The True Cost of Not Implementing a Visitor Management System

Investing in a reliable visitor management system (VMS) is a crucial aspect of safeguarding your business, its data, and its employees. By not investing in a VMS like iLobby’s VisitorOS, organizations expose themselves to a plethora of potential costs and risks that can weigh heavily on their bottom line. While some companies may view VMS as an unnecessary expense, the truth is that not investing in a comprehensive VMS can result in significantly higher costs in the long run.

The Risks of Inaction

Companies that fail to invest in a robust visitor management system like VisitorOS expose themselves to a variety of potential costs and risks. One central area of concern is the overall security of the facility and the potential for unauthorized or non-compliant individuals to enter without proper vetting. Such individuals could include disgruntled employees or contractors with a history of misconduct, for instance. Without a VMS to check individuals against a database or internal watchlist, ensuring that individuals on-site are authorized and free of potential security risks becomes much more challenging.

Another potential risk of not having a VMS concerns on-site incidents involving contractors or visitors. In the event of an accident or other incident, it can be challenging to know precisely who was on site, when they entered, and what their purpose was. This can create significant liability concerns, particularly if a contractor or visitor was not supposed to be on-site in the first place. Without a VMS, it is challenging to assess responsibility and ensure that proper protocols are followed to protect the safety of everyone involved.

The protection of sensitive data is another important consideration when it comes to visitor management systems. If visitors must sign in using a pen and paper logbook, for instance, there is a risk that sensitive information could be exposed or misused. This is particularly concerning if the data in question includes proprietary or confidential information like NDAs or GMPs. A secure VMS can help to protect such data and ensure that it is properly stored and only accessible to authorized individuals.

Finally, emergency evacuations pose a risk for companies that do not have a VMS in place. Without an efficient system for tracking visitors, it can be challenging to account for everyone during a fire drill or other emergency situation. This can result in unnecessary delays and can impede efforts to communicate important information in a timely manner. With a VMS like VisitorOS which is part of a modular Facility Management platform, however, support for emergency management features is readily available and can help to ensure that everyone is accounted for and safe during an emergency - including visitors and contractors.

The Impact on Visitor Experience

A visitor management system plays a crucial role in enhancing the overall visitor experience. The lack of such a system can cause inconvenience, delays, and a largely manual process that takes up more time than necessary. In the event of a group of visitors arriving for a tour, signing them all in becomes a more time-consuming process, which might lead to a frustrating experience for the visitors.

Additionally, the absence of a visitor management system raises security concerns about the storage of personal data. Without a proper system in place, there is a risk of unauthorized access or potential breaches, putting individuals' personal information at risk.

At the same time, the lack of a visitor management system could impact the company’s brand image. While a manual process might be convenient in the short run, this could be particularly problematic for repeat visitors who have to undertake the older process many times. The repetitive and redundant nature of the process could eventually become a point of friction and a significant turn-off for visitors.

The Threat to Security and Compliance

In today's business world, regulatory compliance is critical for most industries. Compliance requirements vary depending on the type of industry, and companies must adhere to regulations to avoid hefty financial penalties, operational disruptions, legal costs, and, worst-case scenario, loss of revenues.

For example, aerospace and defense manufacturers are required to comply with the International Traffic in Arms Regulations (ITAR) to do business with the US Government. Similarly, food manufacturers need to demonstrate compliance with various food safety audits, such as Safe Quality Food (SQF) and the British Retail Consortium (BRC). Companies in the paper and pharmaceutical device industries must follow Good Manufacturing Practices (GMP), which requires them to maintain accurate records and documents. In addition, Businesses must also show that these requirements were enforced and properly acknowledged.

When visitor management is not in place, collecting visitor data manually can be a time-consuming task, making it challenging to prepare for audits, ensure accurate tracking of documents, and maintain compliance.

Plus, relying on manual data collection can result in human error, making records incomplete, illegible, or missing proper signatures. In this case, the company would need to chase down visitors and contractors to correct these errors before an audit. This adds an additional layer of work and operational disruptions.

Overall, implementing a reliable VMS is essential to meet compliance requirements efficiently and accurately. A VMS can track visitors' data, capture signatures electronically, and streamline the process of organizing and presenting this data during audits. This makes it easier for companies to meet compliance requirements, maintain efficient operations, and avoid the financial implications of non-compliance.

The iLobby Advantage

With VisitorOS, businesses can keep accurate records of visitors and contractors and quickly access these records with just a few clicks. In the event of an emergency, businesses can easily identify who is on-site and immediately account for everyone's safety.

In addition, keeping everything in digital format can significantly simplify the audit process. Rather than spending days or even weeks preparing for an audit, businesses can quickly gather and prepare visitor information and documents, which are automatically tracked and managed by VisitorOS.

Another advantage of VisitorOS is its compliance capabilities. By collecting visitor documentation and maintaining accurate records, businesses can remain compliant with industry regulations and standards.

VisitorOS also enhances the security of facilities by monitoring guests, contractors, and other temporary visitors. Traditional manual sign-ins provide little insight on an immediate basis, but with VisitorOS, businesses can accurately track who is on-site, where they are going, and when they are expected to leave. This allows for a greater level of security and peace of mind for employees, visitors, and contractors alike.

Along with improving security measures, iLobby's solutions can offer a much more positive brand and visitor experience. Automated check-in processes can simplify the registration process and create a seamless experience for visitors. This can lead to more positive reviews and better visitor sentiment, which can ultimately attract more visitors and boost the overall reputation of a business.

By providing an automated and efficient system like VisitorOS, businesses can not only improve their operational processes but also improve the safety and security of their facilities. In today's fast-paced and ever-changing business world, having a comprehensive system like VisitorOS is essential for businesses that want to remain competitive and provide excellent customer service.

The lack of a VMS can jeopardize the security of a facility, pose potential liability concerns, compromise sensitive data, and impede emergency preparedness efforts. Conversely, investing in a comprehensive system like iLobby’s offers numerous advantages, such as preparing for emergency situations, simplifying the audit process, enhancing security measures, and improving the visitor experience.

Not investing now will contribute to more costs overall, including potential legal fees, reputational damage, and increased operational inefficiencies. By prioritizing safety, security, and efficiency with a VMS like iLobby, businesses can minimize financial and reputational risks and provide a strong foundation for long-term success.

With iLobby’s advanced visitor management system, you'll enjoy a state-of-the-art security solution that optimizes facility processes, ensures visitor safety, and simplifies regulatory compliance to drive your business forward. Take the first step towards a safer and more efficient facility with iLobby. Schedule a demo now.