How to manage visitors
Does your organisation ask guests to record their arrival? Each organisation and individual office has its own guidelines regarding guests. After identifying who is waiting in your reception it’s time to decide what type of check-in is required.
It will be up to your organisation to decide whether you want visitors to sign in to a book or if they prefer a digital version. However, there are many benefits to having visitors check in.
Office security has become a priority in today’s world. Public buildings, big companies, factories, and schools all need to know who is on their premises. Not knowing leaves them vulnerable.
Employees are often required to carry or wear identification that also serves as an electronic key for building access. Visitors may also require visitor badges to gain access or for identification. For information on a Visitor Management System, consider an Ofec Visitor Management System.
In order to ensure a secure and good sign-in, guests will need to supply at least these basic pieces of data:
- First and surnames
- If applicable, the business or organisation that they represent
- Reason for visiting
- Host’s name, employee or contact person that they are there to meet
Some organisations may also demand:
- At the entrance, a visitor photo to be taken
- Non-disclosure agreements and waivers
It may seem that the process would be off putting but having visitors sign-in can become a more welcoming experience. This technique may frustrate some guests, but it also shows that you’ve taken your visitors seriously and that you care about them. It lets visitors know that they are in the right place. Signing in lets guests know that you’re aware of them and they won’t be left wondering around.