In the aftermath of the 9/11 terrorist attack, security became an important consideration not only for the USA but also the rest of the world. It shook every organization’s sense of security and almost immediately everyone started a mad scramble to make their premises more secure. It was due to this need that the visitor management systems was developed. This system aims to do away with the unreliable handwritten record books that were used to make the visitors sign in before going any further than the lobby.
However, the concept of these books became obsolete as handwritten information was often difficult to read, tough to find past records when required, and very easy to enter incorrect information. These are the drawbacks of the traditional system that is expertly tackled by visitor management software.
How can it improve customer service?
Although it was the need for enhanced security that brought about the emergence of these systems, it has many other benefits and uses. For example, this management system has been known to improve customer service and form an overall better impression of the company in the minds of the outsiders. Given below are some ways in which this is made possible:
- Firstly, the clients of customers approaching your office premise will know that you take security of the employees and other people in your building seriously. This will build an impression of your company in their mind as an organization that cares for the people who work with and within it.
- Secondly, since all the information is stored and passed along digitally, it is much more efficient and reduces the waiting time for the visitor. As soon as someone approaches the receptionist’s desk and asks to confirm an appointment with someone, the person can be notified immediately. If the person in question is unavailable, the next preferable person will be notified and the visitor will be directed towards him or her.
- Thirdly, the information of the in and out time might prove to be the visitor in the future. Although companies do not release such information and treat those as sensitive data, but exceptions can be made if it is a dire situation.
- Since the visitor management system requires information like the purpose of the visit (such as interview, internship etc.) along with the name of the person they have an appointment with, the visitor is properly directed where they are required to be. Hence, they don’t have to waste time looking for a certain department or individual.
Importance of visitor management systems
The feeling of safety among the employees as well the management leaves their minds free from any worries related to safety. They can concentrate better on their job and thus give rise to productivity and efficiency. There will be an absolute lack of any kind of misgivings about odd visitors as it will be known that they have signed in and are there for a legit purpose. This will also encourage business associates to pay a visit to your office when required as they will know that the surroundings are secure and devoid of nefarious characters.