Visitor management procedure has a
profound impact on the success of any enterprise irrespective of the size.
There is the pervasive misconception that small scale businesses and companies
do not require visitor management procedure. Similarly, many people often
trivialize the distinctive important and relevance of visitor management
procedure to effective and efficient facility management and business administration and organizational success in large
companies.
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| Via Cogent |
Undoubtedly, all of these popularized impressions on the importance
of visitor management procedures are further form the truth. The topmost priority of any organization is
to promote corporate image in ways that generates goodwill from its various
publics.
Adopting and implementing a visitor management procedure can help an
organization achieve this mandate while eliminating hiccups that interfere with
effective administration and daily operations. Incorporating visitor management
procedure has the unique benefit of making visits to the organization
worthwhile and productive for both visitors and the company, hence it must be
prioritized for enhanced business operations.
There are many difficulties associated
with the failure to implement a good visitor management procedure in a company.
Most of the difficulties could be disadvantageous to business objectives and
must therefore be avoided. The scope of visitor management procedures is quite thorough
with the goal of helping visitors have a pleasurable and fulfilling visit while
propelling the organizations towards its goals. Visitor management is
particularly relevant in creating a friendly corporate image for the company.
More so, it creates a friendly work environment that expedites visiting periods
while facilitating the accomplishment of various visit missions. A good visit
management procedure also helps the organization gather relevant information
about visitors anytime that would be useful for administrative purposes, and this can be achieved when you have good saas based visitor management software like TouchPoint
Here
are some incredible benefits of implementing a visitor management procedure:
·
Lowers the frequency of visitors
getting lost: It is not uncommon to find cases of visitors and customers
getting lost in a company’s building in an attempt to find a department or
specific section of the company. While this might seem like a matter to
trivialize, visitors getting lost in company building can be a time consuming
and enervating experience in worst cases and this would inevitably affect the rate
of visits to the company. Implementing a visitor management procedure in your
organization would obviate this problem, making it relatively easier for
visitors to identify sections of company they want to visit, thereby making
visits more purposeful. A well-articulated visitor management procedure would
cater to visitors parking needs while helping them communicate with the
department they choose to visit. Additionally, effective visitor management
would make provisions for visitors to relax in a lobby chamber in cases where
desired persons are not available.
·
Eliminates overcrowded work place:
an effective visitor management procedure would
certainly make adequate documentation and scheduling of visits and
appointments. This is particularly relevant in helping the company avoid
overcrowding of office place with visitors loitering about. When proper records
are kept and scheduling is implemented visitors would know be notified on the
ideal visiting time which would eliminate the challenge of having to wait for
prolonged periods in office area to meet with desired personnel. This is very instrumental in eliminating
stress, protecting work operations from unrestrained interruptions, and helping
office personnel cope with rate of Influx.
·
Helps maintain professionalism:
An effective visitor management
procedure helps ensure that professionalism is maintained by the company.
Professionalism is an important aspect of business and should not be
jeopardized for any reason. In light of this, it becomes imperative to
implement an effective sign-in and sign-out records that captures the entry and
exit time of various visits. While
this may seem inconsequential, it is very relevant when maintaining a decorous
workplace environment while reducing the likelihood of unwanted eventualities
such as bumping into competitors at work place, inadvertent disclosure of
office operations to a visitor that was presumed to have left office premises
and many other uncomfortable situations.
Visitors’ management procedure helps eradicate such unfavorable situations that could undermine
company’s professionalism and outlook.
·
Increases time efficiency: visitor management procedure is relevant in increasing the
rate of time efficiency while increasing the rate at which visit objectives is
achieved. One of the biggest challenges that is associated with total disregard
for visiting management procedure is the fact the visitors would often come to
company without achieving the purpose they set out for or would wind up wasting
ridiculous amount of time before being attended to. Visitor management
procedure through scheduling removes this challenge completely, making it easy
for visitors to make trips to company at a designated date and time when they
would be attended to.
Failure to implement this kind of arrangement would leave
visitors loitering around in premises
unattended consequently leading to time
wastage that causes frustration and reluctance to visit
company again.
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