Whether you have a full time receptionist, a part time one, or your visitor area is unsupervised, you need to look into the benefits of using a visitor management system. This is a software that accurately tracks visitors to your business area, workplace, or office. It can keep track of who dropped by, who they planned to meet, and when they left. You can consider visitor management with ATT Systems. This is important considering several factors.
Less stress on receptionists
Some offices are so crowded that receptionists feel stressed over managing the visitors. To make things easier for them, you can install the visitor management system which will help receptionists automate the process to some extent. This is certainly much better than tracking visitors through ledgers and notepads. Also, this gives receptionists more time to cater to visitor requirements.
Less disruptions at work
When your receptionist is not at their desk, or you don’t have a receptionist, it means that visitors will be asking the first person they see. This could be an employee or a senior manager. Either way, they will need to drop their work and assist the visitor. If you have many visitors, this could totally disrupt the flow of work at the workplace. Having tools to manage visitors will lessen or eliminate disruptions. If your employees are complaining about visitors wandering into their work area, then you need to deploy some kind of reception area management system.
One of the major reasons organizations and professionals have receptionists – backed by security personnel, is to ensure that unauthorized people cannot wander in. Receptionists usually ask for name, address, ID, depending on their requirements. They will ask the purpose of the visit, and who the visitor wants to meet and note the time the visitor comes in and leaves. This reduces the security risk to your organization. This is of utmost importance with the rise of various security breach in modern times. Having the right tools for managing the process is important, so that you have the most accurate information at hand. Also, it is important from the point of view of regulatory requirements. Many countries require by law that information on visitors be offered when asked. So, you need to have this information ready.
When you visit a traditional hotel or museum, one of your greatest pleasures could be going over the visitor log book to see who the visitors are. But if you think about it, visitors to your office may not be happy to have random strangers checking out the purpose of their visit. This is especially so for sensitive professions such as healthcare, law, and so on, where visitor secrecy is important. A visitor management system offers that kind of anonymity and privacy for the individual.