Why Sites With Low Visitor Rates Still Need A Visitor Management System

Effective visitor management systems (VMS) play a crucial role in ensuring the safety and security of any organization. Although VMS adoption is prevalent in high-volume sites, low-volume sites often underestimate the importance of implementing such measures. However, it is important for even low-volume sites to have a strong and reliable VMS in place in order to mitigate any potential risks effectively.

A VMS helps to provide excellent visitor experiences, meet compliance requirements, improve safety and security measures, streamline processes, and comply with privacy regulations. Low-volume sites are no exception when it comes to the benefits from VMS adoption. But if the benefits are unanimous, why the hesitation? Let's take a closer look at why low-volume sites should consider investing in an effective VMS and how the benefits extend far beyond enhanced security.

Addressing Misconceptions

There are several common misconceptions about visitor management systems that need to be addressed, especially when it comes to low-volume sites. Often, site managers can feel overwhelmed at the prospect of installing and getting used to a new system. They typically have an existing process in place and are reluctant to disrupt what they perceive as working. The thought of change may seem daunting and not worth the effort or cost.

Common misconception: You must have a complicated environment to justify needing a VMS.

However, the alternative these managers are clinging to is often a paper logbook. This method is not only outdated but also extremely unreliable, noncompliant, and vulnerable to being easily lost or destroyed. Surprisingly, when asked, many of these same managers struggle to articulate why they continue to use such an antiquated form of visitor management.

Striking a balance between the environment's needs and the cost and complexity of implementing a more efficient and secure system, like a VMS, is essential. It's about understanding that the benefits far outweigh the initial discomfort of change.

Another misconception is that a VMS only deals with visitors. It's a comprehensive tool that enhances the experience of contractors, employees, and, yes, visitors themselves. For contractors, a VMS is instrumental in enforcing compliance and training. It maintains an easily accessible log of all contractor visits, including their duration, which aids in transparency and accountability.

On the other hand, for employees, a VMS proves to be a reliable solution for managing exceptions. Whether it's forgotten access cards or any unforeseen circumstance that can hinder regular access to the building, a VMS can effectively address these issues, ensuring uninterrupted workflow.

When it comes to visitors, a VMS offers the capability to incorporate additional steps that wouldn't be feasible with a traditional pen-and-paper process. This includes ID scanning, safety orientation, and general communications, creating a more secure and efficient visitor experience.

While some may prefer to stick to the existing processes and may not see the need for change, such as shifting from paper logbooks to digital systems, it's important to note that a VMS is not just a security feature but also a safety feature that helps identify who is on-site during emergencies.

Bottom line: The volume of people coming in doesn’t matter; the compliance and safety responsibilities remain the same.

Creating a Better Visitor Experience

A visitor's first impression of an organization is formed once they step in the door. To help ensure this first impression is a good one, even at a site with low foot traffic, a VMS can easily be implemented and significantly enhance a visitor's experience. By streamlining the check-in process, visitors can be quickly and efficiently processed, reducing wait times and making their experience frictionless and more convenient.

Low-volume sites have witnessed remarkable enhancement in visitor experience by employing a VMS. A prime example is the use of self-service kiosks, enabling a seamless and expedited check-in process, eliminating queues and manual procedures. Plus, automated communication tools like email and text message notifications keep visitors well-informed and updated throughout their visit, alleviating concerns about logistics and allowing them to focus on their other tasks.

The implementation of VMS in low-volume sites has proven to be instrumental in elevating the overall visitor experience. By reducing wait times, providing digital communication tools, and streamlining check-in processes, organizations can ensure that visitors have a positive and memorable experience that reflects well on the organization as a whole.

Cost Effectiveness of Managing Compliance

Compliance is an essential aspect of any organization's operations, regardless of visitor volume. The costs associated with compliance remain the same, whether an organization is a high-volume or low-volume site. However, the implementation of a VMS can help low-volume sites manage compliance effectively without breaking the bank.

From a VMS Expert: Low-volume sites that haven't implemented an effective VMS may not feel like they’re spending money, but they are - and they’re probably not spending it well.

When considering implementing a VMS, low-volume sites need to balance the cost against the benefits. Some may assume that implementing a VMS is expensive and complex, but that’s not always the case. Many VMS providers offer cost-effective solutions that are easy to put into place, making the process quick and straightforward.

It is also important to note that complying with regulations and safety standards is crucial to protecting an organization's reputation and avoiding penalties. Low-volume sites may think they are not spending money on compliance measures, but they already have investments in systems, procedures, and personnel. By adopting a VMS, organizations can ensure that their compliance costs are being effectively spent while enhancing safety and security measures.

Additionally, safety and security measures are equally important for low-volume sites as they are for high-volume sites. The risks associated with breaches or incidents are just as severe for low-volume sites. Implementing a VMS can help mitigate these risks by providing access control, monitoring visitor activity, and generating reports, allowing for effective incident management.

Low-volume sites can’t ignore compliance and safety measures, and the implementation of a VMS can significantly enhance their ability to manage both. Select VMS providers offer affordable, easy-to-implement solutions that allow low-volume sites to streamline compliance processes, manage safety and security effectively, and avoid potential financial penalties.

Enhancing Business Functions

Having a reliable digital process allows organizations to introduce other business functions into the process, such as approvals and automation, which can be nearly impossible or very difficult to implement in a manual process. By automating tasks like visitor pre-registration, approvals, and notifications, a VMS can reduce the burden of manual tasks and streamline workflows.

For example, VMS adoption can help manage contractor compliance and training, employee exceptions, and additional steps for visitors. The system can automate the process of issuing badges, managing access rights, and tracking who is on-site, freeing up staff time to focus on more critical functions.

A VMS can also improve employee notifications by automating the process of sending alerts to employees when their visitors arrive. This reduces wait times and improves the visitor experience while ensuring employees can be prepared for visitors.

Implementing a VMS can have a significant impact on an organization's ability to focus on business functions, not just processes. By automating certain tasks and streamlining workflows, staff can free up time to focus on more strategic activities that drive the business forward.

Privacy Regulations

As the importance of protecting personal information grows, organizations must take steps to ensure they comply with privacy regulations. With the rise of data breaches, organizations must take a proactive approach to managing personal information.

Paper-based systems are no longer sufficient for privacy regulations, as they pose a significant risk of human error, loss, or theft. Personal information must be managed digitally, ensuring that it is secure and protected from unauthorized access.

Implementing a VMS can help low-volume sites comply with privacy regulations by providing a secure facility management platform for managing visitor data. A VMS can collect and store visitor information in accordance with privacy regulations, ensuring that personal information is kept secure and confidential. It also provides a secure and efficient way to manage visitor data while reducing the risk of human error and improving visitor experiences.

A VMS can provide a range of benefits to organizations, including enhancing the visitor experience, managing compliance, improving safety and security, streamlining processes, and complying with privacy regulations.

By leveraging technology to automate and optimize the complete visitor check-in process and streamline workflows, staff can free up time to focus on more strategic activities that drive the business forward. Moreover, a VMS can help low-volume sites maintain compliance with various regulations and standards, such as HIPAA, GDPR, and OSHA.

With an effective VMS, organizations can reduce the burden of manual tasks, ensure compliance with privacy regulations, and ultimately free up staff time to focus on more strategic activities that drive the business forward.

Whether you're looking to optimize the check-in process for visitors or enhance security protocols at your facilities, iLobby’s VisitorOS™ is built to meet your needs. Designed specifically for enterprises with mission-critical facilities and infrastructure, it revolutionizes workplace safety, security, and compliance through innovative automation and proven processes.

Ready to see how VisitorOS™ can transform your visitor management process? Request a demo today and experience the difference firsthand!