Why Manual Visitor Management & Safety Protocols are a Ticking Time Bomb in Manufacturing Facilities

For many manufacturing facilities, managing visitors and safety protocols with pen-and-paper or outdated spreadsheets isn't just old-fashioned—it's a ticking time bomb. During the Executive Q&A: Addressing Safety & Compliance webinar with OH&S Magazine, iLobby’s VP of Sales Cory Gosselin explained how these manual processes are "hugely problematic" and are still relied upon by over 70% of the industry. Yet, clinging to these systems in an era of automation introduces significant risks that impact safety, security, and compliance. 

"It's a reality. It's not a scare tactic. We [iLobby] personally work with customers who have been through horrendous situations, and you never want to be reactive when it comes to something that can be solved simply, seamlessly, and cost-effectively. And so, [manual processes] are ticking time bombs because they pose really significant risks that can lead to serious consequences for manufacturing facilities." 
- Cory Gosselin, VP of Sales, iLobby

Let's explore why the reliance on manual methods in visitor management could be one of the biggest vulnerabilities in manufacturing facilities today. 

Risks Associated with Sticking to Manual Processes 

Relying on outdated, manual methods to manage visitors and safety protocols poses real and dangerous risks. These aren't minor inconveniences; they are fundamental flaws that could lead to life-threatening situations, financial losses, and severe damage to a facility's reputation. Here are the top 3 risks associated with sticking to these methods—and why making a change is more critical than ever. 

1. Delayed Emergency Responses

Imagine an emergency where every second counts. Facilities relying on paper logs or spreadsheets have no real-time information on who's on-site, making evacuation efforts challenging and, in some cases, dangerous. According to Gosselin, an alarming 76% of facilities still have no digital system to track visitors during emergencies. "Slow access to visitor information can hinder evacuation efforts and put people's lives at risk," he emphasizes.   

The ripple effects are clear. A facility that lacks immediate, accurate information during a crisis risks safety and the business's reputation, signaling to clients and partners that their emergency preparedness may be lacking. 

2. Unauthorized Access 

Manual logs also open the door—literally and figuratively—to unauthorized access. The verification process is essentially non-existent when check-ins rely on pen and paper. According to Gosselin, manufacturing facilities often have inadequate tracking, allowing anyone to sign in under any name or skip steps that would otherwise verify their identity against watchlists. Digital visitor management systems, however, automate the entire sign-in process and can prevent unauthorized individuals from gaining entry, reducing the chance of security breaches. 

3. Regulatory Compliance

From OSHA to GMP to ITAR, regulatory compliance is critical for manufacturing facilities. Facilities risk falling short of these standards with outdated, incomplete visitor records. Manual records are prone to error, and as Gosselin notes, "inaccurate or incomplete records can lead to violations" that may result in steep fines— “sometimes these are over $16,000 per offense”. It is a scenario iLobby sees often: clients come to them after receiving penalties for compliance violations that could have been prevented with digital visitor management.   

How to Make the Case for Digital Solutions to the CEO 

Talk About Return on Investment (ROI)

In manufacturing, a robust digital visitor management solution can cost as little as $199 per month. Gosselin explains that the ROI is clear: even if the digital solution is viewed as an 'insurance policy,' it's a small price to pay to prevent the costs of non-compliance or a serious security breach.

CEOs can better understand the financial benefits by framing it as a necessary investment rather than a high-cost, high-risk endeavor, providing a sense of reassurance about the financial implications of the transition. 

Mention It's Value in Emergency Preparedness

Emphasizing how a digital system directly enhances emergency preparedness is another way to persuade a CEO to invest in a facility and visitor management system. By centralizing visitor data and enabling real-time tracking, the system provides clear visibility over who is on-site at any moment, which is critical during emergencies.

Additionally, it ensures that safety protocols are consistently followed through, reducing the risks associated with emergency events. Highlighting these benefits shows how investing in this technology strengthens security and reinforces the organization’s commitment to safety and efficiency. 

Emphasize the Risk of Compliance Fines

Regulatory bodies impose significant penalties for non-compliance, especially in high-stakes environments like manufacturing. As mentioned, fines from agencies such as OSHA can cost a hefty sum in fines per violation. Emphasize to your CEO that this can ultimately impact not only the organization’s bottom-line but also lower their reputation.

CEOs know that compliance is a must to keep the business running smoothly. Introducing that compliance becomes easier to achieve and maintain with a digital solution, and significantly reduces the risk of getting fines.  

Highlight Improvements to Visitor Experience & Reputation

Digital solutions streamline the visitor experience and enhance the brand image. Rather than greeting guests with a manual logbook, companies can offer a more modern, professional check-in process. "Visitors who arrive to find an automated check-in system branded for the company are more impressed and feel secure," says Gosselin.

A positive visitor experience, in turn, helps protect the company's reputation with clients, partners, and the public which are items executives prioritize. By mentioning an increase in visitor experience and reputation, your CEO can see how this investment can align with the company’s goals and priorities.

The Case for a Digital Solution

Upgrading to a digital visitor management system might seem like a simple improvement, but it's a game-changer. A digital facility and visitor management platform like iLobby’s FacilityOS automates the end-to-end check-in process: visitors pre-register and complete safety and compliance protocols and are guided by a seamless and efficient system from start to finish.

The platform additionally digitizes emergency management (EmergencyOS module) at all stages of evacuation to improve visibility and access to all evacuation data, including a real-time list of on-site personnel during emergency events. All this is especially crucial in manufacturing facilities where regulatory compliance and safety are non-negotiable.  

Manual systems are no longer enough. The potential risks are high, and as Gosselin emphasizes, "This isn't a scare tactic—it's reality." By adopting a digital solution, manufacturers can make their facilities safer, more compliant, and more efficient. 

Related Content: 6 Key Advantages to Cloud-Based Visitor Management Software 

Ready to learn more? Watch our on-demand webinar featuring insights from Corey Gosselin and David Kopf from OH&S on safety and compliance in visitor and emergency management. Find out how facilities like yours can mitigate risks and enhance safety standards with a digital-first approach.