Numerous visitors pass through the average workplace on any given day. Customers, clients, delivery personnel, family, job candidates and more — they all stop in for various reasons and may stay for only a few minutes, or for most of a day. The fact is that organizations and their reasons for keeping a visitor log are as varied as organizations themselves. However, there are a few overarching benefits that come with keeping accurate visitor records that make the extra time and trouble worth it to organizations. The primary benefits include:
Emergency preparedness
Keeping track of who is on the premises at all times can become especially vital in times of emergency. Unfortunately, the people most unfamiliar with the building who aren’t normally there are those most likely to be lost, left behind and unaccounted for if the worst were to come to pass.
If visitors are required to both check in and check out, emergency personnel can be given the log when accounting for those who have escaped a building and those who have not. If all employees have escaped and been counted, but a visitor or two are not present, emergency personnel know they still have people to locate. They will also know that the person or people in question are not familiar with the building and may be in a strange location.
Access control and security
Visitor logs are part of an effective visitor management system, and visitor management often starts with access control. Access control is the fundamental concept in security where a person has to have the proper credentials to access something, whether parts of a computer system or database, or an area with restricted access in a facility.
Provide accurate and instant visitor data
Some visitors may pose risks to your workplace and employee security, emergency evacuation procedures and use of workplace machinery. A digital visitor book instantly gives you information about who is at your workplace, who has been there and who is due to visit. If your business holds confidential client information, it also lets you show those clients who was likely to have access to it.
Consolidate your brand experience
Your brand is on show 24/7. The people, your website and your office reflect your brand. A hardcopy visitor book is generic and cannot be customised, but a digital version can! Include your logo, brand colours, workplace images, tag lines and anything else which paints an image of your business.
Good first impression
Receptionists do a great job at welcoming visitors. But like everyone, they get busy, go on holiday and have lunch breaks. They also have ‘bad days.’ A digital visitor book is always ready to greet visitors, ask the right questions and record everyone’s information accurately. It can also send messages to people in your office who need to know a visitor has arrived.
Reduce environmental impact
A large business with many entrances needs multiple visitor books. Then they need to be stored securely when they are completely full and you have to buy another one! A paperless digital visitor book doesn’t have those problems and reduces the amount of environmental resources your workplace uses.
At Robisearch Limited, we have a digital visitor book solution for every sized business. With affordable pricing, high-performing technology and amazing customer service, it’s no wonder businesses are switching from paper to digital visitor books with Robisearch Limited. Contact us today to learn how easy it is for your business to go paperless! Reach us on 0716413386 or 0780655987.