The Downsides of Manual vs. Digital Visitor Management

As businesses strive to create safe and secure environments for their employees and visitors, effective visitor management has become essential. Unfortunately, many organizations continue to rely on outdated and inefficient processes like pen and paper logs that are burdensome to maintain.

While these manual methods may seem like the only option, the truth is that digital visitor management solutions like iLobby’s VisitorOS can offer significant benefits that are often overlooked. In this post, we will explore the downsides of manual visitor management approaches and highlight how VisitorOS can provide a more efficient, cost-effective, and streamlined system for managing visitors.

The Cost of Manual Systems

Manual visitor management processes, particularly pen and paper logbooks, may seem like a cost-effective solution, but they come at a surprisingly high cost. The lack of automation in manual visitor registration and sign-in processes increases the time and effort required to manage visitors and can lead to inconsistencies and errors. Additionally, employees tasked with managing visitors may not be able to focus on other essential functions of their job.

Moreover, a manual approach to visitor management can create additional costs and burdens for businesses of different sizes. For instance, manual visitor registration processes are labor-intensive and can create information silos, making it difficult to track visitor data across multiple locations. As a result, businesses may need to invest in multiple systems or hire more staff to manage the processes, which can lead to additional costs. Not to mention, they may not meet compliance requirements and can prove difficult in audit situations.

The Complexity of Manual Systems

Manual and digital visitor management systems are both required to monitor on-site visitor traffic, track sign-ins, perform security checks, and more. Relying on manual methods for these processes can lead to time-consuming, error-prone, and inefficient procedures. Moreover, these manual approaches pose logistical challenges for security staff and visitors while also hindering regulatory compliance.

One of the primary challenges of manual visitor management systems is the complexity when there are requirements beyond keeping a log book. These tasks are cumbersome and require a significant amount of time and effort to manage effectively or are simply not possible to perform. For example, managing visitor registration, verifying identities, and issuing badges can be challenging and time-consuming. Moreover, manual sign-ins and security checks can cause congestion, leading to longer wait times and a worse visitor experience.

Another significant challenge associated with manual visitor management systems is emergency evacuations. In the event of an emergency, it can be challenging to account for all employees and visitors on the premises. Manual methods of managing visitors can create confusion and uncertainty, hindering the safety of individuals and potentially putting lives at risk.

In addition to these challenges, manual visitor management systems have significant limitations when it comes to achieving regulatory compliance. Many organizations are required to adhere to strict regulatory guidelines, which can be unreliable and difficult to manage using manual methods. A failure to comply in audit situations results in costly fines and penalties. For example, screening visitors against watchlists can be difficult and time-consuming without a centralized system in place.

Plus, abiding by safety training regulations can be challenging when using a manual visitor management system. Manual systems require extensive time and effort to maintain accurate records, coordinate training sessions, and ensure compliance with changing regulations. Such complexity can result in inefficiencies, errors, and difficulties in tracking and managing safety training requirements efficiently.

Choosing the Right Digital Solution

VisitorOS is a digital visitor management solution designed to meet the diverse needs of various businesses, providing a streamlined visitor registration process, enhanced visitor experience, and improved security.

With VisitorOS, businesses get a professional and modern look that leaves a great first impression. Self-registration kiosks offer quick check-in for visitors, sign intake requirements like legal documents, print badges, and provide welcome messages. Notifications are sent to designated hosts to ensure smooth visitor management and safety measures.

VisitorOS provides superior visitor screening as well, with real-time background checks available through integration with multiple watchlists. This helps maintain regulatory compliance and prevent unwanted visitor incidents.

Moreover, VisitorOS is part of iLobby’s FacilityOS facility and visitor management platform that offers many other robust facility management solutions including emergency and evacuation management, mailroom management, and temporary Physical Identity & Access Management.

Investing in iLobby's VisitorOS digital visitor management solution, as part of the FacilityOS platform, significantly improves the visitor experience, saves time and money, and maintains compliance. By modernizing the visitor management process, iLobby increases efficiency, and businesses can focus on what they do best.

Manual visitor management systems can be costly, complex, and inefficient, resulting in reduced customer satisfaction and decreased staff productivity. Digital visitor management solutions, such as VisitorOS, provide businesses with a versatile solution that redefines their visitor management workflows. By assessing and identifying their inadequacies, businesses can choose a right-fit solution that supports their unique needs, like iLobby, providing them with an enhanced visitor experience while significantly reducing costs and enhancing security.

By using iLobby, businesses can streamline their workflows, cut costs, and ensure that visitors feel secure. Check out VisitorOS, a part of FacilityOS today to discover how it can help you manage your visitor management system more effectively! Schedule a demo here.