
Improved Industry Compliance
A thorough and effective visitor management system can ensure your firm is compliant with industry regulations. If a visitor claims they tripped and injured themselves in your premises, your visitor management system becomes a valuable tool in recording information such as the date and time of the visit, as well as the locations the visitor went to.
Protects Visitor Privacy
A logbook left on a receptionist’s desk allows anyone who signs in to see who else has visited the office, when, and how long they stayed. In some circumstances, this can be valuable information. Outside sales agents may see the competitors your company has met with and how frequently they met with them.
Automated visitor management software makes visitor data more secure and stores it digitally, away from prying eyes.
Better Emergency Responses
In the event of an emergency, the emergency services will want to see an accurate and comprehensive log of everyone on the premises at the time of the incident. With a thorough visitor management system, this can be obtained at the press of a button, making it easier to identify missing people in an emergency situation.